A clearing agent invoice tells the customer what they owe, what it is for, and when and how to pay. Send a clearing invoice before clearing starts or when charges are known. The free generator below is set up for clearing and forwarding agents: add your items, due date and bank details, then download the PDF or send it on WhatsApp.
What to include on a Clearing Agent Invoice
- Your business name, address and phone number
- Invoice number, invoice date and payment due date
- Client name
- Each item with quantity, price and line total
- Total amount due
- Your bank name, account number and account name
- Bill of lading / container number
Example: a filled Clearing Agent Invoice
An importer brings in a 40ft container to Lagos for delivery to Kano. The agent sends an invoice with fee, documentation and delivery.
Agency fee (40ft container): 1 x ₦450,000 = ₦450,000
Documentation (Form M, PAAR): 1 x ₦150,000 = ₦150,000
Delivery to Kano: 1 x ₦900,000 = ₦900,000
Total: ₦1,500,000. These amounts are examples; use your own prices.
Common mistakes to avoid
- Not stating whether duty is included
- No container details
- No due date
- Sending the invoice without a due date
Need a different document?
- Customer has already paid? Give a clearing agent receipt.
- Customer wants a price before deciding? Send a proforma invoice first.
How clearing and forwarding agents use an invoice
Clearing agents send importers an invoice before clearing starts, listing the agency fee, documentation and delivery. Importers use it to plan cash and approve payment.
Writing the items on a clearing agent invoice
List each item or service on its own line, for example Agency fee, Documentation, Delivery to Kano, with the quantity and the price for one unit. The generator adds up each line and the total due. Below the items, add the date you expect payment and your bank details, so the customer can pay the moment they open the invoice.
Tips for clearing and forwarding agents
- Separate agency fee, documentation and delivery.
- Write the container size and number.
- State that duty is billed separately if not included.
Following up until you are paid
Put a clear due date on every invoice. If the date passes, send a short, polite reminder on WhatsApp with the invoice attached. When the customer pays, give them a receipt, and if they pay only part, give a part payment receipt showing the balance.
Frequently asked questions
Does my invoice include customs duty?
Say clearly whether it does. Duty is often paid separately.
Can I invoice delivery?
Yes, as its own line.
Can I send this invoice on WhatsApp?
Yes. Download it as a PDF and send it in the customer's chat, then follow up there when the due date comes.
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