Invoice Template for Trucking
Professional invoice template built for trucking companies, freight haulers, and transportation services. Track loads, calculate mileage rates, document freight charges, and manage per-mile pricing with automatic calculations. Whether you need a trucker invoice excel template to handle one-off loads or you are managing a full fleet, get paid faster with clear documentation of all hauling services.
Download Your Free Trucking Invoice Template
Professional invoice templates designed for trucking companies and freight haulers. Track loads, calculate transportation cost, manage mileage rates, and bill clients accurately. Perfect for owner-operated trucking businesses and large fleets alike.
Excel Template
Auto-calculate mileage and freight charges
- Automatic rate calculations
- Mileage tracking formulas
- Load cost breakdowns
PDF Template
Professional invoices ready to send
- Client-ready format
- Email-friendly layout
- Print-optimized design
Word Template
Customize for your hauling services
- Add custom rate structures
- Modify load details
- Include company terms
Used by trucking professionals nationwide • Track loads & mileage • Free forever
Everything Trucking Companies Need
Complete invoicing features designed for freight haulers and transportation businesses
Load & Freight Documentation
Track pickup and delivery locations, cargo details, weight, BOL numbers, and freight classifications. Document load dates, delivery schedules, and shipper/receiver information for complete transparency.
Mileage & Rate Calculations
Automatic calculation of loaded miles, empty miles, and per-mile rates. Track base rates, fuel surcharges, and calculate total transportation cost accurately for every haul.
Accessorial Charges
Bill for detention time, loading/unloading fees, layover charges, TONU fees, and special handling. Clearly itemize all additional services beyond basic freight hauling.
Fuel Surcharge Tracking
Built-in fields for fuel surcharges based on current diesel prices. Update rates easily and show transparent calculations to maintain client trust.
Multi-Load Invoicing
Invoice multiple loads for single clients on one document. Perfect for regular customers or consolidated billing periods with detailed breakdowns.
Professional Documentation
Include MC numbers, DOT numbers, insurance details, and all required carrier information. Format accepted by brokers, shippers, and freight companies.
How to Use Your Trucking Invoice Template
Follow these simple steps to create your first invoice
Download Your Preferred Format
Choose Excel for automatic calculations, PDF for final invoices, or Word for customization. The trucker invoice excel template is the most popular option for carriers who want built-in rate and mileage formulas.
Add Company Information
Include your business name, MC number, DOT number, address, and contact details.
Enter Load Details
Document pickup/delivery locations, cargo weight, BOL numbers, and freight classification.
Calculate Charges
Add line haul rates, mileage charges, fuel surcharges, and any accessorial fees.
Send Invoice
Email to broker or shipper with clear payment terms and delivery confirmation attached.
Want to skip these steps entirely?
With Invoice Mama, your business details are saved once and auto-filled on every invoice. Create invoices in under 2 minutes.
Try Invoice Mama FreeServices to Include on Your Trucking Invoice
Common items and services you might bill for
Line Haul & Transportation Services
- Full truckload (FTL) service
- Less than truckload (LTL) service
- Dedicated truckload
- Expedited freight service
- Regional hauling
- Long-haul interstate transport
- Local delivery service
- Team driver service
- Reefer (refrigerated) trucking
- Flatbed hauling
- Dry van service
- Tanker transport
- Oversized load transport
- Hazmat hauling (certified)
Mileage & Distance Charges
- Loaded miles (per-mile rate)
- Empty miles (deadhead)
- Base mileage rate
- Additional mileage charges
- Long-distance premium
- Short-haul surcharge
- Route miles vs practical miles
Fuel Surcharges
- Fuel surcharge (percentage of base)
- Diesel fuel adjustment
- Regional fuel premium
- Weekly fuel surcharge update
Accessorial Charges
- Detention time (per hour)
- Layover fee (overnight)
- Loading/unloading assistance
- Lumper fees
- TONU (truck ordered not used)
- Waiting time charge
- Driver assist fee
- Inside delivery
- Liftgate service
- Residential delivery
- Limited access location
- Appointment fee
Special Handling & Equipment
- Temperature-controlled transport
- Hazmat handling fee
- Oversized permit costs
- Tarping service
- Load securement
- Chain/strap usage
- Special equipment rental
- Pallet exchange
Administrative & Documentation
- BOL preparation
- Customs documentation (cross-border)
- Broker fee
- Factoring fee (if applicable)
- Insurance certificate
- Inspection fee
Time-Based Services
- After-hours pickup/delivery
- Weekend service premium
- Holiday delivery surcharge
- Same-day delivery fee
- Guaranteed delivery time
Best Practices for Trucking Invoice Management
Professional invoicing strategies used by successful trucking companies to ensure faster payment and maintain strong client relationships.
