Free freight invoice template for forwarders

What a freight invoice should show

Each invoice should point to one shipment: the bill of lading or air waybill number, the containers or packages, the route and the vessel or flight. List every charge on its own line with the basis on which it is calculated, such as per container, per bill of lading, per revenue ton (W/M) or per kilogram, so that the customer can check it against the quotation. Show the currency of each charge, and the exchange rate if you convert, the tax treatment, the payment terms and the bank details.

Common charge names

Ocean or air freight is the main carriage. Surcharges include the bunker or fuel surcharge (BAF), currency adjustment (CAF) and peak season or security surcharges. Local charges at each end include terminal handling (THC), documentation or B/L fees, seal fees, CFS charges for LCL cargo, customs clearance and trucking, and at destination the delivery order (D/O) fee. Demurrage and detention are charged only if containers are kept beyond the free time. Names and amounts vary by carrier and port, so use the names in your quotation.

Who pays: prepaid, collect and Incoterms

Freight prepaid means the shipper pays at origin; freight collect means the consignee pays at destination, usually before the cargo is released. The Incoterms rule in the sales contract decides which party bears which costs: under FOB the buyer pays the main carriage and the seller the costs until the goods are on board, while under CFR and CIF the seller pays the freight to the destination port. Bill local charges to the party that bears them, and check each line against the quotation before paying.