Towing invoice and receipt template
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A towing invoice and receipt: the tow company, the call and arrival times, the vehicle towed (make, model, plate and VIN), where it was picked up and dropped off, the miles, the hook-up fee, mileage, extras like winching or dollies, storage per day, and how it was paid.
A clear towing invoice heads off most disputes: the customer sees the hook-up fee, the miles at the per-mile rate and each extra with its reason. Record the times, locations and the vehicle's condition at pickup, with photos.
Many cities and states cap or regulate towing rates, especially for police-ordered and private-property tows, and some require specific information on the receipt. Check the rules where you operate.
Towing invoice / receipt
Fields: Tow company name and address · Phone · Invoice no. · Date · Call time · Arrival time · Customer · Customer phone · Vehicle (year, make, model, color) · License plate · VIN · Pickup location · Drop-off location · Miles towed · Driver / truck no.
Log columns: Charge · Qty · Rate · Amount
- Charges. Hook-up fee, mileage (miles × rate), winching or recovery time, dollies or flatbed, after-hours, waiting time, storage (days × rate), other. Total.
- Payment. Amount paid, method (cash, card, check, account, motor club), balance due.
Fill it in the right way
- Fill in the call time, arrival time and the vehicle's details with plate and VIN.
- Note the pickup and drop-off locations and the miles towed.
- Photograph the vehicle at pickup and note existing damage.
- List the hook-up fee, mileage and each extra with its quantity and rate.
- Add storage days if the vehicle goes to your yard.
- Total it, take payment and give the customer a copy.
Tips
- Tell the customer the hook-up fee and per-mile rate before you hook up.
- Write the reason for every extra charge (winch time, dollies, after-hours).
- Keep photos with the invoice; they settle damage claims.
- Use consecutive invoice numbers and keep copies for your records.
Do it in FleetZap
- FleetZap Dispatch puts every tow on a plan with its truck, driver, route and ETA.
- Drivers do pre-trip checks by scanning the QR label on the tow truck; a failed item opens a repair work order.
- Each tow truck's PM, repairs and costs sit on its own record.
- Finished work can be invoiced through QuickBooks Online.
FleetZap Dispatch
Deliveries, pickups, routing and a driver app. Explore FleetZap Dispatch.
Frequently asked questions
What should a towing invoice include?
The tow company, invoice number and date, call and arrival times, the vehicle with plate and VIN, pickup and drop-off locations, miles, the hook-up fee, mileage, extras, storage, the total and payment.
How is a tow priced?
Usually a hook-up fee plus a rate per mile, with extras for winching, dollies, after-hours calls, waiting and storage. The towing cost calculator adds it up.
Are towing rates regulated?
Often, for police-ordered and private-property tows. Many cities and states set maximum rates or required receipt details. Check local rules.
Should I photograph the vehicle?
Yes, at pickup and drop-off. Photos of existing damage protect you from claims.