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Freight quote and invoice templates: the quote-to-invoice kit
Stop losing money between the quote and the payment.
Updated 19 October 2026 · Steplane is built by Paul, a logistics process specialist with over 13 years in logistics, including at some of the biggest freight forwarders in the world.
The quote-to-invoice kit gives a freight forwarding or transport company a written process from price request to payment, plus the templates that stop money leaking: a quote with an exclusions block, a same-day extras log, an invoice checklist and payment reminder emails. It costs €49 (about $55), one-time.
Key facts
- 5 files: process and rollout plan, quote template, extras log (Excel), invoice checklist, payment reminder emails.
- Also includes your own process as a PDF document, built from your answers in the free check.
- Covers 11 steps from price request to payment.
- EU and US versions; editable in Word and Excel.
EU and US versions. Download right away after payment. Or get any 3 kits for €99 (about $110) or all 6 for €199 (about $225).
What's inside
| # | File | What it does | EU version | US version |
|---|---|---|---|---|
| 1 | Process and rollout plan | The 11-step process with owners, triggers and records, a price request checklist, and the five checks to make the team follow it. | Same | Same |
| 2 | Quote template | A customer quote with validity date and an exclusions block listing waiting time, storage, extra stops and their rates. | Same | Same |
| 3 | Extras log (Excel) | Log every extra cost the same day, with proof, so it reaches the invoice. Monthly summary of logged vs billed. | Same | Same |
| 4 | Invoice checklist | Check each invoice against the quote, proof of delivery and extras before it goes out. | VAT number, reverse-charge wording, CMR | BOL/PRO number, PO number, sales tax |
| 5 | Payment reminder emails | Three reminders and an optional final notice, sent on fixed days. | Same | Same |
Files in the EU download: 1 Process-and-rollout-plan.docx, 2 Quote-template.docx, 3 Extras-log.xlsx, 4 Invoice-checklist.docx, 5 Payment-reminder-emails.docx. US download: 1 Process-and-rollout-plan.docx, 2 Quote-template.docx, 3 Extras-log.xlsx, 4 Invoice-checklist.docx, 5 Payment-reminder-emails.docx. Word (.docx) and Excel (.xlsx), fully editable.
What the files look like
Previews of the European version. Every file is fully editable; replace everything in [brackets] with your own details.
The process it covers
Each step has one owner, a clear start and a record that proves it happened. This is the EU version; the US version uses US terms.
| # | Step | Owner | Starts when | Record kept |
|---|---|---|---|---|
| 1 | Sends price request | Customer | Customer needs transport | Request by email, phone or form |
| 2 | Checks cargo details | Sales | Request received | Price request checklist completed (section 2) |
| 3 | Builds and sends quote | Sales | All cargo details confirmed | Quote with validity date and exclusions |
| 4 | Accepts quote | Customer | Quote received | Written acceptance quoting the quote number |
| 5 | Opens job, books carrier (or plans truck and driver) | Operations | Acceptance received | Job record with the accepted quote attached |
| 6 | Records extra costs | Operations | Waiting time, storage or an extra stop happens | Extras log entry with proof |
| 7 | Delivers, gets proof of delivery | Drivers or carrier | Goods collected | Signed proof of delivery (signed CMR) |
| 8 | Checks invoice | Billing | Proof of delivery received | Completed invoice checklist |
| 9 | Sends invoice | Billing | Invoice check passed | Invoice sent within 24 hours of proof of delivery |
| 10 | Chases payment | Billing | Due date approaching | Reminder log |
| 11 | Pays | Customer | Invoice due | Payment received, job margin recorded |
Who it is for
Freight forwarders, trucking and transport companies, couriers and 3PLs that quote jobs and invoice afterwards, especially where waiting time, storage or extra stops are often agreed by phone.
Small and medium freight forwarding, transport, courier and warehouse companies in Europe and the US. It works whether your processes are written down today or not.
Free templates and related guides
Questions
What is included in the quote-to-invoice kit?
A process and rollout plan, a quote template with exclusions, an extras log in Excel, an invoice checklist and payment reminder emails, plus your process as a PDF document from the free check.
Can I use my own invoicing system?
Yes. The invoice checklist works with the invoicing or accounting system you already use; the kit does not replace it.
Is it for EU or US companies?
Both. You get the version that matches your country: EU with VAT, CMR and A4, or US with sales tax, bill of lading and Letter paper.
Who in my company can use the files?
Everyone in your own company: all staff and all branches, as often as you like. You can share the filled-in documents with customers, carriers and auditors. You cannot resell or give away the templates themselves.
Which programs do I need?
Microsoft Word and Excel. The files are standard .docx and .xlsx, so they also open in other common office programs.
When do I get the kit?
Straight after payment: a download link on screen and by email. The link works for 30 days; if it expires, write to hello@getsteplane.com with your order number and we send a new one.
Can I get an invoice with my company and VAT number?
Yes. Write to hello@getsteplane.com with your order number, company details and VAT number and we send the invoice.
What if the kit is not useful to us?
Email hello@getsteplane.com within 14 days of purchase and we refund the full price. You do not have to give a reason. See the terms.
Related
Not sure which process to start with?
The free check maps your quote-to-invoice process in about 10 minutes and shows where money leaks. No sign-up.
Start the free check