Invoice Immediately After Delivery
Don't wait to bill clients. Send invoices within 24-48 hours of delivery with POD attached. Quick invoicing speeds up payment and reduces disputes about delivery details or accessorial charges.
Include Complete Load Documentation
Reference BOL numbers, PRO numbers, pickup/delivery dates, shipper and consignee names, and exact addresses. This documentation prevents payment delays and speeds up processing by accounts payable departments.
Clearly Itemize All Charges
Separate line haul charges, fuel surcharges, detention time, and accessorial fees. Transparency reduces disputes. Never bundle everything into one lump sum - brokers and shippers need detailed breakdowns.
Attach Proof of Delivery
Include signed POD, delivery photos, or electronic confirmation with every invoice. This eliminates the #1 reason for payment delays - missing delivery proof.
State Payment Terms Clearly
Specify Net 15, Net 30, or Quick Pay terms prominently. For factoring relationships, note the factoring company information. Clear terms prevent misunderstandings about when payment is due.
Document Detention Time Accurately
Record exact arrival time, loading/unloading start and end times. Most brokers allow 2 hours free time before detention charges apply. Accurate timestamps justify your charges and prevent disputes.
Update Fuel Surcharges Weekly
Use a consistent fuel surcharge formula based on DOE diesel averages. Update weekly and communicate changes to regular clients. Transparency about fuel costs maintains trust and protects margins.
Keep Digital Copies of All Documents
Maintain digital records of invoices, BOLs, rate confirmations, and PODs for at least 3 years. Cloud storage ensures you never lose critical documentation during payment disputes or audits.
Follow Up on Late Payments Promptly
Contact clients immediately when invoices become overdue. Polite but firm follow-up at 7, 14, and 30 days past due. Most payment delays are processing issues, not refusals to pay.
Consider Factoring for Cash Flow
Factoring companies advance 90-95% of invoice value immediately. While you pay a fee (1-5%), immediate cash flow helps smaller carriers manage fuel costs and operational expenses.
Why Trucking Companies Choose Invoice Mama
Move beyond templates and transform your invoicing workflow
Invoice from Your Phone
Create and send invoices immediately after delivery using mobile app. No waiting until you get home or to the office.
Track All Loads Automatically
See all loads, invoices, and payments in one dashboard. Know exactly which clients owe money and follow up effortlessly.
Get Paid Faster
Upload invoices to factoring companies instantly or accept direct payments. Reduce payment delays from 45 days to under 2 days.
Automatic Reminders
Set up automatic payment reminders for brokers and shippers. Never manually chase late payments again.
Professional Carrier Image
Branded invoices with your MC/DOT numbers and logo make you look established and professional to brokers.
Save Hours Every Week
Stop filling out the same information repeatedly. Generate professional invoices in under 90 seconds.
Ready to upgrade from templates?
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Templates are great. Automation is better.
Stop filling out the same information over and over. Invoice Mama remembers your details, tracks your clients, and automates the boring stuff so you can focus on your work.
Save 5+ hours every month on invoicing tasks.
What you get with Invoice Mama:
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Frequently Asked Questions
Everything you need to know about trucking & transportation invoices
How to make a trucking invoice?
To create a trucking invoice, download our free template in Excel, PDF, or Word format. Start by adding your carrier information including company name, MC number, DOT number, address, and contact details. Then add client or broker information with their company name and billing address. Document the load details: pickup and delivery locations with dates/times, BOL number, PRO number if applicable, cargo description, weight, and freight class. List your charges including line haul rate (per mile or flat rate), total miles traveled, fuel surcharge percentage, and any accessorial charges like detention time, lumper fees, or special services. Calculate the subtotal, apply any applicable taxes, and show the total amount due. Include payment terms (Net 15, Net 30, or Quick Pay), accepted payment methods, and attach proof of delivery documentation. Send the invoice within 24-48 hours of delivery for fastest payment.
What is the biggest expense for a trucking company?
Fuel costs are consistently the largest operating expense for trucking companies, typically representing 20-40% of total operating costs depending on fuel prices, route efficiency, and equipment. Fuel expenses fluctuate significantly with diesel prices, making fuel surcharges essential for protecting profit margins. The second biggest expense is driver wages and benefits (25-35% of costs), followed by truck payments or leases (10-15%), insurance (5-10%), maintenance and repairs (10-15%), and permits/licenses (2-5%). For owner-operated trucking businesses, fuel and truck payments often consume 50-60% of revenue, which makes accurate invoicing and timely payment collection critical for maintaining positive cash flow. This is why experienced truckers carefully track and bill for all mileage, use updated fuel surcharges, and ensure they charge appropriately for detention time and accessorial services.
