Packing Slip vs Invoice: Differences and Examples
Packing slip vs invoice explained: what each document shows, who it is for, how a packing list differs for exports, and a worked order example for both.
Quick answer: A packing slip lists the items and quantities in a shipment so the receiver can check what arrived; it normally has no prices. An invoice asks for payment and shows prices, tax, the total and the due date. The packing slip travels in the box for the receiver, while the invoice goes to whoever pays. For exports, a more detailed packing list accompanies the commercial invoice.
If you ship physical products, you will usually produce both documents for the same order. Mixing them up leads to awkward moments (a gift recipient seeing the price) or real delays (a customer's accounts team holding payment because no invoice arrived). This guide compares packing slip vs invoice side by side, explains where a packing list fits, and walks through one order with both documents. Invoices themselves can be made in our free invoice generator.
Packing slip vs invoice at a glance
| Packing slip | Invoice | |
|---|---|---|
| Purpose | Shows what is in the shipment | Requests payment |
| Audience | Receiver, warehouse, returns team | Buyer, accounts payable |
| Prices shown | Usually no | Yes, with tax and total |
| Where it goes | Inside or attached to the package | Emailed or posted to the payer |
| Key fields | Order number, ship-to, items, quantities shipped and back-ordered | Invoice number, dates, prices, tax, total, payment terms |
| Legal and tax role | Mainly operational | Accounting and tax record |
| Timing | Created when the order is packed | At sale, shipment or on agreed terms |
What is a packing slip?
A packing slip (also called a delivery slip, packing note or shipping list) is a checklist of what has been packed. Typical fields:
- Seller name and contact details.
- Order number and, for business customers, their PO number.
- Order date and ship date.
- Ship-to name and address (and bill-to if different).
- Item codes, descriptions and quantities ordered, shipped and back-ordered.
- Number of boxes in the shipment ("Box 1 of 2").
- Returns instructions or a returns code.
The receiver ticks items off against it. If something is missing, the packing slip shows whether it was never packed, is on backorder, or went missing in transit.
What is an invoice?
An invoice is the seller's request for payment and the core record for both parties' books and tax. It carries a unique invoice number, issue and due dates, line items with prices, any discount, tax, shipping and the total, plus payment details. If you are new to the document, start with what is an invoice. For orders with many products, an itemised invoice keeps the lines readable.
Packing list vs packing slip for exports
For international shipments, the word changes and so does the detail. An export packing list usually includes:
- Shipper and consignee details, invoice and order references.
- Number and type of packages (cartons, pallets, crates) and their marks and numbers.
- Contents of each package with quantities.
- Net and gross weight per package and in total.
- Dimensions or volume of each package.
Freight forwarders use it to book space and prepare transport documents, and customs may check it against the commercial invoice. The commercial invoice carries the values, HS codes and Incoterms; the packing list carries the physical details. If the buyer needs a price document before shipping for import permits or payment, that is a proforma invoice.
In India and Pakistan, a delivery challan often does a similar job domestically, and in India it has its own GST rules.
Worked example: one order, two documents
An online ceramics shop receives order #5521 from a café: 3 large mugs, 2 teapots and 4 saucers. The saucers are out of stock and will ship later. In this example the café's state does not charge sales tax on the order; your situation may differ.
The packing slip (in the box)
| SKU | Description | Ordered | Shipped | Back-ordered |
|---|---|---|---|---|
| MUG-L-SAGE | Large mug, sage glaze | 3 | 3 | 0 |
| TPT-1L-WHT | Teapot 1 L, white | 2 | 2 | 0 |
| SCR-SAGE | Saucer, sage glaze | 4 | 0 | 4 |
Order #5521 · Shipped 23 October 2026 · Box 1 of 1 · Back-ordered items will ship separately at no extra shipping cost.
The invoice (emailed to the café's accounts address)
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Large mug, sage glaze (MUG-L-SAGE) | 3 | $18.00 | $54.00 |
| Teapot 1 L, white (TPT-1L-WHT) | 2 | $42.00 | $84.00 |
| Subtotal | $138.00 | ||
| Shipping | $9.50 | ||
| Total due | $147.50 | ||
The maths: 3 × 18 = 54, 2 × 42 = 84, subtotal 138, plus 9.50 shipping gives 147.50. The invoice bills only what has shipped; the saucers (4 × $12.00 = $48.00) will go on a second invoice when they ship. Some sellers instead invoice the full order up front; whichever you choose, the packing slip and invoice should tell the same story so the customer can reconcile them.
Who creates each document, and when
For a typical online or wholesale order, the documents appear in this order:
- Order or purchase order from the customer. Business buyers often send a formal purchase order.
- Invoice from the seller. For prepaid web orders it may be issued at checkout; for business accounts, on shipment or on agreed terms.
- Packing slip printed by the warehouse when the order is picked and packed.
- Shipping label and, for freight, a bill of lading or waybill from the carrier.
- Signed delivery note or proof of delivery, where the carrier or customer provides one.
Each document has a different owner. Sales or accounts owns the invoice. The warehouse owns the packing slip. The carrier owns the transport document. When something goes wrong, such as a short shipment, a damaged box or a billing dispute, having all of them with matching order numbers is what lets you sort it out quickly.
