Shipping invoice: mandatory information and differences to know

La shipping invoice A bill of lading is a commercial document that accompanies goods during transport and summarizes the goods shipped, their value, and the terms of delivery. It serves as proof of purchase for the carrier, a verification tool for the recipient upon receiving the package, and a document for the sender. When completed correctly, it prevents disputes, expedites payment, and streamlines the entire shipment process.

This guide details what a shipping invoice is, how it differs from a commercial invoice or a delivery note, what information it must include, how to create it step by step, and how to automate this document to save time on each shipment.

What is a shipping invoice?

A shipping invoice is the document that the sender attaches to a shipment of goods to describe its contents and value. It indicates who is sending, who is receiving, what goods are being transported, in what quantity, and at what price. This document accompanies the package, either physically or digitally, to the recipient, and it allows each party involved, from the logistics department to the carrier, to verify that the shipped goods correspond to the sale.

In practical terms, the shipping invoice serves three functions. It informs the recipient of the details of their shipment, it serves as proof in case of a dispute regarding the quantity or condition of the goods, and it contributes to the accounting records of the shipping company. A company that regularly ships products therefore has every reason to standardize this document to avoid repeated data entry errors.

Depending on the context, the term can refer to two similar things. For domestic shipments, the shipping invoice is similar to a standard sales invoice, including shipping details. For international shipments, it often takes the form of a commercial invoice for customs purposes, showing the value of the goods and the country of origin.

Shipping invoice, commercial invoice and delivery note: the differences

These three documents often circulate together, but they do not serve the same purpose. Confusing them leads to billing errors and payment delays. The table below clarifies the use of each document in relation to the shipment of goods.

The shipping invoice includes the price of the goods, which distinguishes it from the delivery note, which only lists the quantities. It is similar to a commercial invoice, but the latter must meet specific customs requirements for shipments outside the country. Many companies consolidate this information into a single, easily readable document to simplify the work of their logistics department.

Mandatory information to include on a shipping invoice

Like any invoice, this document must include specific information to be valid for commercial and accounting purposes. An incomplete shipping invoice may be rejected by the company or may block payment. Here is the information that must always be included.

• The sender's full identity: name, address, SIREN number and intra-community VAT number.

• The identity of the company receiving the goods, with the exact delivery address.

• A unique invoice number and the document's issue date.

• The description of each item shipped: designation, reference, quantity and unit price.

• The total amount excluding taxes, the VAT rate and amount, then the total amount including all taxes.

• The terms and date of payment, as well as any late payment penalties.

• Shipping information: shipping method, weight, number of packages and carrier.

For international shipments, the shipping invoice includes customs information such as the country of origin, the customs code for the products, and the Incoterm that allocates costs between the sender and the recipient. This information ensures that the goods are shipped without being held up at the border.

How to create a shipping invoice step by step

Creating a reliable shipping invoice relies on a simple and repeatable method. By following the steps below, your department avoids oversights and produces a document usable by both the customer and the carrier.

1. Gather the sales information. Please include the customer's sales reference, the list of goods to be sent, and the confirmed delivery address.

2. Fill in the header. Provide your sender identity, the customer's identity, the invoice number and the date.

3. Provide a detailed description of the merchandise. Line by line, specify the description, quantity and unit price of each product shipped.

4. Calculate the amounts. Add up the total excluding taxes, apply the VAT and display the amount to pay.

5. Add the transport data. Specify the weight, number of packages, carrier and shipping method.

6. Check and forward. Review the document, attach it to the shipment, and keep a copy for your accounting records.

This process becomes much faster when software automatically retrieves customer and sales data. All you have to do is validate it before shipping the merchandise.

Shipping invoice and international shipments

As soon as goods cross a border outside the European Union, the shipping invoice takes on a customs dimension. It becomes the document on which the authorities calculate duties and taxes. An incorrectly entered value or a missing Incoterm can hold up the package and delay delivery to the customer.

To ensure smooth international shipping, specify the country of origin for each product, the actual value of the goods, the currency, and the chosen Incoterm. This information reassures the carrier and customs officials, and protects the sender in case of inspection. A standardized document significantly reduces the risk of omissions on these sensitive shipments.

