Invoice and billing document template
Packing list template
A packing list with carrier, tracking number, and total package count up front, and five line rows for what is inside, deliberately with no prices or amounts. Copy the field reference, download the Excel workbook, or send a personalized packing list for every shipment at once.
E-invoicing notice
A spreadsheet or PDF invoice generated here is not a structured e-invoice. Germany, Italy, Poland, France, and Spain each require, or are actively phasing in, a specific electronic format (like XRechnung, FatturaPA, KSeF, Factur-X, or Verifactu) delivered through a government platform or accredited network, not an emailed spreadsheet or PDF. Check whether your country's mandate already applies to your business before relying on this template for a sale that has to be reported that way.
A packing list describes what is physically inside a shipment: each item and quantity, how many packages it was split across, and the carrier and tracking number handling it, without prices or monetary amounts. Warehouse and logistics teams prepare one alongside, not instead of, the commercial invoice, since customs and the receiving warehouse need different information from each document.
A business shipping multiple orders in a period ends up preparing a near-identical packing list for each one. Upload this workbook as an Excel template to MailMergic, upload a spreadsheet with one row per shipment, and generate one personalized packing list per row, ready to print and pack alongside the goods.
What is inside the Excel download
More than a plain spreadsheet an AI chat can improvise: a complete, formula-driven workbook built for billing and shipping teams who use it for real.
- Carrier, tracking number, and total packages up front, so warehouse staff and the receiving party have what they need at a glance.
- Five line rows for what is inside, description and quantity only, deliberately with no prices or amounts on the document.
- A ship-to block kept in the same format as the commercial invoice's consignee block, so the two documents read as a matched pair.
- Native @token merge fields already wired for generating packing lists across a whole batch of shipments.
Field reference
Copy the plain field list below, or download the formatted Excel workbook with the formulas and layout built in.
PACKING LIST - FIELD REFERENCE Spreadsheet columns, not letter prose: every @token below is bound to a cell in the workbook, listed in the order it reads down the page. Your own business details (name, address, VAT ID, bank details) are typed directly into the template and are not @tokens, so they are not listed here. DOCUMENT DETAILS @packing_list_number PL-2026-0075 @shipment_date August 18, 2026 @carrier Northline Post @tracking_number NLP-8847213056 @total_packages 3 @gross_weight 38.5 kg SHIP TO @buyer_name Norwood Design Studio @buyer_address 14 Ashfield Lane, Bristol BS1 4TR, United Kingdom LINE ITEMS (Description / Qty, five rows; no prices or amounts) @line1_desc Ceramic mugs (350ml) @line1_qty 4 @line2_desc Printed tote bags @line2_qty 2 @line3_desc Gift box packaging @line3_qty 6 @line4_desc Care instruction cards @line4_qty 6 @line5_desc Return shipping label @line5_qty 1 NOTES @notes Thank you for your business.
Merge fields: one spreadsheet column each
Filled per document row in a bulk run, straight from your billing spreadsheet.
@packing_list_numberPL-2026-0075@shipment_dateAugust 18, 2026@carrierNorthline Post@tracking_numberNLP-8847213056@total_packages3@gross_weight38.5 kg@buyer_nameNorwood Design Studio@buyer_address14 Ashfield Lane, Bristol BS1 4TR, United Kingdom@line1_descCeramic mugs (350ml)@line1_qty4@line2_descPrinted tote bags@line2_qty2@line3_descGift box packaging@line3_qty6@line4_descCare instruction cards@line4_qty6@line5_descReturn shipping label@line5_qty1@notesThank you for your business.Before you send this packing list
- 1.Confirm the quantities on each line actually match what was packed, not what was ordered, if the shipment is partial.
- 2.Check the total packages figure against the actual box or pallet count before the shipment leaves.
- 3.Verify the tracking number is the carrier's real number, not a placeholder left over from a prior shipment.
- 4.Keep the ship-to address consistent with the commercial invoice for the same shipment, so the two documents are not accidentally sent to different destinations.
- 5.Do not add prices to this document; keep pricing on the commercial invoice where customs and finance expect to find it.
When to use this template
Warehouse and fulfillment teams
Print a packing list for every outgoing shipment that matches exactly what was packed.
Export shipments
Pair a packing list with the commercial invoice for every shipment, kept in sync from the same spreadsheet.
Multi-package shipments
Track total package count and carrier details clearly when a single order ships in more than one box.
Generate it for your whole list at once
One document, one spreadsheet, one personalized, correctly totaled copy per row. That is what MailMergic is for.
Upload the workbook template
Use the Excel download as-is, or edit it first. The @token merge fields and formulas are already in place.
Upload your billing spreadsheet
One row per document: buyer, line items, dates, whatever it needs. Excel, CSV, and Google Sheets all work.
Generate and deliver
One personalized, correctly totaled document per row. Download them all as PDFs, or email each customer with delivery and open tracking.
Packing list FAQ
What is the difference between a packing list and a commercial invoice?
Why does a packing list have no prices?
Is a packing list required for every shipment?
Can I generate packing lists for several shipments at once?
Other invoice and billing templates
Invoice
A five-line invoice that calculates VAT, subtotal, and the total due automatically as you fill in each row.
Receipt
Confirms an amount received against an invoice, with the payment method and date.
Quotation
A priced offer with a validity date and lead time, clearly marked as not a tax invoice.
Purchase order
Confirms what you are buying, from whom, and where it should be delivered, with the total calculated for you.
Proforma invoice
An estimated total and delivery terms a buyer can use for a deposit, an import, or a letter of credit, marked as not a VAT invoice.
Statement of account
An opening balance plus five transactions with the running balance calculated for you, ending in a closing balance to check against your records.
Credit note
Reduces a specific invoice by a stated amount and reason, calculated with the same VAT and total formula as the invoice it corrects.
Commercial invoice
The customs declaration fields an export shipment needs (HS code, incoterms, country of origin, weight), with the declared value calculated for you.
Delivery note
What was delivered and a signature confirming it arrived in good condition, with no prices or amounts.
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These templates and country tables are general information, not legal advice, and not tax advice. VAT and invoicing rules vary by country and change often, and several of the countries in the table are actively phasing in new e-invoicing mandates. Confirm the current requirements for your jurisdiction, or consult a tax advisor or accountant, before relying on them for a real invoice.