Get your order ready for a smoother handover: make every document match the goods you are actually sending. Vague descriptions and inconsistent details invite questions you could avoid.
Ready to arrange your delivery? Start on Send to see the options and prices that apply to your parcel.
What clear commercial paperwork helps you do
An invoice explains the sale: who is buying and selling, what is being sold, and the agreed values. A packing list explains what is inside each package. Together, clear documents help the people handling your order check the paperwork against the packed goods—and help you build a repeatable handover routine as your business grows.
As Kenya’s largest courier, Moveka helps businesses move beyond arranging every delivery from scratch. A reliable paperwork routine gives each order a clearer path from packed goods to handover.
What should you have ready before filling in the documents?
- The customer order or purchase agreement.
- Exact descriptions of the goods, with quantities and units such as pieces, pairs or cartons.
- Agreed unit values, line totals, total value and the currency used.
- A package-by-package count, including what goes in each package.
- Package weights and dimensions, if needed for the handover or paperwork.
- The buyer’s or recipient’s details, and the invoice reference.
Which documents does your shipment need?
The goods and destination can affect the paperwork. Before you pack, check with the buyer or importer and the responsible clearing agent or freight forwarder which documents are needed, who will provide them, and whether the product needs any additional paperwork. Do this early so you are not chasing answers after the order is packed.
How to fill in an invoice and packing list clearly
- Identify the seller, buyer, recipient and invoice reference consistently across the paperwork.
- Describe each product plainly and specifically. Replace broad labels like “gifts” or “samples” with what the item actually is.
- For every invoice line, state the quantity, unit, unit value, line total and currency. Check that the arithmetic adds up.
- List what is packed in each package. Keep the quantities and descriptions aligned with the invoice and the goods you have packed.
- Record package counts and any required package details, such as weight or dimensions, clearly and consistently.
- Share the final documents with the responsible handover contact, and keep copies that match the packed order.
Final checks before you hand over the order
- Do the invoice and packing list describe the same goods?
- Do the quantities and units agree with the order and the packed items?
- Do the line totals and overall total calculate correctly?
- Is the currency stated clearly and used consistently where it should be?
- Does the package count and package-by-package list match what is physically packed?
- Have you confirmed who is handling any other documents the buyer or destination requires?
Common invoice and packing list mistakes to avoid
- Using vague product descriptions that do not tell the reader what is inside.
- Listing different quantities or units on the invoice and packing list.
- Leaving out the currency or showing totals that do not add up.
- Preparing the packing list before the final package contents are settled.
- Assuming every product and destination needs the same paperwork.
Ready to move your order?
Keep your handover moving. Go to Send to view the delivery options and prices that apply to your parcel.
