Independent couriers, local delivery businesses, and small fleet owners send these invoices. They bill business clients such as restaurants, florists, law offices, medical labs, furniture stores, and e-commerce shops for same-day runs, scheduled routes, and specialty deliveries. Most invoices cover a mix of per-stop or per-mile charges plus add-ons like wait time, after-hours fees, and fuel surcharges.
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Delivery work is priced by distance, by stop, by time, or by a combination. One-off courier runs usually have a base fee that covers a set number of miles, plus a per-mile charge beyond that. Recurring route clients often get a flat rate per stop or a flat weekly or monthly route fee. Hourly or day rates apply to dedicated driver work, such as a full day moving goods between locations. Add-ons are common and should be itemized separately: rush or same-day premiums, after-hours and weekend surcharges, wait time after a free window (often 10 to 15 minutes), extra stops, heavy or oversized items, stairs or white-glove handling, signature or ID verification, and fuel surcharges when gas prices jump. Tolls and parking are usually passed through at cost. Many solo operators set a minimum charge per run so short trips still cover vehicle costs and time.
| 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.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Scheduled route deliveries, Mon-Fri, Oak Street Florist to residential and business addresses (Mar 3-7) | 42 stops | $9.00 | $378.00 |
| Same-day rush delivery, downtown to airport cargo office (Mar 5) | 1 run | $45.00 | $45.00 |
| Mileage beyond 10-mile base, airport run (Mar 5) | 14 miles | $1.75 | $24.50 |
| Wait time at pickup after 15-minute window (Mar 6) | 2 15-min blocks | $8.00 | $16.00 |
| Weekend delivery surcharge (Sat Mar 8 event order) | 1 flat | $25.00 | $25.00 |
| Bridge toll reimbursement (receipts attached) | 1 flat | $13.50 | $13.50 |
| Total | $502.00 | ||
Notes: Payment due within 15 days of invoice date. Accepted: ACH, check, or card. Late balances may be charged 1.5% per month after 30 days. Delivery confirmations and signed proof of delivery available on request.
Clients reconcile invoices against their own order records, and a missing address or date is the most common reason for a delayed payment.
If you charge per mile or beyond a base distance, the client needs to see how the total was calculated.
Separating surcharges from base rates avoids disputes and shows the client these were agreed extras, not padding.
Reimbursable expenses should be listed at cost so they are clearly separate from your service charges.
If a client claims a package did not arrive, a reference to your delivery record settles it quickly.
Many businesses will not process payment without a PO or job number on the invoice.
Commercial clients often need these for their vendor records, and some jurisdictions or cargo types require specific registrations. Check your local rules.
Occasional customers and one-off runs are often paid at booking or on delivery, by card or digital payment. Recurring business clients are usually invoiced weekly or biweekly with net 15 or net 30 terms, and weekly billing keeps your cash flow steady when you carry fuel and vehicle costs yourself. Large or specialty jobs, such as furniture delivery or multi-day contracts, may call for a deposit of 25 to 50 percent. Late fees of 1 to 1.5 percent per month are common if stated in writing before the work starts. ACH and card payments are the most common methods, and some clients still pay by check.
A 2-mile delivery still costs you a trip to pickup, loading time, parking, and the return. A minimum of $15 to $25 keeps short jobs from losing money.
State in your terms how many minutes of waiting are included, such as 10 or 15, and what each block after that costs. Clients are much more willing to accept wait charges when they saw the policy up front.
Instead of raising every rate when gas prices spike, add a line that applies a surcharge when fuel passes a set price. Itemize it so clients can see it is tied to costs.
Save signatures, photos, and timestamps in a folder or log matched to each invoice period. When a client disputes a charge weeks later, you can answer in minutes.
What you bill clients for mileage is not the same as what you deduct for vehicle costs. Keep a mileage log and receipts, and ask a tax professional how to handle it for your situation.
It depends on the work. Per-mile pricing fits irregular one-off runs. Per-stop pricing fits dense routes where stops are close together. Flat route rates work for recurring clients with predictable schedules. Many drivers combine them, such as a base fee plus mileage and a per-stop charge for extra drops.
Yes, if you agree to it. Many couriers price round-trip distance when the vehicle has to come back empty, especially for long or rural runs. State whether your mileage includes the return so the client is not surprised.
List them as separate line items at actual cost and attach receipts when you can. Do not fold them into your base rate unless you quoted an all-inclusive price.
It varies by state. In some states delivery charges are taxable, in others they are exempt or only taxable when tied to a taxable sale. Check with your state revenue department or a tax professional.
Provide your proof of delivery, such as the signature, photo, GPS timestamp, or recipient name. A clear record usually resolves it. If the item was truly not delivered, consider adjusting only that stop rather than the full invoice.
Send a Delivery estimate for approval, then turn it into an invoice when the work is done.
Delivery estimate template