Courier
invoice template

Self-employed couriers invoice businesses for same-day deliveries, multi-drop routes and regular runs, and many also work for delivery firms that pay them through self-billing. Below is a ready-made courier invoice template, with worked example lines, the VAT and payment rules that apply, and the mistakes that most often delay payment.

What goes on a courier invoice

For each job, give the date, the collection and delivery points, the vehicle used, the distance or zone and the agreed price. For regular routes, list each day with the number of drops. Put waiting time, extra drops and tolls on their own lines.

Line by line: Same-day delivery, Leeds to Manchester, small van, 1 job × £145.00 = £145.00; Waiting time at collection, 1 hour × £20.00 = £20.00; Additional drop, 2 × £15.00 = £30.00. The subtotal is £195.00. The example assumes you are not VAT registered, so there is no VAT and the total due is £195.00. The figures are illustrative, not a price guide, so use your own rates.

The legal minimum is the same for every trade. GOV.UK says an invoice needs a unique number, your business name and address, the customer's name and address, a description of the work, the supply date and invoice date, the amount charged, VAT if you charge it, and the total due. This template lays each of those out for couriers; for the detail, read what a UK invoice must include.

Give each invoice the next number in a single sequence and never reuse one. A cancelled invoice keeps its number and is cancelled with a credit note. If you want a format that stays tidy for years, try the invoice number generator.

How couriers price their work

Same-day work is priced per job by distance and vehicle size, or per mile with a minimum charge. Multi-drop routes are paid per drop or per day, and contract runs by the week. Waiting time beyond an agreed free period, extra drops, weekend and out-of-hours work carry supplements.

Keep the pricing visible. Each line should show the quantity, the unit and the rate, so the customer can match it to the quote. To set rates that cover your costs and your tax, try the day rate calculator; for materials and stock you resell, the profit margin calculator shows the margin you really make.

Agree this before you start

Agree the price basis (per job, per mile, per drop or per day), the free waiting period, what counts as an extra drop, who pays tolls and congestion charges, liability and goods-in-transit insurance limits, and proof of delivery. For regular contract work, agree the invoicing cycle and payment terms in writing before the first run.

When to send a courier invoice

Invoice one-off jobs on completion with the proof of delivery. Regular customers are easier invoiced weekly, listing every job, so nothing is missed.

An invoice sent on the day tends to be paid on time; one sent weeks later tends to be paid weeks later. Email it as a PDF and keep a copy. The invoice due date calculator shows exactly when payment falls due under your terms.

VAT on courier invoices

Delivery services are standard-rated for a VAT-registered courier, including fuel surcharges and waiting time, because they are part of the same service.

Once you are VAT registered, most driving, delivery and vehicle work is 20%. Passenger transport in vehicles with 10 or more seats is zero-rated, and dealers in used vehicles often use the second-hand margin scheme. Below the £90,000 threshold, you do not charge VAT, and your invoice should not suggest you do.

Registration is compulsory once taxable turnover in the last 12 months passes £90,000, or when you expect to pass it within the next 30 days. Check your position with the VAT registration checker; until then, see invoicing without a VAT number.

Who couriers invoice

If a platform, agency or haulier issues a self-billing invoice for you, you should not raise your own for the same work; check each self-billed invoice instead. For direct customers, quote their reference on every invoice and list the collection and delivery points, times and any waiting time.

If a delivery firm pays you through self-billing, it issues the invoice on your behalf under an agreement you both signed; check each self-billed invoice against your own record of drops, and do not raise a second invoice for the same work.

Recharging costs and expenses

When you agreed to pass on costs, list them separately: mileage at an agreed rate, parking, materials or anything bought for the customer. The recharge is income and the cost is an expense, both in full. Registered businesses charge VAT on the recharge as part of their service; a true disbursement, paid as the customer's agent, is the narrow exception. Use the mileage calculator to value your business miles.

Mileage, waiting time and fuel

Customers accept a transport invoice fastest when they can see the journey: pick-up, drop-off, distance, waiting time and any extra stops, each at an agreed rate. Agree fuel surcharges and congestion or toll charges before the job, then list them separately. Keep a full mileage log for your own records too. HMRC's simplified mileage rates (45p a mile for the first 10,000 business miles in a car or van, 25p after) can replace actual vehicle costs, and the mileage calculator works out the claim.

Deposits, stages and cancellations

Deposits are rare; account customers pay on terms, and new one-off customers are often asked to pay before collection.

For bookings that commit your vehicle for a day, take a deposit when the customer confirms. Agree your waiting-time and extra-stop charges up front, and itemise them on the invoice rather than folding them into one figure.

Payment terms for couriers

Business customers usually pay 14 or 30 days after the invoice; one-off private customers before or on delivery.

Between businesses, the default when nothing is agreed is 30 days from receipt of the invoice or the work, whichever comes later, and agreed terms should not normally exceed 60 days. Late business payers owe statutory interest at 8% above Bank Rate plus fixed compensation per invoice; the late payment interest calculator does the sums. Private individuals are not covered by that Act, so agree your terms with them in writing before the work starts.

Getting paid faster

Put everything the customer needs to pay on the invoice: your bank name, account name, sort code and account number, and the reference to use, normally the invoice number. Give a due date, not just "on receipt". Then follow a routine: a reminder the day after the due date, another a week later, and a firmer letter after two weeks. Most late payment is disorganisation, not refusal, and a routine fixes it. Invoice payment terms compares the common options, and the due date calculator turns them into a date.

If a customer disputes the invoice

When a customer queries an invoice, reply quickly and in writing, quote the quote or agreement, and ask them to pay the part they accept while you resolve the rest. A credit note can settle a partial dispute cleanly. Unpaid after reminders? Send a letter before action with a final date; in England and Wales, claims up to £10,000 can then go to the small claims track. Invoice disputes and small claims for an unpaid invoice have the detail.

Common courier invoicing mistakes

• No proof of delivery on the invoice. A delivery reference or signature name stops "we never received it" disputes.
• Waiting time not recorded when it happens. Note arrival and departure times at each stop, or the charge will be refused.
• Invoicing work already self-billed. Match your records to the delivery firm's self-billed invoice instead.
• Leaving out the due date. "Payment due within 14 days" or a date on the invoice gives you something to chase against. Without one, business customers default to 30 days.
• Losing track of what is unpaid. Chase on the day after the due date, not a month later; the guide to chasing an unpaid invoice has the wording.

Checklist before you send it

A quick check before sending saves a chase later:

• The invoice number is the next in your sequence and has never been used.
• The customer's name and address are right, with their purchase order or reference if they use one.
• Each line shows what was done, the quantity, the unit and the rate.
• The subtotal and total add up, and VAT appears only if you are VAT registered.
• The invoice date, a due date and your bank details are on it.
• A copy is saved with your records before you press send.

Keep a copy of every invoice

Your invoices are the evidence behind the income on your tax return, so keep a copy of every one. Making Tax Digital for Income Tax makes that digital: from 6 April 2026 for qualifying income over £50,000, from April 2027 over £30,000, and from April 2028 over £20,000, with quarterly updates to HMRC. Check your start date with the MTD requirement checker.

Download the courier invoice template

Download it as a Word document for Word or Google Docs, as an Excel workbook whose totals are live formulas, or as a print-ready PDF. Prefer to fill it in on screen? The free invoice generator opens pre-filled with the example courier lines, lets you choose a template and colour, and makes a finished PDF in a minute, with nothing stored.

For the tax side of the trade, from allowable expenses to Making Tax Digital, read the self-employed courier tax guide. A TapTax account, free to start, keeps your invoices and records together and files your quarterly updates to HMRC.