Question 1

Is the towing invoice template completely free?

Accepted Answer

Yes, 100% free to download in Excel, PDF, and Word formats. No email signup required, no credit card needed, no hidden charges. Download as many times as you need. The templates include all towing-specific fields like mileage tracking, hookup fees, storage charges, and vehicle documentation.

Question 2

What should I include on a towing invoice?

Accepted Answer

Every towing invoice should include: your company name, address, DOT number, business license, and contact info; customer name and contact information; vehicle details (year, make, model, VIN, license plate, color); tow date, time, and invoice number; pickup location and drop-off location; tow distance/mileage; itemized charges (hookup fee, per-mile rate, storage fees, special services); authorization information (who requested tow); payment method; total amount due; and any applicable disclaimers or lien notices.

Question 3

How should I calculate mileage charges?

Accepted Answer

Most towing companies charge a base rate that includes the first 5-10 miles, then a per-mile rate for additional distance. Industry standard per-mile rates range from $2-7 per mile depending on vehicle type and location. Document exact pickup and drop-off addresses, and track loaded miles (with vehicle) vs. deadhead miles (traveling to pickup). Some companies charge for deadhead miles beyond a certain distance.

Question 4

Can I charge different rates for different times of day?

Accepted Answer

Yes, after-hours, weekend, and holiday premium rates are industry standard. Typical premiums are 1.5x to 2x regular rates. Clearly document the service time and note the premium rate on your invoice. Make sure customers understand your rate structure - post it on your website and provide it when they call. Most jurisdictions allow premium rates for after-hours service.

Question 5

What hookup fees can I charge?

Accepted Answer

Hookup fees (also called base fees or minimum charges) typically range from $50-150 depending on vehicle type and market. This covers your time, equipment, and travel to the site. Light-duty towing has lower hookup fees than heavy-duty. This fee is separate from mileage charges and is charged even if tow distance is minimal.

Question 6

How do I handle storage fees?

Accepted Answer

Most states regulate storage fees. Common rates are $25-75 per day depending on location and facility type. Many jurisdictions require a 24-hour grace period before storage charges begin. Clearly document when the vehicle entered your lot, your daily rate, and when owner was notified. Follow your state's lien laws carefully if storage fees go unpaid.

Question 7

Should I charge extra for special equipment like winches?

Accepted Answer

Yes, winching, dolly use, special rigging, and other equipment usage justifies additional charges. Winch service typically runs $50-150 per hour depending on difficulty. Document what equipment was necessary and why. Recovery from ditches, embankments, or difficult positions requires specialized equipment and skill that warrant premium charges.

Question 8

How do I invoice for police-requested tows?

Accepted Answer

Police tows (also called rotation tows or police-initiated tows) often have rate caps set by local jurisdiction. Document the officer name, badge number, and reason for tow. Many areas require you to post maximum rates with the police department. Payment usually comes from the vehicle owner when they retrieve it, not from the police department.

Question 9

What about private property tows - any special considerations?

Accepted Answer

Private property tows require authorization from the property owner or management company. Document who authorized the tow, include their contact info on your invoice, and keep authorization on file. Some states require specific signage before vehicles can be towed from private property. Rates are usually less regulated than police tows but should be clearly posted on property.

Question 10

Can I charge more for inoperable or damaged vehicles?

Accepted Answer

Yes, vehicles that are damaged, inoperable, missing wheels, or have other complications can warrant surcharges. Document the condition and explain why additional charges apply (extra time, special equipment, safety concerns, etc.). Typical surcharges range from $25-100+ depending on complexity.

Question 11

How do I handle insurance company invoices?

Accepted Answer

For insurance claims, include the claim number, policy number, insurance company name, and adjuster contact info. Use detailed descriptions of services provided. Most insurers prefer digital invoices through their payment portals. Expect payment in 30-45 days for insurance claims vs. immediate payment from customers. Some insurers have preferred vendor programs with negotiated rates.

Question 12

Should I require payment before releasing the vehicle?

Accepted Answer

For private tows and roadside assistance, always collect payment before releasing the vehicle when possible. You have mechanic lien rights for police tows with storage, but collecting upfront avoids problems. Accept credit cards even with processing fees - guaranteed payment is worth 2-3%. Many states allow you to hold vehicles until towing and storage fees are paid.

Question 13

What if customer disputes the charges?

