How to Create an Invoice in Courier Billing: Step-by-Step Guide

Why use Courier Billing for invoicing?

Courier Billing is built specifically for DTDC Franchise partners. Instead of manually building invoices from DSR exports in Excel, you upload your booking data, assign consignments to clients, and generate GST-compliant tax invoices and consignment annexures in one place.

The process is designed to take under 2 minutes per client. Below is the complete step-by-step flow.

Prerequisites

A Courier Billing account (you can sign up for a free trial).
Your profile completed (company name, address, GST number, etc.) so it appears on the invoice.
At least one client added with their billing details.
Consignment data uploaded (typically an Excel export from your DTDC DSR or booking system).

Step-by-step: How to create an invoice

Step 1: Add your clients (if you haven’t already)

Go to Clients from the main menu and add each client you bill. Enter their company name, address, GSTIN, and any custom pricing (slabs) if needed. This ensures the “Bill To” section and tax details on the invoice are correct.

You only need to add a client once; you can reuse them for every invoice.

Step 2: Upload your consignment (booking) data

Go to Booking Data (or Consignments). Upload your Excel file—usually a DSR or booking export from DTDC. The system will parse the file and create an upload session (e.g. for a given month). Only valid rows are saved; any rows that fail validation are shown so you can fix or remove them.

After upload, you’ll see the list of consignments for that session. You can have multiple sessions (e.g. one per month) and switch between them when creating invoices.

Step 3: Open Invoices and select the client

Go to Invoices. First, select the client you want to bill. Use the client list or search to find the right company. Once selected, you’ll move to choosing which consignments belong to this invoice.

Select the upload session (month)

Choose the upload session (e.g. the month of your DSR) that contains the consignments you want to bill. The list of consignments for that session will load. You’ll only see consignments that aren’t already assigned to another client (or you can manage assignments from here).

Step 5: Assign consignments to the client and save

Add the consignments that belong to this client. You can use Search (e.g. by C-Note number), Range (e.g. a range of CNs), or CSV upload to assign in bulk. The table shows consignment details and calculated charges. You can edit fields (e.g. weight, destination) if needed; prices will recalculate based on the client’s pricing rules.

When the list is correct, click Save. This saves the assignment so that these consignments are linked to the selected client for this session. Don’t skip this—assignments must be saved before you can generate the invoice.

Step 6: Preview and generate the invoice

After saving, go to the Preview & Generate step. You’ll see a summary of the invoice: client details, consignment count, and total amount. Review the totals and any tax breakdown (e.g. SGST, CGST). When everything looks correct, click Generate Invoice.

The system generates a Tax Invoice (first page) and a Consignment Details annexure (subsequent pages) as a single PDF. You can download it and send it to your client or use it for your records.

What if I need to change something after generating?

You can edit consignment data (e.g. weight, price) even after an invoice is generated. If the changes affect the totals or the list of consignments, regenerate the invoice so the PDF matches the current data. The new PDF replaces the old one for that invoice number.

Tips for faster invoicing

Set up client pricing (slabs) in advance so charges calculate automatically.
Use CSV or range assignment when you have many consignments for the same client.
Upload your DSR or booking file as soon as you have it so sessions are ready when you sit down to invoice.
Use the same upload session for all clients you bill for that period to keep data consistent.

Summary

1. Add clients and complete your profile (company name, GST, address).
2. Upload your consignment or DSR data in Excel via Booking Data.
3. Go to Invoices, select the client and the upload session (month).
4. Assign consignments to the client (Search, Range, or CSV) and click Save.
5. Preview the totals, then Generate Invoice and download the GST-ready PDF.

The full flow takes under 2 minutes per invoice, with tax invoice and consignment annexure in one PDF.

Ready to create your first invoice? Start a free trial or sign in to get started.