Question 1

How to make a trucking invoice?

Accepted Answer

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.

Question 2

What is the biggest expense for a trucking company?

Accepted Answer

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.

Question 3

Is the trucking invoice template completely free?

Accepted Answer

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 template includes all trucking-specific fields for mileage tracking, fuel surcharges, detention time, and accessorial charges.

Question 4

What should I include on a trucking invoice?

Accepted Answer

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.

Question 5

How do I calculate freight charges?

Accepted Answer

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.

Question 6

Should I charge for detention time?

Accepted Answer

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.

Question 7

How do fuel surcharges work?

Accepted Answer

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.

Question 8

What payment terms should trucking companies use?

Accepted Answer

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.

Question 9

Can I invoice multiple loads on one invoice?

Accepted Answer

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.

Question 10

What if broker disputes charges on my invoice?

Accepted Answer

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.

Question 11

Should I accept Quick Pay from brokers?

Accepted Answer

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.

Question 12

Do I need to include my MC and DOT numbers on invoices?

Accepted Answer

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.

Question 13

How do I handle cross-border loads (USA-Canada/Mexico)?

Accepted Answer

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.

Question 14

What about invoicing for TONU (Truck Ordered Not Used)?

Accepted Answer

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.

Question 15

Should I charge extra for team driver service?

Accepted Answer

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.

Question 16

How do I invoice for oversized or overweight loads?

Accepted Answer

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.

Question 17

Can I charge for layover?

Accepted Answer

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.

Question 18

Should I offer discounts to regular clients?

Accepted Answer

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.

Question 19

What payment methods should trucking companies accept?

Accepted Answer

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.

Question 20

Why use Invoice Mama instead of free templates?

Accepted Answer

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.

Free Trucking Invoice Template

Download Your Free Trucking Invoice Template

Excel Template

PDF Template

Word Template

Everything Trucking Companies Need

Load & Freight Documentation

Mileage & Rate Calculations

Accessorial Charges

Fuel Surcharge Tracking

Multi-Load Invoicing

Professional Documentation

How to Use Your Trucking Invoice Template

Download Your Preferred Format

Add Company Information

Enter Load Details

Calculate Charges

Send Invoice

Services to Include on Your Trucking Invoice

Line Haul & Transportation Services

Mileage & Distance Charges

Fuel Surcharges

Accessorial Charges

Special Handling & Equipment

Administrative & Documentation

Time-Based Services

Best Practices for Trucking Invoice Management

Invoice Immediately After Delivery

Include Complete Load Documentation

Clearly Itemize All Charges

Attach Proof of Delivery

State Payment Terms Clearly

Document Detention Time Accurately

Update Fuel Surcharges Weekly

Keep Digital Copies of All Documents

Follow Up on Late Payments Promptly

Consider Factoring for Cash Flow

Why Trucking Companies Choose Invoice Mama

Invoice from Your Phone

Track All Loads Automatically

Get Paid Faster

Automatic Reminders

Professional Carrier Image

Save Hours Every Week

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