Every extra day on the clock can reach your invoice—so check the free-time terms, dates and charge calculation before you pay or query it.
Start by identifying who issued the invoice and exactly what each line covers. Then match the biller’s calculation against your paperwork and the cargo timeline.
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The situation: what do storage, demurrage and detention mean on an invoice?
These labels can refer to different charges, and an invoice may use separate or combined terms. Don’t rely on the label alone: ask the biller which service or equipment the charge relates to, what event started the clock, and what event stops it.
Immediate checks: how do you verify free time and the charge calculation?
- Get the applicable free-time terms in writing. Confirm the allowance, the event that starts the clock, the last free day, how days are counted, the event that stops the charge, and the tariff version.
- Ask for an itemised calculation. It should identify the shipment or container reference, charge type, dates counted, free-time allowance, applicable rate tier and tariff, and the event dates used.
- Build your own timeline. Compare the invoice dates with the records you have for discharge, cargo availability, release, gate-out and empty return, as relevant.
- Keep the evidence together: the invoice, bill of lading, booking records, written free-time confirmation, notices, clearance and payment evidence, pickup or gate records, and empty-return proof if relevant.
Depending on your goods and clearance requirements, also keep relevant commercial invoices, packing lists, freight invoices, certificates of origin, permits or licences, and messages from your clearing agent. Use the documents that apply to your shipment.
What not to assume when papers say “released”
A Customs release, a delivery order and terminal availability are separate checks. One status alone may not tell you whether the cargo is ready for pickup. If paperwork says released but the cargo is not physically available, ask your clearing agent to check the delivery-order status, Customs release and terminal status or holds separately, using your container number and bill-of-lading details.
Who can help resolve a release or availability mismatch?
- Ask the carrier or its local agent about the delivery order and applicable release requirements.
- Ask your clearing agent to check the shipment’s document and clearance status, and to help reconcile the records.
- Contact the terminal or relevant port channel about terminal status or holds.
- Ask the company that billed you to explain the specific charge and calculation. Keep dated screenshots and written replies.
Escalation: how to query a charge clearly
Send the biller one concise written timeline with the invoice, shipment reference, relevant tariff and free-time confirmation, supporting notices and records. Identify the exact line or dates you dispute, explain which records differ, and ask the biller to show how it calculated the charge. Keep your query and the response together.
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