Accepted Answer

Show your published rate sheet, documentation of services provided, photos, mileage records, and authorization. Most disputes arise from miscommunication about rates. Explain charges clearly but stand firm on legitimate fees. Keep records of the dispute. If customer refuses payment and you have their vehicle stored, follow your state's mechanic lien procedures.

Question 14

Do I need special language or disclaimers on towing invoices?

Accepted Answer

Include your business license number, DOT number if required, liability disclaimers, and reference to your mechanic's lien rights (if applicable). Note any damage to the vehicle, limits of liability, and storage terms. This legal language protects your business. Consult a local attorney to ensure your invoices meet state requirements.

Question 15

How should I charge for accident recovery?

Accepted Answer

Accident recovery involves more than basic towing - often requires traffic control, cleanup, specialized equipment, and extra labor. Charge hourly rates for on-scene time ($100-200+ per hour), equipment fees, disposal fees for fluids/debris, and towing charges separately. Document the scene complexity and time spent. Insurance usually covers accident tows.

Question 16

Can I charge fuel surcharges?

Accepted Answer

Yes, many towing companies add fuel surcharges when diesel prices are high, typically 3-10% of the base towing charge. List it as a separate line item, note that it reflects current fuel costs, and update it regularly. Most customers understand fuel surcharges in high-cost periods.

Question 17

What payment methods should towing companies accept?

Accepted Answer

Accept cash, credit cards, and debit cards at minimum. Consider mobile payment apps like Venmo or Cash App for younger customers. For commercial accounts, you might extend Net 15 or Net 30 terms after credit checks. Credit card processing fees are worth it for guaranteed payment vs. bounced checks or non-payment.

Question 18

Should I offer payment plans for expensive tows?

Accepted Answer

For high-value recoveries over $500-1,000, some companies offer payment plans but require 50% down. Get payment agreements in writing and continue holding the vehicle until paid in full. Most towing companies prefer full payment upfront. Your mechanic lien rights protect you for unpaid charges, but collection can be time-consuming.

Question 19

How do I invoice for long-distance tows?

Accepted Answer

Long-distance tows (over 50-100 miles) usually charge the full per-mile rate for loaded miles and either a reduced rate or no charge for deadhead return miles. Some companies charge hourly rates instead for very long distances. Get payment upfront or 50% deposit for long-distance jobs. Clearly itemize the distance and rate on your invoice.

Question 20

What about towing all-wheel drive vehicles?

Accepted Answer

AWD and 4WD vehicles often require flatbed towing to avoid drivetrain damage. This justifies premium rates since flatbeds are more expensive to operate. Document the drive type and note that flatbed was required. Most informed customers understand this. Typical surcharges are $25-75 extra for AWD vehicles.

Question 21

Can I charge administrative fees?

Accepted Answer

Yes, administrative or processing fees ($10-25) for paperwork, lien processing, DMV notifications, or release paperwork are common. Some jurisdictions regulate these fees. Clearly itemize them separately from towing and storage charges. Document what administrative work the fee covers.

Question 22

How do I handle tows that require multiple trucks?

Accepted Answer

For heavy-duty tows, complex recoveries, or multi-vehicle accidents requiring multiple trucks, charge for each truck separately. Document each truck's services and time on scene. This is standard practice - each truck has its own operating costs and should be billed accordingly.

Question 23

Should I photograph every vehicle I tow?

Accepted Answer

Absolutely. Photos protect you from false damage claims. Take photos from all four sides, close-ups of existing damage, odometer reading, and anything unusual. Most smartphones timestamp photos automatically. Store photos with your invoice records. This small investment of time prevents costly disputes later.

Question 24

What about impound or gate fees?

Accepted Answer

Gate fees (also called release fees) of $25-75 cover the administrative costs of processing vehicle releases, verifying identification, and providing receipts. These are separate from storage fees. Many jurisdictions allow gate fees even if there are no storage charges. Clearly list this as a separate line item.

Question 25

Can I charge for after-hours vehicle release?

Accepted Answer

Yes, if someone wants their vehicle released outside your normal business hours, you can charge an after-hours release fee ($50-150). Document your normal business hours clearly and note that after-hours release was requested. This compensates for having staff available outside regular hours.

Question 26

How do I invoice for vehicles I tow to auction or salvage?

