Trucking Invoice Generator
A trucking invoice bills against the rate confirmation (the document that priced the load) and gets paid fastest when it mirrors it: linehaul as agreed, then accessorials (detention, lumper, fuel surcharge) each on its own line with backup. This invoice is built for owner-operators and small fleets billing brokers and shippers directly.
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| Description | Qty / hrs | Rate | Amount |
|---|---|---|---|
| Linehaul per rate con CL-88231 | 1 | $1,450.00 | $1,450.00 |
| Detention @ receiver. 2.5 hrs past free time | 2.5 | $60.00 | $150.00 |
| Lumper (receipt attached) | 1 | $175.00 | $175.00 |
| Subtotal | $1,775.00 | ||
| Total due | $1,775.00 | ||
What to Know About Trucking Invoices
- The rate confirmation is the contract for the load; invoices referencing its number and matching its linehaul amount clear broker audit queues without human review.
- Detention bills only when it was on the rate con or tariff. The standard structure is free time (commonly 2 hours) then an hourly rate, documented by in/out times on the BOL.
- Fuel surcharges are typically indexed to the DOE weekly diesel average; stating the index week on the line is what makes the number verifiable.
- Lumper fees paid at the dock pass through at receipt cost. Brokers reimburse against the receipt, not the number.
- If the invoice is factored, the notice of assignment controls where payment goes. Billing the broker directly after assigning the invoice is the fastest way to create a double-payment mess.
Frequently Asked Questions
What paperwork gets an invoice paid without questions?
Invoice + signed POD/BOL + the rate con reference, with accessorial backup (detention times, lumper receipt) attached. Brokers' payables teams match those three; anything missing goes to the exception pile and Net 30 becomes Net 60.
How does detention billing work?
It must exist in the agreement first. Free time and rate on the rate con or your tariff. Then bill hours beyond free time with the in/out times documented. Undocumented detention is a request, not a charge.
Should I use quick-pay or factor?
Quick-pay trades 1 to 3% for days; factoring trades ~2 to 4% for cash now plus back-office. Either can make sense at different cash positions. What doesn't is doing both on one invoice: once assigned to a factor, the invoice is theirs to collect.
Related Documents
This generator produces a general-purpose document, not legal, tax, or accounting advice. How our generators are built and checked →