Trucking invoice template for carriers and owner-operators
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A freight invoice for carriers and owner-operators: your company with its MC and USDOT numbers, the broker or shipper you bill, the load number and bill of lading number, pickup and delivery, the linehaul rate, fuel surcharge, accessorials like detention, layover and lumper fees, the total and payment terms.
Brokers and shippers pay faster when the invoice matches the rate confirmation line by line and comes with the signed bill of lading or proof of delivery. Put the load number they use at the top, since that's how their accounts team finds it.
Bill accessorials with the times and receipts that back them up: arrival and departure times for detention, the lumper receipt, the layover dates. Without them, those lines are the first to be cut.
Freight invoice
Fields: Carrier name and address · MC no. · USDOT no. · Invoice no. · Invoice date · Bill to (broker or shipper) · Load / reference no. · BOL no. · Pickup (date, city, state) · Delivery (date, city, state) · Truck / trailer no. · Driver
Log columns: Description · Qty · Rate · Amount
- Charges. Linehaul, fuel surcharge, detention (hours × rate), layover, lumper (receipt attached), stop-off, TONU, other. Total due.
- Payment terms. Due within the days on the rate confirmation (for example net 30), payment method, and remit-to address or factoring company if used.
Fill it in the right way
- Fill in your carrier details with MC and USDOT numbers.
- Copy the bill-to, load number and rate from the rate confirmation.
- Add the BOL number and pickup and delivery details.
- List linehaul, fuel surcharge and each accessorial with its backup.
- Total it and set the payment terms from the rate confirmation.
- Send it with the signed BOL or proof of delivery the same day the load delivers.
Tips
- Invoice the day the load delivers; every day you wait is a day later you get paid.
- Attach the rate confirmation, signed BOL and accessorial receipts in one file.
- Use the broker's load number, not only your own invoice number.
- If you use a factoring company, put their remit-to address on the invoice.
Do it in FleetZap
- FleetZap Dispatch plans each load's pickup and delivery with the truck, driver, route and ETA.
- Drivers capture proof of delivery on their phone at the stop.
- Fuel logs record gallons, cost and odometer for each truck.
- Finished work can be invoiced through QuickBooks Online.
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What should a trucking invoice include?
Your company with MC and USDOT numbers, the bill-to party, an invoice number and date, the load and BOL numbers, pickup and delivery, the linehaul rate, fuel surcharge, accessorials, the total and payment terms.
What documents go with a freight invoice?
Usually the rate confirmation and the signed bill of lading or proof of delivery, plus receipts for lumper or other charges.
How do I bill detention?
Show the arrival and departure times, the free time in the rate confirmation and the hourly rate for the time beyond it.
How do I work out a fuel surcharge?
Usually (today's fuel price − base price) ÷ mpg per mile, as your rate confirmation sets it. The fuel surcharge calculator does the math.