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Professional trucking company invoice template
Using a trucking company invoice template streamlines billing by ensuring professional, accurate, and consistent invoices, saving time and reducing errors while facilitating faster payments and better cash flow.
Accuracy and consistency: Templates ensure all important details like load numbers, bill of lading references, and charges are consistently documented with automated calculations, reducing billing errors and payment disputes.
Time-saving efficiency: Pre-designed templates eliminate creating professional invoices from scratch and can be customized and sent quickly from mobile devices.
Enhanced professionalism and faster payments: Well-designed templates convey professionalism to clients and help you get paid on time through clear, organized invoices with properly documented charges.
Better record-keeping: Templates maintain consistent, organized records of all transactions for business and client reference.
Versatile adaptability: Templates can be customized for different freight types (flatbed, reefer, LTL) and incorporate custom rates and special charges.
Get your free trucking invoice templates
Use FreshBooks' free trucking invoice templates to create professional invoices that include all the necessary details for your trucking services. These templates help you keep invoices organized, collect payments on time, and reduce unpaid invoices, ensuring your business runs smoothly with an efficient billing process.
Note: Now available in DOC, XLS, PDF, Google Docs, and Google Sheets. View the entire free invoice library here.
Download a trucking company invoice template
Freight invoice template
A freight invoice template is a pre-designed document used to bill for the transportation of cargo from one point to another. It helps trucking companies get paid faster by clearly itemizing charges like line haul, fuel surcharges, and accessorial fees, leaving no room for payment disputes.
What should be included in a trucking invoice template?
A trucking invoice template must include your company and customer contact information, a unique invoice number, invoice and due dates, a detailed description of transport services, rates and charges, total due, payment terms, and accepted payment methods.
Essential components:
Company information: Include your company name, address, contact details, logo, and motor carrier (MC) number for legal compliance.
Customer details: List the client's name, company, and complete contact information.
Invoice documentation: Add a unique invoice number, issue date, due date, payment terms, and accepted payment methods.
Service details: Include shipper and consignee information, load details (load number, PO number, truck and trailer numbers), service description with goods type and quantity, route, and transport dates.
Financial information: Show rates per unit, line-item costs, special charges (detention, lumper fees), applicable taxes, and total amount due.
Professional touch: Use company letterhead and include space for notes or a thank-you message to your customer to enhance professionalism.
Get free transport and logistics templates designed for various transport services.
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How do I create a trucking invoice?
To create a professional trucking invoice, follow these key steps:
Identify parties: Start with your company's logo and contact information, along with the client's full name and address.
Add tracking details: Assign a unique invoice number, list the bill of lading (BOL) number, and specify the invoice date and payment due date.
Describe the service: Briefly detail the shipment, including origin, destination, service dates, and a description of the freight.
Itemize all costs: Break down every charge clearly.
the primary freight rate (e.g., per mile or flat fee)
any fuel surcharges
all extra (accessorial) fees like detention, tolls, or lumper charges
State the total: Calculate and prominently display the final total amount due.
Provide payment instructions: Clearly state your payment terms (e.g., net 30) and how the client can pay you (bank details, billing address).
Finally, send the invoice promptly after the job is done and keep a copy for your records.
Different trucking invoice types for a trucking company
Different shipments and services at your trucking company may require different types of invoices. Using the right trucking invoice template, often found within a dedicated invoicing software, ensures clarity on all services rendered for your clients and accurate records for your accounting team. Here are some common types:
Standard invoice
This is the most common invoice for requesting payment for completed transportation services.
pro forma invoice
This is a preliminary, estimated bill sent before the service is completed.
Accessorial invoice
An accessorial invoice is a bill for additional charges beyond standard pickup and delivery (e.g., detention, lumper fees).
Credit memo
A document issued to reduce the amount a client owes, a credit memo is often for overcharges or service issues.
Debit memo
A document issued to increase the amount a client owes, a debit memo is typically used to correct an undercharge.
Download a free trucking invoice template
Ready to streamline the billing for your trucking business? As a trucking owner-operator, download our free invoice templates to create a professional trucking invoice in minutes.
Available for Word, Excel, PDF, or Google Docs, these tools help you get paid correctly by ensuring your invoice includes all the necessary information about your transportation services. The process of sending invoices to each customer becomes simple and professional—an essential task for busy truck drivers.
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