When you ship goods to your customers, this accounting document becomes essential. But beyond the simple piece of paper, it's the entire process of Billing and shipment tracking which determines the quality of your service and the financial health of your business.
In this guide, we will see what this type of accounting document contains, how to optimize your management, and what software to use to automate this often time-consuming process.
Why invoicing and shipment tracking are essential
Let's start at the beginning. Why should you place so much importance on these shipping documents and tracking your packages?
The stakes for your company
La transport billing It is not just an administrative formality. It plays several crucial roles:
1. Cost transparency
A detailed invoice allows your buyer to understand exactly what they are paying for. Shipping costs, taxes, handling fees: everything must be clear. This transparency builds trust and reduces disputes.
2. Accounting traceability
For your business, each transport invoice constitutes proof of transaction. It feeds into your accounting, facilitates expense control, and allows you to manage your transportation costs over time.
3. Customer Experience
A buyer who receives a clear invoice with a precise tracking number is satisfied. Quality of service also depends on these often-overlooked administrative details.
Common problems that cost a lot
Here's what we frequently observe in companies that manage their packages manually:
| Problem | Result |
|---|---|
| Incomplete documents | Disputes, payment delays |
| No tracking | Increased complaints, customer service overload |
| Decentralized data | Wasted time, typing errors |
| No delivery note | Difficulties in proving receipt |
| Manual process | High risk of error, slowness |
Concrete example : An e-commerce SME ships 200 packages per month. Without an automated management system, it spends an average of 15 minutes per order on administrative tasks, totaling 50 hours per month. With a suitable solution, this time can be reduced by a factor of four.
How to effectively manage your transport invoices
Let's get practical. How do you structure your invoicing process to be efficient and error-free?
The key elements of a complete shipping invoice
A professional invoice must include several mandatory and recommended pieces of information:
Mandatory information:
- Seller's contact details Company name, address, telephone number, email, SIRET number (in France)
- Customer Contact Information Name, delivery address, contact
- Unique number and sequential
- Date of issue and expiry date
- Description of products Description, quantity, unit price, total price
- Shipping costs detailed
- Applicable taxes (VAT with rate and amount)
- Total Price
Recommended information:
- Package tracking number
- The transporter's name
- Expected shipping date
- Terms of delivery
- Payment terms
Typical model:
┌─────────────────────────────────────────────┐
│ FACTURE N° 2024-001234 │
│ Date : 15/01/2024 │
├─────────────────────────────────────────────┤
│ VENDEUR │ CLIENT │
│ Entreprise ABC │ Jean Dupont │
│ 12 rue du Commerce │ 45 avenue Victor │
│ 75001 Paris │ 69001 Lyon │
│ SIRET: 123 456 789 │ │
├─────────────────────────────────────────────┤
│ DÉSIGNATION │ QTÉ │ P.U. HT │ TOTAL │
│ Produit A │ 2 │ 25,00 € │ 50,00 € │
│ Produit B │ 1 │ 35,00 € │ 35,00 € │
├─────────────────────────────────────────────┤
│ Sous-total HT │ 85,00 € │
│ Frais de livraison │ 8,50 € │
│ TVA 20% │ 18,70 € │
│ TOTAL TTC │112,20 € │
├─────────────────────────────────────────────┤
│ Transporteur : Colissimo │
│ N° de tracking : 6X12345678901 │
└─────────────────────────────────────────────┘How to choose the right software
To manage your customer invoices And for package tracking, several options are available to you:
Option 1: Excel and manual processing
- ✅ Free
- ✅ Flexible
- ❌ High risk of error
- ❌ No automation
- ❌ Time-consuming
Option 2: Basic software
- ✅ Simplified generation
- ❌ No connection with carriers
- ❌ Separate parcel handling
Option 3: Complete solution (Djaboo type)
- ✅ Everything centralized: invoices + tracking + management
- ✅ Process automation
- ✅ Significant time savings
- ✅ Error reduction
The choice depends on your parcel volume and automation needs. A complete solution becomes cost-effective starting at 50 parcels per month.
No more paperwork, no more stress: your clients sign with one click.
Stay in control!
Join the companies that have already chosen djaboo.com
Reviews
No more paperwork, no more stress: your clients sign with one click.
Stay in control!
Join the companies that have already chosen djaboo.com
Reviews
How Djaboo simplifies your mailing management
Djaboo is a business management software that natively includes order and delivery tracking. Here's how it addresses the issues mentioned.
Context: Before/After Djaboo
Scenario 1: The SME that ships 100 packages/month
Before Djaboo:
- Manual creation in Word or Excel
- Copy and paste information from the e-commerce site
- Separate transmission by email
- Package tracking on the carrier's website
- Manual reminders for unpaid invoices
After Djaboo:
- Create in 2 clicks from the order
- Automatically pre-filled data
- Email transmission included
- Centralized tracking of all deliveries
- Configurable automatic reminders
Estimated time saved: 30 hours per month
This time saving translates directly into increased productivity and the ability to focus on your core business.