Packing slip template: fields to include
| Field | Example |
|---|---|
| Seller name and returns address | Clayhouse Ceramics, Unit 3, Mill Lane |
| Order number and date | #5521, 21 October 2026 |
| Customer PO number (if any) | PO-CAF-0098 |
| Ship-to name and address | Corner Café, 14 High Street |
| Items: SKU, description | MUG-L-SAGE, Large mug, sage glaze |
| Quantities ordered, shipped, back-ordered | 3 / 3 / 0 |
| Package count | Box 1 of 1 |
| Returns note | Returns accepted within 30 days with this slip |
Leave prices off unless the buyer and receiver are the same and want them. The returns line is just an example; use your actual policy.
Which document matters if something goes missing?
When a customer reports a missing item, start with the packing slip copy you kept. If the item is listed as shipped, the question becomes one for the carrier, and the weight on the shipping label can show whether the box was complete when it left. If the item was marked back-ordered, the customer simply has not received it yet. The invoice matters for the money side: if you have already billed for the missing item, you may need to issue a credit note or ship a replacement at no charge. Keeping the two documents consistent from the start makes either answer quick.
Common mistakes with packing slips and invoices
- Putting the priced invoice in a gift order. Use a packing slip without prices and send the invoice to the buyer.
- Different references on each document. Put the same order number and PO number on both.
- Invoicing items that were not shipped without saying so. If you bill in advance, state that items are back-ordered.
- Relying on the packing slip as proof of sale. For bookkeeping and tax you need the invoice.
- Using a packing slip for customs. Exports need a commercial invoice and usually a proper packing list.
How to create each document
Packing slips are usually generated by your e-commerce platform or shipping software, or you can make a simple table in Word or a spreadsheet using the fields above. Our generator is built for invoices only: its heading is fixed as "Invoice" and every template shows prices, so it is not designed for packing slips.
For the invoice, open the generator, choose a clear layout such as the Blue template, add your products as line items, put the shipping charge in the Shipping field and the customer's PO number in its own field, then download the PDF. If you also sell internationally, read invoicing international clients before your first export order.
Next step
Check that your packing slip and invoice share the same order number, and that the packing slip shows shipped and back-ordered quantities. If business customers order from you, ask whether they need a PO number on both. Then create the invoice for your next shipment and send it to the payer, not the box.
Frequently asked questions
What is the difference between a packing slip and an invoice?
A packing slip lists what is inside a shipment so the receiver can check it, and it usually has no prices. An invoice is a request for payment that shows prices, tax, the total and the due date. The packing slip goes in the box; the invoice goes to the person who pays.
Does a packing slip show prices?
Usually not. Packing slips are often handled by warehouse staff or included in gift orders, so prices are left off on purpose. Some sellers include prices when the buyer and recipient are the same person, but the packing slip still is not a request for payment.
Is a packing list the same as a packing slip?
They are closely related. 'Packing slip' is the common term for domestic and e-commerce shipments. A 'packing list' is the more detailed export document that adds package counts, weights, dimensions and marks, and it is used by freight forwarders and customs alongside the commercial invoice.
Can I put the invoice inside the package?
You can, and many small sellers do for business customers. For gifts, or where the recipient is not the buyer, send the invoice separately to the buyer and put only a packing slip in the box.
Do I need a packing slip for every order?
It is not usually a legal requirement for domestic orders, but it is good practice. It helps the customer check the delivery, reduces 'missing item' claims and makes returns easier. Some marketplaces and business customers require one.
Who creates the packing slip, the seller or the warehouse?
The seller is responsible for it, but it is usually printed by whoever packs the order. That might be you, your e-commerce platform's fulfillment tools, or a third-party logistics warehouse working on your behalf. The invoice, by contrast, normally comes from your sales or accounts side. Make sure both documents are generated from the same order record so the order numbers and quantities always match.
Can a packing slip be used as proof of delivery?
Not by itself. A packing slip shows what you packed, not what the customer received. Proof of delivery is usually a signed delivery note, a carrier's signature record or tracking confirmation, sometimes with a photo. If you deliver goods yourself, ask the receiver to sign and date a copy of the packing slip or delivery note, noting any damage or shortages, and keep that signed copy.
What is a blind packing slip for dropshipping?
A blind packing slip leaves out the supplier's name and prices, so a dropshipped order looks as if it came straight from your shop. You ask your supplier to include either a plain slip or one with your own branding and returns address. The customer still gets the invoice or order confirmation from you, while the supplier invoices you separately for the goods at wholesale prices.
What is the difference between a packing slip and a bill of lading?
A packing slip is the seller's list of what is inside the package, mainly for the receiver. A bill of lading is the carrier's document for freight shipments: it acts as a receipt for the goods, sets out the terms of carriage and, for some ocean shipments, works as a document of title. Parcel shipments usually use a shipping label and tracking record instead of a bill of lading.
What documents do I need to post or courier a parcel abroad?
Commercial courier shipments usually need a commercial invoice showing the goods, their value and their origin, and larger consignments often add a packing list. Postal parcels use a customs declaration form, such as CN22 or CN23, depending on value and destination. A packing slip alone is never enough for customs. Requirements vary by country and carrier, so check your carrier's guidance and the destination's customs rules before shipping.
Invoice Creator Editorial Team
Guides on invoicing, cash flow and small-business finance from Invoice Creator, operated by Next Software Development Company. Content is reviewed for accuracy against the fields our own invoice generator produces.
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