Billing of transport orders – How it works

Create invoice as PDF

We can only pay your invoice if it meets our requirements. Therefore, please ensure that you provide all the information listed in the sample invoice and follow the guidelines below:

The invoice must be complete and created as a PDF
Reference the reverse charge procedure and indicate 0% VAT
State our order number on the invoice to enable quick allocation
Provide your bank details in form of the IBAN

Feel free to use our invoice template and replace the placeholders with your actual details.

What is an IBAN and why do I need it?

The IBAN is a unique number and consists of five different components in the UK:

Country Code
Check Number
Bank Code
Sort Code
Account Number

As these are international payments, it is essential that you provide your IBAN so that we can process the payment fast and without any delays or errors.

What if I don't know my IBAN?

If you do not know your IBAN, there are several easy ways to find it out:

Check your paper bank statement, your IBAN will be printed there.
Log in to your online banking account and find your IBAN in your account information.
Use an IBAN calculator, some banks have their own generator on their website. If your bank does not have this feature, you can use this generator, which is available free of charge to everyone.

What if I create my invoices with Courier Exchange?

When you create your invoices using the Courier Exchange invoicing tool, the bank details are specified as stored in your profile. For partners from the UK, this is usually in the form of the sort code and account number. However, we require the IBAN.

To ensure smooth processing and payment, please note the following:

Enter your bank details in the form of IBAN in your CX profile
If the bank details are stored in the form of the sort code and account number, edit the invoice PDF after creation via CX

Example of invoice template for UK companies

Scan or photograph the delivery receipt

POD: We require a clearly legible photograph or scan of the delivery receipt.

Please note: If there are no accompanying documents at the loading point, a POD must be completed and the recipient must acknowledge delivery.

If needed, you can download our blank CMR form here.

Attach documents & send email

Send an email with all information and attachments required:

Email subject with order number
POD as separate attachment
Invoice for the order according to our specifications as separate attachment

Further information

What is the reverse charge procedure?

The reverse charge ia a VAT Rule for cross-border business within Europe. It basically determines that the VAT must be declared and paid by the customer in his country and not by the supplier. In the case of transports done for zipmend this means that zipmend is the customer which receives the service from his transport partners (suppliers). Therefore zipmend is the company who has to declare the VAT in Germany and the transport partner has no need to declare VAT at the invoice sent to zipmend. zipmend Express explanation of the reverse charge procedure

zipmend Express explanation of the reverse charge procedure

Do I have any disadvantages because of the reverse charge procedure as a transport partner?

No, you do not have any disadvantages.

You still receive your full agreed payment from zipmend for the transport and don't lose any money.
Your tax position in the UK does not get worse: you simply declare the income as normal in your accounts.

The only difference is: you must not add UK VAT on your invoice.

Who does the reverse charge apply to?

The reverse charge applies to all companies based outside Germany who are VAT-registered businesses or self-employed.

UK sole traders (self-employed)
UK Limited companies (Ltd.)
LLPs or other partnerships

What do I need to bear in mind when filing my VAT return if I have issued reverse charge invoices?

If you are VAT registered in the UK, you still have to include these sales in your VAT return.
You show the net sales value in Box 6 (“Total value of sales and all other outputs excluding VAT”).
You do not charge UK VAT on the invoice, and you do not pay VAT on it in the UK.
These transactions are marked as “outside the scope of UK VAT”.
If you are not VAT registered, nothing changes in your VAT return (because you do not file one). You only declare the income in your Self Assessment or Company Tax Return as part of your normal business profits.

Further information fro UK invoices and biling