Skip to content
English
Contact us
  • There are no suggestions because the search field is empty.

Your invoice explained

An explanation of how your QLS invoice and the corresponding invoice specification are structured

Every week, you receive an invoice from QLS Fulfilment for the fulfilment services we have provided to you: shipments, returns processing, storage, and any additional services. This invoice consists of a number of standard categories and can always be traced back to the underlying shipments and activities. This document explains how the invoice is structured, what the different lines mean, and where you can find the details for each line.

This is a general explanation that applies to every QLS invoice. The categories and terms mentioned may appear in any invoice period; which ones appear on your invoice depends on the services and shipments processed for you during that period.

1. What does the invoice consist of?

The invoice you receive by email or via my.QLS is a summary invoice (PDF). It contains:

  • A summary table with cost categories: for each category, the period, number of units, and total amount.
  • The totals: the amount excluding VAT, VAT (21%), and the final amount payable.
  • Email: administratie@qlsfulfilment.nl
  • Telephone: 078-6475590
  • Website: www.qls.nl

In addition to this summary invoice, you can view and export the full invoice specification in my.QLS via the “Invoices” page, using the “View”, “Overview”, and “Specifications” options. These provide a detailed overview (Excel or on-screen export) in which every line of the summary invoice is broken down to the level of an individual shipment or activity. Each line on this page has a “Shipments” button, which you can use to view the underlying shipments, including the barcode, order number, and shipping date.

2. Main categories on the summary invoice

The summary table on the invoice groups all costs into the following main categories:

Term on the invoice What it means
Shipment [carrier] The shipping costs for outgoing parcels, broken down by carrier (for example PostNL, DPD, DHL, Bpost, FedEx, or Deutsche Post). This is generally the largest item on the invoice.
Returns processing The handling of return shipments received by us: unpacking, checking, and booking the items back into stock.
Surcharges A collective item for surcharges that are not directly linked to a single shipment, such as fuel, energy, or other carrier surcharges covering the entire invoice period.
VAS Value Added Services: additional services outside the standard pick, pack, and shipping process, such as packaging, labelling, or assembly, as agreed with you.
Inventory costs The costs of storing your inventory in the warehouse during the invoice period.
Corrections/reimbursements Adjustments to previous invoices, such as credits for incorrectly invoiced costs or agreed reimbursements. This may be a negative amount.
GoParcel The costs for the use of the GoParcel subscription and/or printed boxes.
Software The costs for using the my.QLS software. These costs depend on the number of shipments per month.

3. What do the columns in the invoice specification mean?

The invoice specification (in my.QLS or as an Excel export) shows the following columns for each line:

Term on the invoice What it means
Description The name of the cost item, for example “NL - DHL Pakje - 0-1KG” or “Fuel surcharge”. See chapter 4 for an explanation of commonly used terms.
Country The destination country of the shipment or, for returns, often the country of origin.
Date The shipping or processing date of the relevant shipment or activity.
Rate The agreed rate per unit, excluding VAT.
Amount Rate × Quantity: the total amount for this line, excluding VAT.

In the underlying Excel export (per shipment), you will also find the columns Trade Name (your company name), Barcode (the shipment's tracking number), Order Number/Shop Reference (your own reference), and Sender (for returns, the name of the customer returning the parcel). This allows you to trace every line on the invoice back to a specific order.

4. How is the amount per line calculated?

For most lines, the calculation is straightforward: Amount = Rate × Quantity. A surcharge calculated per shipment (such as a fuel or toll surcharge) is therefore listed separately from the basic shipping costs, even if both relate to the same shipments. If a line shows a negative quantity or amount (for example under “Corrections/reimbursements”), this represents a credit relating to a previous invoice.

Some items, such as Inventory costs or Surcharges covering a longer period, are not charged per shipment but as a fixed amount for the entire invoice period.

5. Questions about your invoice?

Do you still have questions about a specific line on your invoice after reading this explanation? Log in to my.QLS and go to “Invoices” to view the corresponding shipments, or contact our Administration department: