Ninja VanConverter
Turn Ninja Van bills into the three files your accounting system needs. Follow the steps — no formulas, no fuss.
The 3 files you'll get
Delivery charges for each parcel
Customs duty Ninja paid for you
Permit & clearance fee
Invoice details
Add the invoice PDF in Step 2 and these fill in automatically — or type them straight from the paper invoice.
Top-right of the invoice
The date on the invoice
Usually 7.85 — ask finance if unsure
Upload the Shipment bill
Add the Excel file that lists every parcel and its delivery fee, plus the invoice PDF — the PDF fills in the details above and checks the totals for you.
Shipment — what maps to what
| Converted column | From the bill | Rule / formula |
|---|---|---|
| Carrier | — | always ninjavan |
| Invoice No. / Date | Invoice PDF | read from the PDF (or typed) |
| Tracking No. | Tracking ID | — |
| Ship Date | Delivery Date | — |
| Service Code | Service Code + Zone + E2E | joined with & |
| Sender / Receiver | Service code prefix | HKMY → HK / MY |
| Billed Weight | Rounded Weight | — |
| Carrier Actual Weight | Final Weight | round up to 2 dp |
| Currency | — | always HKD |
| Freight Cost | Delivery Fees | round up (Fees × USD→HKD rate) |
| Invoice Total | Delivery Fees | Fees × rate (unrounded) |
Upload the Duty & Tax bill
Just one Excel file here — it creates two results at once.
The exchange rate is read automatically from the bottom of the bill — you don't enter it.
Duty & Tax — what maps to what
| Converted column | From the bill | Rule / formula |
|---|---|---|
| Tracking No. | Tracking ID | — |
| Carrier / Currency | — | ninjavan / HKD |
| Tariff | GST Paid on Behalf | round up ((GST ÷ exch. rate) × USD→HKD) |
| Description | — | always "Duty Amount" |
Custom Clearance — what maps to what
| Converted column | From the bill | Rule / formula |
|---|---|---|
| Charge Category | — | always tax_and_duty |
| Description | — | always "Custom Clearance" |
| Amount / Cost | Documentation Fees | round up ((Fees ÷ exch. rate) × USD→HKD) |
| Tracking No. | Tracking ID | — |
| Carrier / Currency | — | ninjavan / HKD |
Files stay on your computer — nothing is uploaded to a server.