The challan goes with the goods and comes back signed. List what you sent, add the PO number and vehicle, then print or send it on WhatsApp.
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A filled example. Your own figures replace these.
A filled sample you can edit in Word, Excel, Google Docs or Sheets. The Excel file recalculates when you change a quantity or a rate.
A delivery challan is the paper that rides in the vehicle with the goods. It tells the person at the receiving end what has arrived, in what quantity, against which order, and it comes back with their signature on it. That signed copy is your proof that the goods were delivered, and in many Pakistani businesses it is the document the accounts team asks for before they process the invoice.
These three get mixed up because they often leave the building together, but each does a different job.
A challan is not a bill and does not replace one. If you are registered for sales tax, the tax still goes on the sales tax invoice, not on the challan. Treat the challan as the delivery record and the invoice as the demand for money, and keep both.
Prices are optional. Many suppliers leave them off on purpose, because the challan passes through drivers, guards and store staff who have no need to see them. Some customers, on the other hand, want the value shown so their store can check it against the purchase order. Invoicora hides prices by default and gives you a Show prices switch when you want them.
Give challans their own sequence, separate from invoices: DC-0001, DC-0002, and so on. Never reuse a number, and if a challan is cancelled, keep it and mark it cancelled rather than tearing it up. A clean sequence is how you prove later that nothing went out unrecorded. When one invoice covers several deliveries, list every challan number on the invoice.
Many larger buyers in Pakistan check a three-way match before they pay. They compare three documents: their own purchase order (what they ordered), your signed challan or their goods received note (what actually arrived), and your invoice (what you are charging). If the quantities on all three agree, the invoice is approved. If you billed 500 bags and the challan shows 480 received, the invoice waits until someone sorts it out.
Two habits make the match go through first time: put the buyer's PO number on every challan, and invoice the quantity on the signed challan, not the quantity you meant to send.
The PO was for 500 bags. This load carries 400, so the next challan for the same PO should carry the remaining 100, and the invoice should only bill what the signed challans show.
Two signatures matter: yours (or your dispatch clerk's) when the goods leave, and the receiver's when they arrive. The receiver should write their name clearly, not just sign, and note any shortage or damage on the challan itself before signing. A signature on a challan that says nothing about damage is hard to argue with later.
The usual practice is three copies: one stays with the customer, one comes back signed to you as proof of delivery, and one stays in your dispatch file. Some businesses add a fourth for the transporter. With a printable PDF you simply print as many as you need, or send the PDF on WhatsApp ahead of the vehicle so the site knows what to expect.
Invoicora makes the challan in your browser and saves it on your own device. Nothing is uploaded, there is no signup and no watermark, and you can add your logo, signature and company stamp before you print.
Sources last checked 2026-10-23