BillingReceipts

Free trucking and delivery invoice template

A trucking or delivery invoice ties a payment to a specific load. Brokers and shippers usually match it against a rate confirmation, so load numbers and dates matter.

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From
Bill to
Details
Line items
DescriptionQtyRate
Notes
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    What to include

    • Your company name, MC or DOT number if you have one, and contact details
    • The customer or broker name and billing contact
    • Load or reference number and the pickup and delivery dates
    • Origin and destination for each load
    • Rate, mileage or flat rate, and any fuel surcharge
    • Detention, layover or lumper fees listed on their own lines
    • Payment terms such as Net 30 and your remit-to details

    Tips

    • Attach the proof of delivery and the rate confirmation if the customer requires them.
    • Match the invoice amount to the agreed rate. Differences cause delays.
    • Send invoices the day of delivery. Many carriers wait for payment, so speed helps cash flow.

    Invoicing a load the way shippers expect

    Brokers and shippers usually compare your invoice with the rate confirmation. Put the load number, the pickup and delivery dates, the origin and destination, and the agreed rate on the invoice, and make sure the total matches what was agreed.

    Extras such as fuel surcharges, detention, layover and lumper fees should each have their own line, with a short note and the times where relevant. Attach the signed proof of delivery.

    Getting paid faster

    • Invoice the day the load is delivered.
    • Send it to the correct billing contact in the format the customer asks for.
    • Include your remit-to details and any factoring company information if you factor invoices.
    • Track unpaid invoices by age and follow up when one passes its due date.

    Records to keep

    Keep the rate confirmation, bill of lading, proof of delivery and the invoice together for each load. Trucking has its own tax and regulatory record rules, so ask an accountant or check your authority requirements about how long to keep them.

    Questions

    What is detention pay and should it be on the invoice?

    Detention is a charge for waiting beyond the agreed free time at a pickup or delivery. If your agreement allows it, list it separately with the times so the customer can verify it.

    Should I use Net 30 or quick pay?

    Many brokers pay on Net 30 and some offer faster payment for a fee. Compare the fee with what waiting costs you.

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    Related guides

    GuideHow to Write an InvoiceWhat to put on an invoice, step by step, with the mistakes that delay payment. Includes a free generator.GuideInvoice Payment TermsNet 15, net 30, due on receipt and deposits. What each payment term means and how to choose one.

    This template is general information. Requirements for invoices vary by place and industry, so check local rules or ask an accountant.