Is the trucking invoice template completely free?
Yes, 100% free to download in Excel, PDF, and Word formats. No email required, no signup needed, no hidden costs. Download as many times as you need and use for unlimited invoices. The trucker invoice excel template includes all trucking-specific fields for mileage tracking, fuel surcharges, detention time, and accessorial charges - ready to fill in and send the same day.
What should I include on a trucking invoice?
Every trucking invoice should include: your carrier name, MC number, DOT number, and contact information; client or broker name and billing address; invoice number, invoice date, and due date; BOL number and PRO number; pickup location, date, and time; delivery location, date, and time; cargo description, weight, and freight class; loaded miles and rate per mile; fuel surcharge amount or percentage; accessorial charges (detention, lumper fees, etc.); subtotal, taxes if applicable, and total amount due; payment terms and accepted methods; and reference to attached proof of delivery. Including all this information reduces payment delays and disputes.
How do I calculate freight charges?
Freight charges typically combine several components: base line haul rate (either per-mile rate multiplied by loaded miles or flat rate for the load), fuel surcharge (usually 15-30% of base rate depending on current diesel prices), and accessorial charges (detention time, layover, special services). For example: If you haul 500 miles at $2.00/mile = $1,000 base, add 20% fuel surcharge = $200, add 3 hours detention at $50/hour = $150, your total freight charge is $1,350. Always document your rate calculation clearly on the invoice. For owner-operators, ensure your rates cover fuel costs (typically $0.50-0.80/mile), truck payments, insurance, maintenance, and still leave profit margin.
Should I charge for detention time?
Yes, detention time should be billed when you exceed the "free time" specified in your rate confirmation (typically 2 hours). Detention compensates you for lost opportunity - while waiting at a shipper or receiver, you can't be generating revenue elsewhere. Standard detention rates are $25-75 per hour depending on market and client. Document exact arrival time, when loading/unloading started and finished. Take timestamped photos if possible. Most brokers and shippers expect detention charges when documented properly. Include detention terms in your rate confirmations to avoid disputes.
How do fuel surcharges work?
Fuel surcharges protect your profit margins when diesel prices rise. Most trucking companies calculate fuel surcharges as a percentage of the base line haul rate (typically 15-35% depending on current fuel prices). The surcharge should be listed as a separate line item on invoices, not buried in the base rate. Many carriers use formulas tied to DOE weekly diesel average prices, adjusting surcharges weekly or monthly. For example, when diesel is $4/gallon, you might charge 25% fuel surcharge; when it drops to $3/gallon, reduce to 18%. Communicate your fuel surcharge methodology clearly to clients and update it regularly.
What payment terms should trucking companies use?
Payment terms vary by client type. Freight brokers typically pay on Net 30 (payment due 30 days after invoice date), though many offer Quick Pay (1-5 days) for a small discount (1-3%). Direct shippers often use Net 15 or Net 30 terms. For new clients or one-time loads, request Net 15 or advance payment. Many owner-operators use factoring companies that advance 90-95% of invoice value within 24 hours, then collect from the broker. While factoring costs 1-5% of invoice value, immediate cash flow helps with fuel and operational expenses. State your payment terms clearly on invoices and rate confirmations.
Can I invoice multiple loads on one invoice?
Yes, for regular clients or brokers, you can consolidate multiple loads onto one invoice (weekly or monthly billing). List each load as a separate line item showing: load date, BOL number, origin, destination, miles, rate, and charges. This reduces paperwork for both you and the client. However, attach all PODs for every load referenced on the consolidated invoice. Some brokers prefer individual invoices per load for easier internal tracking, so confirm their preference upfront. Consolidating works best for high-volume relationships where you haul multiple loads weekly.
What if broker disputes charges on my invoice?
Disputes typically involve detention time, mileage, or accessorial charges. Respond immediately with documentation: rate confirmation showing agreed rates, BOL with pickup/delivery appointments, timestamped photos proving detention, and signed POD. Most disputes arise from missing documentation, not deliberate underpayment. If you documented everything properly, brokers usually pay once you provide proof. For mileage disputes, reference the agreed-upon routing method (practical miles vs shortest route). If broker still refuses legitimate charges, file a complaint with FMCSA and consider using different brokers. Maintain copies of all communications.
Should I accept Quick Pay from brokers?
