Couriers are independent drivers, bike messengers, and small delivery businesses who move documents, packages, medical specimens, auto parts, and other time-sensitive items for local businesses. Invoices usually go to law firms, medical labs, print shops, florists, and e-commerce sellers, often on a recurring weekly or monthly basis. A good invoice shows each delivery, the service level, and any extras like waiting time or mileage.
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Invoice_1001_Client_2026-10-14.pdf
Most couriers price by the delivery, built from a base fee plus mileage, with surcharges for speed and special handling. Common service levels are standard (same-day within a few hours), rush (within 60-90 minutes), and direct or hot-shot (immediate, no other stops). Many add a per-mile charge beyond a set radius, such as the first 5 or 10 miles included. Waiting time is usually billed after a grace period of 5 to 15 minutes. Regular business clients are often put on a monthly account with a negotiated per-stop or zone rate, sometimes with a minimum monthly volume. Add-ons include signature or ID verification, after-hours and weekend fees, fuel surcharges, tolls, parking, and extra pieces or heavy items. Medical couriers often charge a route rate or a flat fee per scheduled stop, and may add a fee for handling specimens or controlled materials.
| Service | Priced | Typical range |
|---|---|---|
| Standard local delivery (within 10 miles) | per delivery | $12-35 |
| Rush delivery (60-90 minute window) | per delivery | $30-75 |
| Direct / hot-shot delivery | per mile | $1.50-3.50 |
| Mileage beyond included radius | per mile | $1-3 |
| Waiting time after grace period | per 15 minutes | $8-15 |
| Scheduled route (medical or legal, multiple stops) | per hour | $25-45 |
| After-hours or weekend surcharge | flat fee | $10-30 |
| Signature or ID verification | per stop | $2-5 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Standard same-day delivery, law office to county courthouse (8 miles) | 12 deliveries | $22.00 | $264.00 |
| Rush delivery, signed documents to downtown title company | 3 deliveries | $45.00 | $135.00 |
| Additional mileage beyond 10-mile radius | 34 miles | $1.75 | $59.50 |
| Waiting time at courthouse clerk window (after 10 min grace) | 4 15-min blocks | $10.00 | $40.00 |
| Signature and ID verification | 15 stops | $3.00 | $45.00 |
| Fuel surcharge | 1 flat fee | $18.00 | $18.00 |
| Total | $561.50 | ||
Notes: Service period: March 1-15. Individual delivery log with pickup/drop-off times and signatures attached. Payment due within 15 days of invoice date. Late balances are subject to a 1.5% monthly fee. Accepted: ACH, check, or card.
Clients reconcile against their own records, and a clear log prevents disputes over which deliveries happened and when.
Rates differ by speed, so the client can see why a given stop cost more.
Shows how extra distance charges were calculated and that the first miles were already covered.
Wait charges are a common point of pushback, and timestamps back them up.
Proves the item was delivered, which matters for legal documents, specimens, and high-value goods.
Many businesses need a PO or matter number to approve payment or bill the cost to their own customer.
Separating these from your fee keeps your rates clear and lets the client recover the costs if needed.
Couriers serving one-off customers usually collect payment at booking or on delivery by card. Business accounts are normally invoiced weekly, biweekly, or monthly, with terms of net 15 or net 30. Weekly billing helps cash flow because fuel and vehicle costs are paid up front. Many couriers charge a late fee of 1.5% per month on overdue balances and pause service on accounts that are more than 30 days past due. New accounts are sometimes asked for a card on file or a small deposit. Common payment methods are ACH, check, and card, with card fees sometimes passed on or built into rates.
State how many miles the base fee covers and how long you wait before billing for time. Putting this in your rate sheet and on each invoice avoids arguments about small charges.
Fuel, maintenance, and insurance costs hit immediately. Weekly invoicing for regular accounts keeps unpaid balances from piling up, and a short, clean delivery log makes approval quick.
Log pickup time, delivery time, and signature at each stop using your phone or a route sheet. Reconstructing a month of deliveries from memory leads to missed charges and disputes.
Surcharges only hold if they are in the rate sheet the client agreed to. Apply them every time so a rush job does not become the expected standard price.
If you use your own vehicle, a mileage log supports your deductions. It also gives you the data to confirm your per-mile rates cover real costs.
Most couriers use a base fee per delivery with mileage added beyond an included radius. Pure per-mile pricing is more common for direct or long-distance runs. A base fee ensures short trips still cover your time, loading, and parking.
Yes, as long as you tell the client in advance. A typical setup is a 5 to 15 minute grace period, then a flat charge per 15 minutes. Record arrival and departure times so the charge is easy to defend.
Either build fuel into your per-mile rate or add a separate fuel surcharge line. A surcharge can be a flat amount or a percentage of the delivery fee, and it is easier to adjust when gas prices change. Make sure clients see it in your rate terms first.
It depends on the state. Some states tax delivery or transportation services and others do not, and the rules can differ for local delivery of goods. Check with your state revenue department or a tax professional before adding or leaving out tax.
Send your proof of delivery: timestamps, recipient name, signature, or a photo if your agreement allows it. Having this ready when you send the invoice usually resolves disputes quickly.
Send a Courier estimate for approval, then turn it into an invoice when the work is done.
Courier estimate template