Legal / Forms · Excel template
Free Trucking Invoice Template
A carrier invoice that bills a completed load — load and BOL reference, linehaul rate, fuel surcharge, accessorials, and the payment terms that decide when you actually get paid.
Built and reviewed by the FleetOpsClub research team. Preview it free below. Enter your name and email to unlock the full template and the editable spreadsheet — a CSV that opens in Excel, Google Sheets, or Numbers.
- Editable CSV — yours to keep
- Print or save as PDF
- No spam · unsubscribe anytime
What you get
- Header fields for your authority: carrier name, MC and DOT numbers, remit-to address
- Load identifiers that a broker's payables team matches on — load number, BOL, PO, and pickup and delivery dates
- Linehaul billed by the mile or as a flat rate, with the rate and quantity shown separately
- Line items for fuel surcharge, detention, layover, lumper, and stop-off charges
- Terms, due date, and a quick-pay line so a factoring or early-payment discount is explicit
How to use it
- 1
Fill the carrier block once and save it as your master copy — the authority numbers rarely change.
- 2
Enter the load reference exactly as it appears on the rate confirmation; a mismatched load number is the most common reason an invoice sits unpaid.
- 3
Bill linehaul first, then each accessorial on its own line with the reason and the supporting document named.
- 4
Set the terms and due date from the rate confirmation, not from habit — brokers vary between 15, 30, and 45 days.
- 5
Send it with the signed BOL and any lumper or detention receipts attached, and log the send date so you can age the receivable.
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Trucking Invoice Template
Rates shown are illustrative. Fuel surcharge conventions differ by broker — some publish a weekly per-mile figure, others a percentage of linehaul. Bill whichever the rate confirmation specifies.
| Line | Description | Reference | Qty / Miles | Rate | Amount |
|---|---|---|---|---|---|
| 1 | Linehaul — Dallas TX to Memphis TN | Load 88412 / BOL 5567 | 452 | $2.15 | $971.80 |
| 2 | Fuel surcharge | Per rate con, $0.38/mi | 452 | $0.38 | $171.76 |
Free unlock
Unlock the full template
Enter your name and email to reveal the complete template and download the editable spreadsheet. You can print it, save it as a PDF, or adapt the columns to your own vehicles. It's a fair trade: the preview costs nothing, and the full file costs you about 20 seconds.
- Editable CSV
- Every row & section
- Branded PDF
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
At minimum: your carrier name and authority numbers, the load or pro number the broker assigned, the pickup and delivery dates, the agreed linehaul, and a total. Almost every payables team also wants the signed bill of lading attached as proof of delivery, and a receipt behind any accessorial. An invoice missing the load reference or the signed BOL is the usual cause of a payment that stalls without anyone calling you.
Bill it the way the rate confirmation defines it, and show it as its own line rather than folding it into linehaul. Some brokers publish a cents-per-mile figure tied to a weekly fuel index; others use a percentage of the linehaul rate. Keeping it separate matters if the load is ever audited or if you factor the invoice, because the factor prices linehaul and surcharge differently.
Only when the rate confirmation allows it and you can evidence the clock. Most agreements give a free period — commonly two hours — then pay an hourly rate up to a cap. You need arrival and departure times that the shipper or receiver signed for, or telematics timestamps the broker accepts. Billing detention without that evidence is the accessorial most likely to be short-paid.
A quick-pay discount trades a percentage of the invoice for payment in days instead of weeks. Whether it is worth it depends on your cash position rather than the headline percentage — compare the discount against what the same money costs you from a factor or a line of credit over the same period. Put the option on the invoice so the choice is visible on both sides.
Related guides & tools
Looking for more? Browse all fleet templates or run a fleet calculator.