Logistics Invoice Template

Logistics invoices should be easy to match to shipments and routes.

Service references

• Route (origin → destination)
• Shipment/tracking number (optional)
• Service period (optional)

Common logistics line items

• Logistics coordination fee
• Freight management
• Shipment handling
• Customs/documentation
• Warehousing/storage
• Fuel surcharge

Commercial terms

• Incoterms (optional)

Totals

• Subtotal, tax (if applicable), total due
• Payment terms and remittance instructions

Logistics invoices may include coordination fees even when transport is handled by carriers.

Typical structure

• Coordination/management: planning, booking, carrier communication, tracking
• Handling/storage: warehouse touches, staging, storage time
• Documentation: customs paperwork and service processing
• Surcharges: fuel or special handling based on shipment requirements

Separating categories helps clients understand what they’re paying for beyond the carrier’s freight bill.

Clients often need shipment references for internal reconciliation.

Best practices

• Include route clearly (origin → destination)
• Add shipment/tracking number when available
• Use a service period for monthly or ongoing logistics coordination

These details make approvals faster and reduce invoice disputes.

Third-party logistics (3PL) invoices are commonly reviewed by procurement and finance.

Best practices

• Keep line items consistent across invoices
• Itemize storage and handling separately from coordination
• Use optional fields like Incoterms when required for international shipments

A clean invoice format makes it easier for customers to allocate charges and pay on time.