Trucking Invoice Template
Create a professional trucking invoice with editable invoice templates for loads, mileage, freight, fuel charges, detention, and other transportation costs.
Choose the Best Invoice Template for Your Trucking Business
Create A Professional
Trucking Invoice in Minutes
Add your trucking business and client details, itemize the products or services provided, and generate a professional invoice when you are ready.
1
Invoice details
Set the document identity, dates and currency.
Logo
Upload file
JPG, JPEG, PNG, less than 5 MB
Invoice number
Currency
USD
Issue date
Due date
2
Business & client
Add the details your client needs to identify both parties
From
Company Name
Contact name
Address
Email Address
Phone Number
Bill To
Client name
Address
Email Address
Phone Number
3
Products & services
Itemize what you’re charging for. Totals update automatically.
4
Totals & payment
Apply adjustments and tell your client how to pay.
Payment instructions
Notes
Sub Total
$0.00
Tax Rate
%
Discount
$
Total
$0.00
Amount paid
$
Balance Due
$0.00
What to include in Trucking Invoice
A clear trucking invoice helps prevent disputes and ensures timely payment. Use this checklist to include the essential details.
- 1
Business Header & Contact
Company name, logo, phone number, email address, and physical business location.
- 2
Client Contact Information
Client's full name or business entity name, billing address, phone number, and email.
- 3
Invoice Metadata
Unique invoice number, invoice issue date, and payment due date (e.g., Net 15 / Due upon receipt).
- 4
Cost Summary & Taxes
Subtotal for services, local sales taxes (if applicable), applied discounts, and final bolded Total Due.
- 5
Deposit & Balance Tracking
Original estimate total, pre-paid deposit deductions (e.g., 'Less Deposit Received: -$500'), and remaining net balance due.
- 6
Payment Instructions
Accepted payment methods, including direct online payment links (Credit/ACH), check mailing address, or bank transfer details.
- 7
Load & Shipment Details
Include the pickup and delivery locations, shipment date, load reference, commodity description, and other details needed to identify the freight movement.
- 8
Weight, Distance & Rate Basis
Record the shipment weight, mileage, number of loads, or other pricing factors used to calculate the transportation charge.
- 9
Freight & Accessorial Charges
Separately identify detention, layover, loading or unloading, fuel surcharge, tolls, lumper fees, stop-off charges, or other applicable accessorial costs.
- 10
Proof of Delivery Reference
Include the bill of lading, delivery receipt, load number, or proof-of-delivery reference needed to connect the invoice to the completed shipment.
Common Trucking Services & Billing Items
How Trucking charges are typically structured and billed.
Common Services
What's Included
Billing Items
Full Truckload
Origin and destination, Shipment or load details, Miles or shipment details, Fuel surcharge rate, and Service date
LinehaulFuel Surcharge
Less-Than-Truckload
Origin and destination, Shipment or load details, Accessorial service, Shipment or job details, and Service date
LinehaulAccessorial Charges
Refrigerated Freight
Miles or shipment details, Fuel surcharge rate, Accessorial service, Shipment or job details, and Service date
Fuel SurchargeAccessorial Charges
Flatbed Freight
Origin and destination, Shipment or load details, Miles or shipment details, Fuel surcharge rate, Fee type, and Related service
LinehaulFuel SurchargeOther Fees
Local Hauling
Miles or shipment details, Fuel surcharge rate, Fee type, Related service, and Service area or property address
Fuel SurchargeOther Fees
Expedited Freight
Origin and destination, Shipment or load details, Accessorial service, Shipment or job details, Fee type, and Related service
LinehaulAccessorial ChargesOther Fees
Drayage
Origin and destination, Shipment or load details, Miles or shipment details, Fuel surcharge rate, Accessorial service, and Shipment or job details
LinehaulFuel SurchargeAccessorial Charges
Linehaul: Base transportation charge for moving the load from origin to destination.
Fuel Surcharge: Fuel-related charge applied according to the agreed rate or mileage formula.
Accessorial Charges: Charges for detention, layover, stop-offs, loading, unloading, or other accessorial services.
Other Fees: Other approved freight charges such as tolls, permits, or special handling.
Trucking Invoicing Tips
Trucking costs vary by service scope, pricing method, and additional requirements. A detailed invoice helps customers understand every charge and reduces payment disputes.
1
Match Each Charge to a Load
Trucking customers may have many shipments on one invoice. Best practice: include a load number, bill of lading number, or shipment reference for every billed movement.
2
Separate Line-Haul and Accessorial Fees
Detention, fuel, tolls, and additional stops can materially change the freight bill. Best practice: list these charges separately from the base transportation rate.
3
Support Invoices with Delivery Records
Customers often require proof that a load was delivered before approving payment. Best practice: retain and reference the signed delivery receipt or other proof-of-delivery documentation.
4
Consolidate Loads with a Clear Breakdown
High-volume customers may prefer one invoice covering many loads. Best practice: provide a load-level breakdown within the consolidated invoice instead of using one unexplained transportation total.
Reusable Billing Structure in Invoice Software
Use the items above to quickly create a Trucking Invoice Template in Invoice Zip.
FAQs about Trucking Invoicing
Q: How should a trucking company invoice a shipment based on mileage or route?
A: The invoice can show the origin, destination, mileage, and agreed transportation rate when mileage is part of the pricing model. Additional charges can then be listed separately from the base transportation fee.
Q: How should a trucking invoice handle fuel surcharges?
A: A fuel surcharge can be listed as a separate line item rather than being hidden in the transportation rate. The invoice can identify the applicable surcharge calculation or agreed rate when needed.
Q: How should trucking invoices account for detention or waiting time?
A: Detention charges should be listed separately from the standard hauling fee and include the applicable waiting time. This helps explain additional costs caused by delays at pickup or delivery locations.
Q: How should a trucking company bill for additional stops or route changes?
A: Extra stops, rerouting, or other changes that increase the transportation work can be shown as separate charges. The invoice should briefly describe the additional service and applicable fee.
Q: How should a trucking invoice document accessorial charges such as loading or unloading services?
A: Accessorial services can be listed separately from the line-haul transportation charge. Examples include loading assistance, unloading, special handling, or other services performed beyond the basic shipment movement.
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