Automate your shipping invoices with software

Manually editing each shipping invoice is time-consuming and increases the risk of errors: incorrect customer address, wrong quantity, or omission of VAT. Invoicing software like Djaboo generates this document from the transaction, applies the correct information, and automatically saves a copy in your history.

With a dedicated tool, the sender creates a shipping invoice in just a few clicks, links it to the customer and the delivery note, and tracks the associated payment. Transaction, customer, and product data are entered only once and then reused for each shipment. You can learn how to structure these documents in our guide for create an invoice compliant.

This time saving is far from insignificant for a company that ships several orders per day. Each automatically generated shipping invoice means one less risk of dispute and faster payment collection.

Common mistakes to avoid

Some common errors on shipping invoices can negatively impact customer relationships. Identifying them allows you to correct them before they become costly.

• Forgetting a mandatory detail makes the document contestable and delays payment.

• Confusing shipping invoice and delivery note, and sending the customer a document without a price.

• Failing to specify the Incoterm on an international shipment will result in the goods being held up in customs.

• Manually re-entering customer data for each shipment is a source of repeated errors.

• Failure to archive the invoice complicates accounting follow-up and dispute management.

By standardizing the document and automating it, the company eliminates most of these errors and professionalizes each delivery.

What should a complete shipping invoice contain?

To be usable, this document must contain essential information describing the type of shipment. Each element has its purpose: identifying the parties, describing the goods, and outlining the payment terms. A complete invoice minimizes unnecessary communication with the recipient and secures the sale.

A unique number and issue date identify the document and serve as an accounting reference. This is followed by a precise, line-by-line description of the goods, including their nature, reference number, and quantity. The issuer adds the payment terms, currency, and, if necessary, a reference to the transaction slip. This essential information transforms a simple slip into a reliable commercial document.

The difference between a clear shipping invoice and a messy one is quickly apparent: fewer questions from the recipient, fewer delays, and faster payment. Making a habit of keeping everything in a single format prevents forgetting any details from one transaction to the next.

Shipping, customs, and other costs associated with a shipment

Shipping goods incurs costs that must be clearly reflected in the shipping document. Shipping costs, total weight, and the number of packages are among the information the recipient expects to see. Specifying these details prevents disputes regarding the final cost of the order.

Internationally, customs relies on this document to calculate duties and taxes. The sender indicates the country of origin of the goods, the country of destination, and the actual value, then chooses an Incoterm that allocates the costs between the two parties. A well-defined Incoterm standard pre-establishes the payment of transport, insurance, and customs duties. Without this standard, the shipment risks being held up, and storage costs increase.

For commercial shipments outside the European Union, it's best to plan ahead: check the customs code for each product, confirm the destination country, and include a compliant commercial invoice. These fees and regulations may seem technical, but they determine the speed of delivery and the recipient's satisfaction.

Seller, beneficiary and recipient: who does what?

Three roles intersect around a shipping invoice. The sender issues the document and assumes responsibility for the accuracy of the information. The recipient places the order and waits for a correct invoice to initiate payment. The consignee, sometimes different from the recipient, receives the goods and verifies that the package matches the attached document.

Each party may require that the invoice contain certain information. The recipient may request a precise breakdown for their accounting purposes, the customer may want proof of the invoice's contents, and the sender must retain a copy as evidence in case of a dispute. Meeting these expectations is crucial; it's what distinguishes a smooth business relationship from a string of complaints.

In practice, a company that sells and ships regularly benefits from defining a simple standard: a single format, validated by the sales department, that meets the needs of both the buyer and the recipient. The document then becomes a shared proof rather than a source of tension.

Shipping invoice template and electronic version

Starting with a ready-made format saves valuable time. A good format already includes the necessary sections: customer names, product descriptions, amounts, payment terms, and shipping information. You simply adapt the data for each order without having to rebuild the document for every shipment.

Electronic invoicing is a game-changer. Generated by software, it's faster to produce, easier to send and archive, and harder to falsify. This type of document is directly linked to the order and payment, reducing data entry errors. With the increasing prevalence of electronic invoicing, adopting a digital model now prepares businesses for future regulations.

Whether you start with an office template or software, the key is consistency: the same complete and readable document for every type of mailing. You can rely on our free invoice templates to start.

Link the shipping invoice to the payment

A shipping invoice is only valuable if it results in a payment being received. For this to happen, the document must clearly state the payment terms: payment deadline, accepted method, and due date. A recipient who knows precisely when and how to pay will receive payment more quickly.