Scenario 2: The freelancer who sells physical products
before:
- Managing quotes and deliveries across 3 different software programs
- It's difficult to know the status of each order.
- No overall view of unpaid invoices
After Djaboo:
- Everything is centralized: quote → order → invoice → delivery
- Dashboard showing the status of each item
- Payment delay alerts
How does it work in practice?
Step 1: Create the invoice
From your Djaboo dashboard, access the dedicated section. Click on "Create" or directly convert a validated quote.
Step 2: Add delivery information
Provide the carrier, shipping costs, and tracking number if you already have it. This information will appear on the invoice sent.
Step 3: Transmit to the client
Send your order by email directly from Djaboo with just one click. The recipient receives a professional PDF containing all their order information.
Step 4: Check payment and delivery
In your dashboard, view the status of each invoice (transmitted, paid, late) and the delivery status.
Djaboo features for customer invoicing and logistics tracking
Let's detail what Djaboo specifically offers to optimize your managing your shipments.
Automated generation
- Customizable templates Add your logo, your colors, your legal information
- Automatic numbering : no more sequence errors
- Automatic calculation taxes and totals
- Detailed invoices with line per product
- Digital invoicing Compliant with French standards
- Electronic invoicing for simplified archiving
Package tracking and delivery note
- Invoice/package association Each item can be linked to a commodity.
- Automatic generation the accompanying voucher
- Complete history of each customer order
- Customizable statuses : in preparation, shipped, received, returned
Managing relationships with your buyers
- Full details with order history
- Centralized communication Emails, notes, attachments
- Dedicated portal (depending on the formula) so that your buyers can control their orders
Dashboard and reporting
- Overview of your outstanding, paid, and overdue invoices
- Statistics on your sales and deliveries
- Data export for your accountant (Excel or compatible format)
Djaboo vs. making by hand: a concrete comparison
| Criterion | Manual management (Excel/Word) | Djaboo |
|---|---|---|
| Creation time | 60 -70 minutes | 60 -70 minutes |
| Risk of fault | High | Low |
| Payment control | Manual, tedious | Automatic |
| Transmission | Separate email | Included |
| archiving | Local files | Secure cloud |
| Multi-user access | Complicated | Native |
| Monthly cost | "Free" (but time = money) | Starting from a few euros/month |
| Legal compliance | To be verified by oneself | Guarantee |
Our honest opinion: If you ship fewer than 10 packages per month and are working alone, Excel may suffice. Beyond that, software like Djaboo becomes a worthwhile investment in terms of time and peace of mind.
Reinsurance: security and reliability
Entrusting your data to an external solution raises legitimate questions. Here are the guarantees offered by Djaboo:
- Accommodation in France Your data remains within the territory, GDPR compliant.
- Automatic backups No risk of losing your invoices
- Secured access : secure connection, user rights management
- Reactive support : team based in France, available to assist you
- Regular updates : compliance with legal developments (electronic invoicing software mandatory in 2026)
FAQ: Your questions about the shipping invoice
What is the difference between this document and a delivery note?
An invoice is an accounting document that details the products sold, the prices, and requests payment. delivery form It accompanies the merchandise and serves as proof that the buyer has received the products. The two are complementary: one triggers payment, the other proves receipt.
Is it mandatory to include transportation costs?
Yes, if you charge your buyer delivery fees, they must be clearly stated. This is a legal requirement in France. transport costs must be detailed with their pre-tax amount, the applicable VAT rate and the total amount including VAT.
How can I ensure effective tracking of my packages?
For effective monitoring, centralize your information in a single solution. Always note the number provided by the carrier and link it to the corresponding invoice. software Djaboo allows you to view the status of each package without juggling between multiple applications.
Can I send my invoices by email?
Yes, transmission by email is perfectly legal and even encouraged within the framework of the electronic invoicingThe invoice must be in PDF format and contain all required information. Djaboo automatically generates this format and allows for one-click transmission.
How to handle returns and refunds?
In the event of a return, you must issue a credit note that cancels all or part of the original invoice. This document must reference the original invoice and detail the returned products as well as any refunded charges.
Will electronic invoicing be mandatory?
Yes, the electronic invoicing It is gradually becoming mandatory in France for all businesses (2026-2027 depending on size). This applies to all your invoices, including those related to your deliveries. Using a compliant solution like Djaboo now prepares you for this transition.
Conclusion: Switch to effective management
La Billing and shipment tracking These are not secondary tasks. They directly impact your cash flow, your relationship with your buyers, and your operational efficiency.
A well-structured document, delivered quickly, with accessible package tracking: that's what your customers expect. And that's what a solution like Djaboo allows you to offer effortlessly.
If you are still spending hours each week manually managing your transportation invoices, it may be time to discover a more efficient way of working.
→ Try Djaboo for free and see for yourself how to simplify your management.
