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SwahiliWaybill, delivery note & invoice for dispatch
A waybill travels with the goods, an invoice collects the money, and dispatch needs both. Here's what goes on each, a filled example you can copy, and a free tool to make your own.
Free to use. No signup needed to download your PDF.
What a waybill invoice should include
In dispatch, the paperwork is the job. A waybill travels with the goods and records what was collected, from whom, and who signed for it at the other end. An invoice is what turns that delivery into money. Lose the waybill and you have no proof of delivery; skip the invoice and you have no claim to the fee.
Most riders and small logistics firms need both on one numbered record. Here's what belongs on it.
The checklist
- Your business name and phone number
- A unique waybill or invoice number
- The date and time of pickup
- Sender's name, phone and pickup address
- Receiver's name, phone and delivery address
- A description of the item, and how many pieces
- Weight or size, if it affects the price
- Declared value, for anything insured
- The delivery fee and any surcharges
- Who pays — sender or receiver — and proof of delivery
Free waybill invoice template
Open the invoice maker already filled in with the line items above. Change the names and numbers, and download the PDF. It's free, and you don't need an account.
Use the free templateLine items a dispatch business puts on an invoice
Not every job needs every line. Use the ones that match how you charge.
Sender and receiver details
Both names, both phone numbers, both addresses. Not a charge, but the single most important block on the document — every dispute starts here.
Item description and pieces
What you carried and how many pieces. "One sealed carton, electronics" protects you far better than "goods".
Delivery fee
Your core charge for the route, by distance, zone or weight band. Say which basis you used so the customer can check it against your rate card.
Waybill number
The unique number tying the goods, the customer and the payment together. It's what a customer quotes when they call to ask where their package is.
Weight or size surcharge
Extra for anything heavy or bulky beyond your standard band. Weigh it at pickup, not at delivery, and write it on the waybill then.
Fragile or special handling
Glass, electronics, cake, documents. Charge for the care, and note the condition of the item at pickup.
Insurance or declared value
The value the sender declares, and the cover charge. Without a declared value on the waybill, you're exposed to whatever they claim it was worth.
Proof of delivery
Receiver's name, signature and time, or the code they gave you. Capture it every time — it's the difference between a completed job and a refund.
Waiting time or failed delivery
For a receiver who isn't there or keeps you waiting. Put the rate on the waybill so a second trip is billable rather than absorbed.
Example: a filled-in waybill invoice
Here's what it looks like with real numbers on it.
How Dispatch riders get paid faster
Dispatch has a cash problem nobody talks about: riders front the fuel, complete the drop, and then wait for a customer to send the fee "later". Multiply that across a week and the business is financing everyone else's deliveries out of its own tank.
The fix is to settle at the point of booking or the point of delivery, never afterwards. A payment link on the waybill lets the sender pay by transfer or card before you ride, or the receiver pay on arrival before you hand the package over.
With Billing Plus, every invoice can carry a payment link, so the delivery and the payment finish together.
Get Paid Faster with Billing+ Payment Links
Send professional invoices and get paid instantly with Billing+ Payment Links. Share on WhatsApp, email, or social media — no website needed.
Tips & common mistakes
Number every waybill. An unnumbered delivery is impossible to trace or bill.
Write both phone numbers down. Half of all failed deliveries are a phone problem.
Note the item's condition at pickup, before it moves.
Get a declared value for anything worth insuring, or you'll be told the value after it's lost.
Capture proof of delivery every single time — name, signature, time.
Collect the fee at booking or on delivery, never "later".
Choose the pricing plan that works best for your business. Free Forever Plan. No credit card required to start.
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Features:
- One Business
- Default Template
- Default Template Color
- Multi Currency
- Unlimited Invoices
- Unlimited Receipts
- Unlimited Products/Services
- Unlimited Expenses
- Business Analytics
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Features:
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- Unlimited Invoices
- Unlimited Receipts
- Unlimited Products Or Services
- Unlimited Expenses
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- Point Of Sale (P.O.S)
- Template Selector
- Customize Template Color
- Whitelabel Invoices
- Business Analytics
- Recurring Invoices
- Payment Links
- Payment Reminders
Premium Plus
$99/y
Features:
- Unlimited Business
- Unlimited Invoices
- Unlimited Receipts
- Unlimited Products Or Services
- Unlimited Expenses
- Inventory Management
- Point Of Sale (P.O.S)
- Template Selector
- Customize Template Color
- Whitelabel Invoices
- Business Analytics
- Recurring Invoices
- Payment Links
- Payment Reminders
Waybill invoice
questions
Dispatch riders ask these the most.
What is a waybill?
A waybill is the document that travels with goods in transit. It records the sender, the receiver, what's being carried, and who signed for it on arrival. It is your proof that a delivery was collected and completed, which is why it's numbered and kept.
What is the difference between a waybill and an invoice?
A waybill records the movement of goods and proves delivery. An invoice requests payment for that delivery. Small dispatch businesses often combine both on one numbered document, so the job and the charge stay tied together.
What should a delivery invoice include?
Your business name and phone, a unique waybill number, pickup date and time, sender and receiver details with phone numbers and addresses, a description of the item and number of pieces, weight, declared value, the delivery fee and any surcharges, who pays, and proof of delivery. The free template above covers it.
Who pays for delivery, the sender or the receiver?
Either, but decide before you ride and write it on the waybill. Marking it clearly is what prevents the argument at the door when a receiver is handed a package they weren't expecting to pay for.
Is the waybill template really free?
Yes. Make and download your waybill or invoice free, no card needed. Create a free Billing Plus account when you want to save customers, send with a payment link, and track every delivery you're owed for.
Make your waybill invoice in 10 seconds
Prefilled, editable, and free to download. Add a payment link when you're ready to get paid.
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