Accepted Answer

Auction or salvage tows are usually negotiated rates or flat fees since they're business-to-business. Document the contract terms, pickup and delivery locations, and any special handling. Invoice the auction company or salvage yard, not the vehicle owner. Payment terms are typically Net 30 for commercial accounts.

Question 27

What if vehicle owner never claims the vehicle?

Accepted Answer

Follow your state's abandoned vehicle and mechanic lien laws precisely. Most states require specific notification procedures, waiting periods, and DMV filings. After proper procedures, you can obtain title and sell the vehicle to recover your costs. Consult an attorney familiar with your state's lien laws.

Question 28

Should I provide estimates before towing?

Accepted Answer

For non-emergency tows, providing a rate quote builds trust. Explain your hookup fee, estimated mileage, and approximate total. For emergency police tows, you usually don't have opportunity for estimates. Clearly post your rates on your website and in your trucks so customers know what to expect.

Question 29

How detailed should my service descriptions be?

Accepted Answer

Be specific: "Flatbed tow from 123 Main St to ABC Repair, 12.5 miles" is better than just "Towing service." Include pickup/drop-off addresses, equipment used, special circumstances. This clarity prevents disputes and helps insurance claims process faster. Balance detail with readability - don't overwhelm with excessive information.

Question 30

Can I charge credit card processing fees?

Accepted Answer

Some states allow businesses to pass credit card fees to customers (typically 2-3%). Others require you to absorb the cost. Check your state regulations. Most towing companies build processing costs into their overall rates rather than charging separately, as it's cleaner and more professional.

Question 31

What's the difference between Excel, PDF, and Word templates?

Accepted Answer

Excel templates have formulas that automatically calculate mileage charges, storage days, and totals - great for daily use. PDF templates are professional, uneditable formats perfect for emailing to customers and insurance companies. Word templates are easily customizable for unique situations. Download all three and use whichever fits each situation best.

Question 32

Why use Invoice Mama instead of free templates?

Accepted Answer

Free templates work for occasional use, but busy towing companies save hours weekly with Invoice Mama. Benefits: customer database with vehicle history, automatic mileage calculations from addresses, accept online payments, send invoices via text/email instantly, automatic payment reminders, track all invoices in one dashboard, and generate tax reports. First 10 invoices free, then $69 once for unlimited lifetime invoices - no monthly subscriptions.

Free Towing Invoice Template

Mileage Tracking Built-In

Insurance Ready Format

Get Paid Immediately

Download Your Free Towing Invoice Template

Excel Template

PDF Template

Word Template

Everything Towing Companies Need in One Template

Vehicle & Incident Documentation

Flexible Rate Structures

Mileage & Distance Calculator

Storage Fee Tracking

After-Hours & Emergency Pricing

Multi-Format Downloads

Insurance Claim Support

Payment Method Tracking

Authorization & Liability Protection

Photo Documentation Fields

How to Use Your Towing Invoice Template

Select Your Preferred Format

Add Company Information

Document Vehicle & Service Details

Itemize All Charges

Get Authorization & Send

Common Towing Services to Include on Your Invoice

Basic Towing Services

Emergency & Roadside Assistance

Specialized Towing

Recovery Services

Storage & Impound Fees

Mileage & Distance Charges

Time-Based Charges

Equipment & Special Services

Vehicle Condition Surcharges

Cleaning & Preparation

Documentation & Administrative

Accident-Related Services

Commercial & Fleet Services

Specialty Vehicle Services

Seasonal & Weather-Related

Additional Fees

Best Practices for Towing Invoice Management

Always Document Vehicle Condition

Get Written Authorization Whenever Possible

Clearly Itemize All Charges

Document Exact Mileage Traveled

Charge Appropriately for After-Hours Service

Follow State & Local Rate Regulations

Storage Fee Calculations Must Be Clear

Include All Necessary Legal Language

Maintain Consistent Rate Structure

Process Insurance Claims Properly

Collect Payment Before Release When Possible

Document Special Circumstances

Provide Immediate Digital Copies

Track Fuel Surcharges Appropriately

Handle Disputed Charges Professionally

Note Driver & Equipment Information

Follow Up on Unpaid Invoices Promptly

Maintain Digital Records Long-Term

Why Towing Companies Choose Invoice Mama

Create Invoices in 90 Seconds

Get Paid On-Site Immediately

Track Every Tow Automatically

Insurance-Ready Documentation

Works on Your Phone or Tablet

One-Time Payment, Yours Forever

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