Transportation Invoice Template

Transportation invoices should make it easy to understand when the trips happened, what route was served, and how charges were calculated.

Business and client details

• Transportation company name and contact info
• Client name/company and billing contact
• Billing address (optional)

Trip information

• Service date(s)
• Passenger/rider name (optional but helpful)
• Route details (pickup → drop-off, stops)
• Vehicle type (sedan, van, bus, etc.)

Charges

• Per-trip rate or hourly rate
• Wait time charges
• Additional stops (if billed)
• Tolls and parking (reimbursable)
• Fuel/peak-time or service surcharges (if used)

Totals

• Subtotal, tax (if applicable), total due
• Payment terms and payment instructions

Transportation services are commonly billed in one of two ways:

1) Per trip

• Flat rate per ride or route
• Common for scheduled pickups and point-to-point service
• Simple for clients to approve

2) Hourly

• Hours × rate, often with minimum hours
• Common for event transport, business bookings, or multi-stop service

Many providers also add itemized extras (wait time, tolls, parking). Whichever model you use, itemize add-ons clearly so clients understand the total.

Transportation invoicing often includes extras beyond the base fare. Listing them as separate lines reduces questions.

Common add-ons

• Wait time (minutes or hours)
• Additional stops or route changes
• Tolls and parking
• Airport fees (if applicable)
• Peak time or fuel surcharge
• Cancellation fee (if enforced)

If you charge a surcharge, use consistent naming on every invoice so clients recognize it.

Business clients may need invoices for internal approvals, expense reports, or accounts payable.

Helpful fields

• Passenger/rider name for expense attribution
• Service dates or billing period
• Route details for verification
• Reference number or department (optional)

Keeping invoices consistent makes recurring business billing much easier and helps clients approve invoices faster.