Delivery service owners include independent courier drivers, local same-day delivery companies, and small fleets that move packages, food, retail orders, medical specimens, and freight for business clients. Invoices usually go to recurring accounts such as florists, pharmacies, law offices, restaurants, and e-commerce shops, and bill for stops, miles, wait time, and special handling.
Create an invoice for payment collection
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
Most delivery services price by the delivery, by the mile, or by the hour, then add fees for extras. A common structure is a base fee that includes a set number of miles (often 5 to 10), plus a per-mile charge beyond that. Regular accounts often get a flat rate per route or a discounted per-stop price based on volume. Hourly or dedicated-driver pricing is common for multi-stop days and event runs. Add-ons include wait time after a grace period (often 10 to 15 minutes), after-hours or weekend rush surcharges, oversized or heavy items, signature or ID-verified delivery, returns, and fuel surcharges that move with pump prices. Tolls and parking are usually passed through at cost. Many solo drivers bill weekly or monthly for repeat clients and take card payment up front for one-off customers.
| Service | Priced | Typical range |
|---|---|---|
| Local same-day courier delivery (base, up to 10 miles) | per delivery | $15-45 |
| Mileage beyond base distance | per mile | $1.25-3.00 |
| Dedicated driver with vehicle | per hour | $35-75 |
| Multi-stop route delivery (e.g., florist, pharmacy) | per stop | $6-15 |
| Rush or priority (under 2 hours) | surcharge | $10-30 |
| Wait time after grace period | per 15 minutes | $8-15 |
| Large or heavy item delivery (cargo van or box truck, with liftgate or help) | per delivery | $75-200 |
| Medical or legal document run with chain-of-custody | per delivery | $25-60 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Pharmacy prescription deliveries, route A, Mar 4-8 (stops, local zone) | 42 stops | $8.00 | $336.00 |
| Mileage beyond 10-mile zone, outlying addresses | 36 miles | $1.75 | $63.00 |
| Signature-required delivery | 14 deliveries | $2.50 | $35.00 |
| Same-day rush delivery, Mar 6 (under 2 hours) | 2 deliveries | $20.00 | $40.00 |
| Wait time at pickup, Mar 7 (beyond 10-minute grace) | 2 15-min blocks | $10.00 | $20.00 |
| Fuel surcharge, week of Mar 4 | 1 flat | $18.00 | $18.00 |
| Total | $512.00 | ||
Notes: Payment due within 15 days of invoice date. Delivery log with timestamps and signatures available on request. Late balances accrue 1.5% per month. Please send questions about specific stops within 7 days of receipt.
Clients reconcile invoices against their own orders, and a missing reference number is the top reason a delivery charge gets questioned.
Separating extras shows what each charge covers and prevents disputes over a single lump total.
Clients rarely remember delays at their dock or counter, so logged times back up the charge.
Reimbursable costs should be shown at actual cost and kept apart from your service fees.
If a customer claims a package never arrived, this shows the delivery was completed and supports payment.
Commercial clients and their accounting teams often need this to set up a vendor record and verify you are a legitimate carrier.
Larger clients often will not process payment without it.
One-time and residential customers usually pay by card at booking or on delivery. Recurring business accounts are most often billed weekly or monthly on net 15 or net 30 terms, and many small operators prefer weekly billing to keep cash flow steady. Deposits are uncommon for standard deliveries but reasonable for large freight, event logistics, or scheduled dedicated-driver days, often 25% to 50% up front. Late fees of 1.5% per month are common if stated in writing ahead of time. Accepted methods are typically card, ACH or bank transfer, and digital payment apps. Many small couriers require a card on file for new accounts until they establish payment history.
Unpaid waiting is one of the biggest hidden losses for drivers. State a free window of 10 to 15 minutes in your terms, then bill in set increments after that and log the times.
Tie the surcharge to a published fuel price or a fixed percentage of the invoice. It lets you cover swings in gas costs without renegotiating with every client.
Save timestamps, mileage, and proof of delivery for each job. When a client disputes a line, you can answer with records in minutes.
Invoice every Friday or on the first of the month so clients know when to expect it. Predictable billing means more predictable payment.
Fuel, insurance, maintenance, and depreciation add up per mile. Check your per-mile rate against your real cost at least once a year, and keep mileage records for tax purposes.
Many couriers do both: a flat base fee that covers a set distance, then a per-mile rate beyond it. Flat per-delivery pricing works well for repeat routes with consistent distances. Per-mile pricing protects you on long or unpredictable runs.
Yes, and most clients expect it. List them as pass-through costs at actual cost and attach receipts or a short log. Mention this in your service agreement so it is not a surprise.
Set a policy up front. Many drivers charge a failed delivery or redelivery fee, or bill for the wait time. Put the policy in your terms and include photos or timestamps of the attempt on the invoice.
It depends on the state. Some states tax delivery or transportation charges, some tax them only when bundled with a taxable sale, and many do not tax them at all. Check with your state revenue department or a tax professional.
Send a reminder a few days before the due date and again on the day after. If it continues, move them to shorter terms, require a card on file, or ask for payment in advance. Late fees help only if they were in your written terms.
Send a Delivery Service estimate for approval, then turn it into an invoice when the work is done.
Delivery Service estimate template