Trucking Invoice Template

Trucking invoices are often reviewed by brokers and carrier accounting teams. The fastest way to get paid is to include the shipment identifiers they use to match your invoice to the load.

Carrier and billing details

• Carrier name and contact information
• Remit-to address (if different)
• Payment contact email (optional)

Load identifiers

• Load number (from broker/shipper)
• BOL number (bill of lading)
• Rate confirmation reference (optional)
• PRO number (if used)

Lane and equipment

• Pickup and delivery locations (city/state)
• Pickup and delivery dates (optional if needed)
• Equipment type (dry van, reefer, flatbed)
• Trailer number (optional)

Charges

• Linehaul (flat rate) or per-mile rate
• Fuel surcharge (FSC)
• Detention (hours × rate)
• Layover, TONU (if applicable)
• Lumper/unloading fees
• Tolls/scales and other reimbursables

Totals and payment

• Total amount due
• Payment terms (often Net 30)
• Notes about required documents (POD, BOL, rate con)

Beyond linehaul, many loads include accessorial charges. Itemize them clearly so AP can approve them.

Typical accessorials

• Fuel surcharge (FSC): flat amount or % based on lane/rate agreement
• Detention: billed per hour after free time
• Layover: daily charge when driver must wait overnight
• TONU: “Truck Ordered Not Used” when a load is cancelled after dispatch
• Lumper/unloading: third-party unloading fees (often reimbursable)
• Tolls/scales: pass-through costs

Tip: When possible, keep backup (receipts, detention proof, lumper invoice) and reference it in the invoice notes.

Carriers invoice either as a flat linehaul rate or per-mile billing depending on the agreement.

Flat linehaul

• One charge for the shipment
• Common for brokered freight
• Simple for AP to process

Per-mile

• Miles × rate
• Common for direct shipper relationships or some specialized lanes
• Invoice should note loaded miles vs total miles if your agreement differentiates

If your rate confirmation is flat, keep the invoice flat and itemize accessorials separately.

Many brokers won’t release payment until required documents are received.

Commonly requested

• Signed BOL (Bill of Lading)
• POD (Proof of Delivery) if separate
• Rate confirmation reference
• Receipts for lumper/tolls/scales
• Detention/layover documentation (if billed)

Add a short note like “Docs available upon request” or attach them in your workflow to reduce payment delays.