Delivery businesses send quotes for recurring route work, multi-stop jobs, large or fragile items, and long-distance or time-sensitive runs. One-off courier jobs are often priced by phone or text, but business clients usually want a written rate sheet or quote. Clients compare per-stop and per-mile rates, but also fees for waiting, rush service, and insurance coverage.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Distance drives your cost, and a quote tied to specific addresses or zones prevents arguments when stops change.
A 2-hour window is cheaper to serve than a fixed appointment time. State which one you priced.
Heavy, bulky, fragile, or temperature-sensitive items need different vehicles, labor, and care, and your price should reflect that.
Delays at pickup or drop-off are a major source of lost income, so state the free window and the rate after it.
Clarify whether a no-answer redelivery or a return to sender costs extra so you are paid for repeat trips.
Listing them in the quote means they are agreed to in advance, not surprises on the invoice.
Clients shipping valuable goods will ask what is covered. Spell out your cargo coverage or declared-value limits so expectations are clear.
| Service | Priced | Typical range |
|---|---|---|
| Local same-day courier run (base, first 5-10 miles) | flat fee | $15-35 |
| Mileage beyond base distance | per mile | $1.25-3.00 |
| Scheduled route delivery (restaurants, retail, florists) | per stop | $6-20 |
| Dedicated driver with vehicle | per hour | $25-55 |
| Cargo van or box truck with driver, full day | per day | $250-600 |
| Rush or immediate dispatch premium | flat fee | $10-30 |
| Wait time after free window | per 15 minutes | $5-15 |
| White-glove or inside delivery (furniture, appliances) | per delivery | $75-200 |
Typical US ranges. Rates vary by region, experience, and job size.
Add fuel, maintenance, insurance, vehicle depreciation, and your own time. Divide by realistic billable miles and hours, including the unpaid drive back. Then add margin.
A one-page sheet showing base fees, per-mile rates, per-stop rates, and surcharges lets clients self-quote small jobs and reduces back-and-forth.
When stop counts or wait times are unknown, quote a minimum charge plus your hourly or per-stop rate beyond it, rather than a fixed number you may regret.
Fuel costs and your schedule change. A 14 to 30 day validity period protects you if a client comes back months later expecting the same price.
Use a flat price when distance, stops, and handling are clear. Use an hourly or per-stop rate with an estimated range when the job has unknowns such as long unloading or uncertain wait times.
A text or email with the price, addresses, and time window is usually enough for a single run. For recurring routes or high-value items, send a formal written quote so terms are on record.
Quote a per-stop rate with a minimum per route day, such as a minimum of 8 stops or a flat daily fee. That covers your base cost when volume is low and scales when it is high.
Tell the client as soon as scope changes, such as added stops, a longer route, or a heavier load, and send a revised price before you proceed. Keep the change in writing.
Use the Delivery invoice template to bill the client, or convert this estimate once it's approved.
Delivery invoice template