Free Trucking Invoice Template

Trucking Invoice Previews

Browse invoice layouts for owner-operators and trucking fleets. Select a preview to open the invoice editor and enter the haul details.

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  Sample Trucking Invoice Template

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  Free Trucking Invoice Template

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  Printable Trucking Invoice Template

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  Blank Trucking Invoice Template

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  Simple Trucking Invoice Template

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  Standard Trucking Invoice Template

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  Itemized Trucking Invoice Template

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  Basic Trucking Invoice Template

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  Hourly Trucking Invoice Template

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Bill for a Completed Haul

A trucking invoice requests payment for hauling a load. Use it to show the route and the rate you agreed with the customer.

Before you send the invoice, confirm who is paying you. The delivery address may differ from the billing address. Include the load reference so the customer can match the invoice to the job.

How to Write a Trucking Invoice

Have the load details and agreed rates ready.

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1. Add Your Trucking Business: Enter your business name and the contact details customers should use for billing questions.
2. Add Your Logo: Add your logo to match your other business documents.
3. Add the Paying Customer: Enter the billing details for the shipper, broker, or other customer responsible for payment.
4. Set the Number and Dates: Check the invoice number, invoice date, and agreed payment due date.
5. Describe the Completed Haul: Add the load reference, route, and delivery date. Enter the miles, loads, or hours and the agreed rates.
6. Check the Total: Add any tax or discount that applies. Docelf updates the total.
7. Explain How to Pay: Add payment instructions in Terms and Conditions. Tell the customer which reference to include with payment.

How to Fill In Trucking Invoice Line Items

In each description, say whether you're billing for miles, loads, or hours. List fuel surcharges and waiting time separately when they are not included in the haul price.

This example uses US dollars. The 6% tax on all three charges shows how the total is calculated, not which taxes apply to your haul.

The 1.5 hours shown here exclude any free waiting time in the example agreement. Use your own rates and check the taxes that apply to the haul.

What to Include in Trucking Invoice Terms

Use Terms and Conditions to explain when and how the customer should pay. Tell them which invoice or load reference to include.

Match fuel and waiting-time charges to your agreement. Include only policies your business uses. Check local requirements before adding fees. Adapt the example below to your haul.

Match Each Charge to the Agreed Rate

Make it clear whether the main haul is priced by distance, load, or time. Add extra services only when they are outside that price.

Send the Load Paperwork With the Invoice

Attach the rate confirmation and an existing proof-of-delivery record when your customer needs them to check the invoice. Include a time record to support any waiting-time charge.

Docelf accepts PDF or image attachments up to 5 MB each. Supported images are JPG, GIF, PNG, and WebP. Your customer can download them with the invoice.

Customize the Trucking Invoice

Add your logo and choose fonts and colors that match your business. Put your billing contact in the footer. The optional industry name lets you add “Trucking” before “Invoice.”

Save your customer and service details for the next haul. To reuse a past invoice, duplicate it. Docelf creates a new draft with a new invoice number. Update the load details and rate before you send it.

Choose the currency agreed with your customer. Docelf supports USD, EUR, GBP, CAD, and AUD.

Record Payment for Each Load

Check whether Docelf delivered the emailed invoice and whether your customer opened it. These updates describe the document, not the truck or freight.

Record the payment amount and date on the invoice for that load. Docelf shows the remaining balance. After you record the payment, create a receipt from the invoice.

Prefer Another Invoice Format?

Use Word or Google Docs to edit a document layout. Excel and Google Sheets give you a spreadsheet for quantities and rates. Check your totals when you add fuel or waiting-time rows.

• Word Invoice Template
• Google Docs Invoice Template
• Excel Invoice Template
• Google Sheets Invoice Template

Need a Different Billing Layout?

For delivery and handling charges, start with the shipping invoice template. Use the hourly or itemized guide for more help showing time and other charges.

• Shipping Invoice Template
• Hourly Invoice Template
• Itemized Invoice Template
• Logistics & Shipping Invoice Templates

Trucking Invoice FAQs

• What should an owner-operator include on a trucking invoice?

  Add your business and customer details. Include the invoice number, invoice date, and payment due date.

  Use the load reference, route, and delivery date to identify the job. List the quantities and agreed rates for each charge. Finish with the total and payment instructions.

• How do I bill one load at a flat rate?

  Use a quantity of 1 and enter the agreed load price. Put the route, load reference, and delivery date in the description. Do not also bill the same haul by mileage unless the agreement calls for a separate charge.

• How should I show a fuel surcharge?

  List fuel on its own line when it is not included in the haul price. Show the billed miles and rate for a per-mile surcharge. For a percentage, show the percentage and the charge it applies to.

• How do I invoice for waiting time?

  List the hours you're charging for and the agreed hourly rate. Leave out any waiting time your agreement allows at no charge. Identify the delay with the load reference and date. Attach the time record that supports the charge.

• Should I bill the delivery site or the customer who booked the haul?

  Bill the customer responsible for payment under your agreement. That may be a shipper, broker, or another business. The delivery site and billing customer may be different.

• Can I send the load paperwork with my invoice?

  Yes. Attach an existing rate confirmation or proof-of-delivery record as a PDF or supported image. Each file can be up to 5 MB. Your customer can download the attachments with the invoice. Docelf does not create the delivery record.

• Is the trucking invoice template free to use?

  The 14-day free trial includes every Docelf feature. You can create and send unlimited documents during the trial. No credit card is required.

  The trial does not become a paid subscription unless you choose to upgrade. If you don't upgrade, access to Docelf's document features ends when the trial expires.

Ready to Send Your Trucking Invoice?

Finish your invoice while you have the load details in front of you.

• Keep the route and load reference with the charges
• Let Docelf calculate the invoice total
• Email the invoice or download a PDF

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