Why wrong quantity is the dispute that costs you
A price dispute is visible, because the number is on the page. A quantity dispute is not. Cases get stacked in a back room, mixed in with another delivery, or counted by someone who was not there. If your invoice says “chips, 4” and the store remembers three, it is one memory against another. When the store pays cash on delivery, the store’s memory is the one that gets paid.
The fix is not a better memory. It is a count both people see before the driver walks out.
- Count at the delivery spot, out loud, with the store person watching.
- Write each count as you say it, one line per product.
- Have the store person print their name under the lines, not at the bottom of a blank invoice.
It adds a little time at the door and removes the argument at the register.
What every route invoice should show
- An invoice number, so any copy can be found and a missing number is noticed.
- The date, plus the store’s name and address, so the paper still makes sense six weeks later.
- The driver’s name, so questions go to the person who was there.
- Product, unit and count on separate lines, so a quantity can be checked line by line.
- The price per unit, so anyone can check the math.
- Credits on their own lines, with a reason, so expired and damaged product never hide inside a lower total.
- Amount received and balance left, so cash on delivery and part payments are recorded, not remembered.
- A printed name from the person who took delivery, so the count has a witness.
The template
Five short parts, top to bottom. The totals add up as you type. Press “Load example” first if you want to see a filled-in invoice.
1Store and driver
2What you delivered
3Credits
4Payment
5Signatures
This is a general business template, not legal or tax advice. The sales tax box starts at zero. Enter the rate that applies to you, or leave it at zero.
Cash on delivery: the invoice is also the receipt
When the store pays cash at the door, one piece of paper has two jobs. It records what was delivered and what was paid. Write the amount received on the invoice, and if the store pays only part, write the balance it still owes.
A balance that exists only in a driver’s head is gone the first time the route changes hands. On the next invoice to that store, start with the previous balance, so the debt travels forward instead of fading. The Excel version includes a Money owed sheet that totals what each store owes.
Mistakes this layout is built to prevent
- Unreadable counts. One line per product, with the count in its own column.
- Credits buried in a total. Credits are separate lines that subtract, with a reason beside each.
- Math errors. The totals calculate for you here. On paper, add every column twice.
- Forgotten balances. A previous balance line at the top and a balance left line at the bottom.
- No witness. A line for the printed name of the person who took delivery.
Using the Excel version
The workbook has two sheets. Invoice works like the template above: type counts and prices and the totals fill in. Money owed is a running log. Add a row for each invoice that leaves a balance, and the total owed by each store updates. Put your company name in the header cell, insert a logo image if you want one, and save a copy for each driver.
Questions
Can I use this as my real invoice?
It is a general business template, not legal or tax advice. Invoice and sales tax requirements vary by state and by product, so check with your accountant before you rely on it. The tax box stays at zero until you enter a rate.
Should the invoice be paper or digital?
Either. The template prints cleanly and it also works on a phone or tablet. What matters is that the store sees the count before the driver leaves.
What if the store disagrees with a count?
Recount together, correct the line, and have the store person initial the change. Cross out and rewrite instead of erasing, so the history stays visible.
How do I add my company name?
Type it in the box at the top of the template. On the printed copy it appears in the same place. The Excel version has a header cell for it.
What is the difference between an invoice, a receipt and a credit memo?
An invoice lists what was delivered and what is owed. A receipt confirms that payment was received. A credit memo lowers the amount owed, for example for expired product taken back. On a cash-on-delivery route, one document can serve as both invoice and receipt if it shows the amount received.
How should I number route invoices?
Give every invoice a unique number and never reuse one. A common approach is a driver prefix plus a running number, such as D1-0001 for driver 1. Then any number in your books tells you who wrote it, and a gap in the sequence is easy to spot and explain. Whether numbering must be sequential for tax purposes depends on where you operate, so ask your accountant.
What if I make a mistake after the driver has left the store?
Do not erase or discard the invoice. Write VOID across it with the reason and keep the copy. Then either issue a new invoice or correct the amount with a credit on the next visit, and note the original invoice number on it. The history stays complete either way.
What does “Net 30” mean?
Payment is due 30 days after the invoice date. “Net 7” and “Net 15” work the same way with fewer days. Cash on delivery means payment is due when the product is handed over. Whatever terms you use, print them on the invoice so there is nothing to argue about later.
What should I do when my prices change?
The invoice shows the price on the day of delivery, so never edit an invoice that has already been issued. Update your price list, record the date the new prices take effect, and let stores know before the first delivery at the new price. A store that hears about a change from its invoice is the one that disputes it.
Does a signature on the invoice protect me?
A name and signature from the store person shows that someone at the store saw the count. It is useful evidence in a quantity dispute, but it is not a guarantee, and how much weight it carries depends on your agreement with the store and on local law. Ask a lawyer if you need more than a practical answer.
Related for DSD teams
Route invoicing software for DSD distributors
- Tallysnack
- LaceUp
- bMobile Route
- Listaso
- SimplyDepo