Trucking Invoice Template

A free trucking invoice template for owner-operators and small fleets. Describe the load, let AI draft the line items, then download a professional PDF.

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What to Include on a Trucking Invoice

A trucking invoice should carry everything a broker or shipper needs to match it to the load: load or reference number, origin and destination, pickup and delivery dates, and the rate confirmation amount. Missing reference numbers are the number one reason freight invoices sit unpaid in a queue.

List accessorials separately: detention, layover, lumper fees, extra stops, tarping. Each has its own line with its own documentation. Attach the signed BOL and rate con when you send the invoice; most brokers will not start the payment clock without them.

Common Trucking Pricing Structures

Freight billing is built from a base rate plus accessorials:

  • Per mile: $2.00–$3.50/mile depending on lane, equipment, and market. Reefer and flatbed run above dry van.
  • Flat per load: the rate confirmation amount from the broker or shipper. The invoice must match it to the dollar.
  • Hourly: $75–$150/hour for local and intrastate work where miles understate the time.
  • Accessorials: detention $50–$100/hour after the first 2 free hours, layover $150–$350/night, extra stops $50–$150 each, lumper fees at cost with receipt.

Fuel surcharges are typically built into the rate con for spot freight; for direct shippers, bill a fuel surcharge line indexed to the DOE weekly diesel average.

Tips for Getting Paid on Time

Steady cash flow keeps the business alive. A few habits make the difference:

  • Paperwork same day. Invoice with signed BOL and rate con attached the day the load delivers. Every day of delay is a day added to the payment clock.
  • Know the broker's terms. Net 30 is standard; quick pay (1–5 days) usually costs 1–3%. Decide deliberately, not out of desperation.
  • Document detention in real time. Time-stamped arrival and departure notes on the BOL make the detention line stick.
  • Watch your factoring math. Factoring fees of 2–4% solve cash flow but eat margin. Direct-pay customers deserve a discount conversation first.

Frequently Asked Questions

What should a trucking invoice include?

The load or reference number, origin and destination, pickup and delivery dates, the base rate matching the rate confirmation, accessorial lines (detention, layover, lumpers, extra stops), your MC and DOT numbers, the total, and payment terms. Attach the signed BOL and rate confirmation.

How much should I charge per mile?

Spot market rates typically run $2.00–$3.50 per loaded mile depending on lane, season, and equipment. Reefer and flatbed command more than dry van. Know your all-in cost per mile (most owner-operators sit near $1.60–$2.00) and price above it.

How do I bill detention time?

Industry standard is 2 free hours at pickup or delivery, then $50–$100 per hour. Note arrival and departure times on the BOL, have the facility sign if possible, and bill detention as its own line item with the times stated.

Is there a free trucking invoice template?

Yes. InvoiceCraft's trucking template drafts line items from a plain-English description of the load, with per-mile, accessorial, and detention pricing built in. Download the PDF free, no signup, no watermark.

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