Industry Invoices
Transportation Invoice
A transportation invoice is a document detailing the cost of transporting goods, including sender/receiver information, route details, freight specifications, and payment terms. It serves as a formal request for payment and a record of the transaction.
Overview
A transportation invoice (also called a carrier invoice or freight invoice) is a document issued by a transportation provider to a client for services rendered in moving goods. It itemizes the costs associated with the shipment and serves as both a billing statement and a legal record of the transaction.
Key Components
1. Parties Involved
- Consignor/Shipper: The sender of the goods.
- Consignee/Receiver: The intended recipient.
- Carrier: The transportation company providing services.
2. Shipment Details
- Origin and Destination: Full addresses for pickup and delivery.
- Route Information: Intermediate stops (if applicable).
- Vehicle/Mode Details: Truck number, container ID, or vessel/flight details.
3. Freight Specifications
- Number of Packages: Count and type (e.g., pallets, crates).
- Weight/Volume: Total weight (kg/lbs) or cubic meters.
- Description of Goods: Nature of cargo (e.g., "Electronics", "Perishables").
4. Cost Breakdown
- Base Freight Charge: Cost for the primary transportation service.
- Additional Fees: Fuel surcharges, handling fees, insurance, or taxes.
- Total Amount Due: Sum of all charges.
5. Payment Terms
- Due Date: Payment deadline.
- Payment Method: Bank transfer, cash, or online portal.
- Bank Details: Required for wire transfers.
6. Logistics References
- Invoice/Order Numbers: Unique identifiers for tracking.
- Delivery Code: For internal carrier/client reference.
- Incoterms: Terms of sale (e.g., FOB, DDP) for international shipments.
Legal Requirements
U.S. Regulations (49 CFR 373.101)
For-hire motor carriers must include:
- Names of consignor and consignee.
- Origin and destination points.
- Number of packages.
- Description of freight.
- Weight, volume, or measurement (if applicable to freight rating).
- Retain records per 49 CFR Part 379.
Tax Invoices (GST Rule 46)
For international shipments, a commercial invoice must declare:
- Value of goods and country of origin.
- Harmonized System (HS) codes.
- Shipping terms (Incoterms).
- Total invoice amount in the currency of payment.
Sample Format
A typical transportation invoice includes:
| Field | Example |
|---|---|
| Invoice Number | TI-2025-001234 |
| Date | December 4, 2025 |
| Consignor | ABC Manufacturing Co. |
| Consignee | XYZ Retail Ltd. |
| Origin | 123 Logistics Blvd, Chicago, IL |
| Destination | 456 Commerce St, Los Angeles, CA |
| Vehicle Number | TR-7890 |
| Packages | 50 pallets |
| Weight | 12,500 lbs |
| Description | Seasonal apparel |
| Base Charge | $8,000.00 |
| Fuel Surcharge | $500.00 |
| Total Due | $8,500.00 |
| Payment Terms | Due in 30 days via ACH |
| Bank Details | Account #12345678 |
Key Takeaways
- Compliance: Ensure adherence to local/national regulations (e.g., 49 CFR, GST rules).
- Accuracy: Verify all details to avoid disputes or customs delays.
- Digital Tools: Use logistics platforms to automate invoice generation.
- International Shipments: Include Incoterms and harmonized codes for customs clearance.