Quick Pay (payment in 1-5 days for 1-5% discount) can benefit owner-operators who need immediate cash flow for fuel and expenses. Calculate whether the discount is worth it: On a $2,000 load, 3% Quick Pay costs you $60 but gives you cash in 2 days instead of 30 days. If you would otherwise use factoring (typically 3-5% fee), Quick Pay is similar cost. If you have sufficient cash reserves to wait 30 days for full payment, declining Quick Pay saves money. Many small carriers use Quick Pay strategically - accepting it when cash is tight, declining when finances are healthy.
Do I need to include my MC and DOT numbers on invoices?
Yes, including your MC (Motor Carrier) number and DOT number on invoices is professional practice and often required by brokers and shippers for their records. These numbers verify you are a legally authorized carrier. Also include your SCAC code if you have one. This information helps clients verify your insurance, safety ratings, and operating authority. Professional invoices that include all required carrier information process faster through accounts payable departments.
How do I handle cross-border loads (USA-Canada/Mexico)?
Cross-border loads require additional documentation and charges. Invoice should include: customs broker fees, border crossing fees, PAPS/PARS documentation costs, any storage or inspection fees, and additional time for border delays. Document both currency types if applicable. Many carriers charge higher rates for cross-border work due to added complexity and time. Make sure your invoice clearly shows which charges are in USD vs CAD. Attach all customs documentation and border crossing receipts to support your charges.
What about invoicing for TONU (Truck Ordered Not Used)?
TONU charges compensate you when you arrive at pickup location but load is cancelled. Most rate confirmations specify TONU fees (typically 50-100% of agreed freight charge or flat fee like $200-500). Invoice should document: scheduled pickup time, your arrival time, reason for cancellation (no freight, broker cancelled, shipper refused), and reference rate confirmation stating TONU terms. Include timestamped photos of arrival at pickup location. TONU charges are legitimate since you lost opportunity for other paying loads. Most brokers pay TONU charges when properly documented.
Should I charge extra for team driver service?
Yes, team driver service (two drivers alternating to keep truck moving) commands premium rates, typically 20-40% higher than solo driver rates. Team service provides faster delivery and is worth more to shippers with time-sensitive freight. Your invoice should clearly indicate "Team Service" and show the premium rate. Teams have higher operating costs (paying two drivers) which justifies the premium pricing. Make sure your rate confirmation specifies team rates before accepting the load.
How do I invoice for oversized or overweight loads?
Oversized or overweight loads require special permits and often pilot cars. Invoice should itemize: base freight rate, permit costs (include copies of actual permits paid for), pilot car fees, additional fuel costs due to reduced speed/efficiency, and any special equipment rental (chains, binders, wide load signs). Document the load dimensions and weight on invoice. These specialized loads justify premium rates due to complexity and additional expenses. Keep receipts for all permit costs and pass them through to client.
Can I charge for layover?
Layover charges compensate you when you must stay overnight away from home due to scheduling (pickup available next day, delivery appointment next day, etc.). Standard layover fees are $100-200 per day depending on market. Your rate confirmation should specify layover terms. Invoice should clearly state dates of layover and reason. Take timestamped photos or save communications showing why overnight stay was necessary. Most brokers pay layover fees when they understand the circumstances made it unavoidable.
Should I offer discounts to regular clients?
Volume discounts for regular clients can build loyalty and ensure steady work, but be careful not to undervalue your service. Consider offering 5-10% discount to clients who provide consistent volume (10+ loads per month) or guaranteed weekly lanes. Alternatively, offer better payment terms (Net 15 instead of Net 30) rather than rate discounts. Show any discount as separate line item on invoice so client sees the savings. Never discount so much that loads become unprofitable - calculate your true operating costs and maintain reasonable profit margins.
What payment methods should trucking companies accept?
Most freight payments are ACH bank transfers (direct deposit), checks, or factoring. For direct shippers or smaller clients, consider accepting credit cards (though processing fees of 2-3% may not be practical on large freight invoices). Many carriers use factoring services that advance payment within 24 hours. Wire transfers work for international clients. Avoid cash payments for freight over $500 due to IRS reporting requirements. Clearly state accepted payment methods and account information on invoices. For electronic payments, include account number, routing number, and bank name.
Why use Invoice Mama instead of free templates?
Free templates work fine for occasional loads, but carriers running regular freight save significant time with Invoice Mama. You create invoices in under 90 seconds vs 10-15 minutes with templates, upload directly to factoring companies for immediate payment, automatically track which brokers pay on time vs late, store all BOLs and PODs attached to invoices digitally, generate reports for IFTA tax filings, access everything from your phone while on the road, and get automatic payment reminders for slow-paying brokers. Most trucking companies save 4-6 hours per week on invoicing and paperwork. Start free and upgrade to affordable plans when you need unlimited invoicing.
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