Linking each shipment to its invoice and payment prevents oversights. The seller sends the document, tracks payment, and sends reminders if necessary. Using a tool that centralizes the order, invoice, and payment tracking eliminates repetitive tasks: no more re-entering information from one package to the next. This service quickly becomes essential as shipping volume increases. To learn more, discover how to follow up on an unpaid invoice without damaging the relationship.

Essential information you should never forget

A solid invoice relies on essential information gathered in the right place. The number and date place the item in time. The description of each item, its nature, and its reference number eliminate any ambiguity about what the buyer receives. The pre-tax amount, the applicable tax, and the total complete the package. Each element has its purpose, and a well-designed template ensures that no essential data is missing from one shipment to the next.

It's helpful to keep all shipping information in one document: total weight, number of packages, and carrier. This information helps the recipient verify that nothing is missing and serves as proof in case of a dispute. A complete document means one less thing for the logistics department to worry about, as they no longer need to request clarification afterward.

The role of the invoice in the business relationship

Beyond its logistical function, this document structures the relationship between the seller and the buyer. It formalizes a sale, establishes a common rule, and serves as shared proof. The seller stakes their reliability on it, while the buyer finds in it the guarantee of receiving what was agreed upon. This service provided to both parties fosters long-term trust.

Each type of sale may require a different document format. A one-off sale might require a simple document, while a regular transaction benefits from a template integrated with the rest of the management system. Linking the invoice to the buyer's record and payment tracking avoids re-entering the same information. The need is clear: a tool that centralizes the sale, the document, and the tracking, allowing the salesperson to focus on their core business rather than data entry.

Ship internationally without any unpleasant surprises

Shipping goods to another country introduces customs regulations that must be followed. The document must specify the country of origin and the country of destination, the goods' actual value, and the chosen Incoterm. This Incoterm determines who is responsible for transport costs, insurance, and duties. Without this information, customs authorities can detain the goods, and the costs can quickly escalate.

Planning ahead remains the best approach. Check the customs code for each product, confirm the destination country, and estimate shipping costs and any applicable duties in advance. An unexpected tax surprises the buyer and jeopardizes the sale. By being clear from the outset, the seller transforms customs formalities into a simple, manageable step, and the recipient receives their goods on time.

These payment terms and shipping rules, compiled in a complete and easily understandable document, make the difference between a smooth transaction and a series of bottlenecks. This is precisely what good management software automates, ensuring that every shipment is sent with the correct document the first time.

Concrete example and checklist before sending

Let's take a concrete example: a company needs to send ten packages of goods to a recipient located in another country. Before proceeding, it uses a clear checklist to verify each mandatory point. This checklist, applied daily, prevents any information from being overlooked and ensures the security of the operation.

Here are the points to check and provide on the document before sending it:

• Provide details for each item: type, reference and weight, so that the recipient can verify everything.

• Indicate the origin of the goods and, for shipments outside the zone, attach a clear commercial invoice for customs.

• Specify the total weight and number of packages, information that the carrier may require.

• Provide the conditions and remind everyone what the document must contain, without any mandatory information being missing.

• Ensuring an archived copy: this internal assurance serves as clear proof in case of an audit.

The difference between a poorly prepared document and a clear one often lies in this simple system: a checklist, applied daily, that anyone can request and use. The main purpose of this method is to avoid back-and-forth communication. Additional information is provided at the right time, and the recipient doesn't need to ask anything more before approving and paying.

Frequently Asked Questions about Shipping Invoices

Is a shipping invoice mandatory?

An invoice is mandatory for all sales between professionals. When it accompanies a shipment of goods, it takes the form of a shipping invoice that describes the goods transported and their value.

How is this different from a delivery note?

The delivery note proves the physical delivery of the goods and is usually limited to the quantities. The shipping invoice, on the other hand, includes the price and serves as the accounting document for payment.

Is a shipping invoice required for an international shipment?

Yes. For shipments outside the European Union, the shipping invoice serves as the basis for customs and must specify the value of the goods, their origin, and the applicable Incoterm.

How can I save time on this document?

Billing software generates the shipping invoice from the order, applies the required information, and archives a copy. The sender then approves the invoice instead of re-entering everything for each shipment.