Cost / Budget / Finance · Excel template
Free Unbilled Loads Aging Report
A report of loads that delivered but were never invoiced, aged by days since delivery, with the document blocking each one and who has to go get it.
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.
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What you get
- A row per delivered-but-uninvoiced load, with revenue already earned shown as the amount at risk
- A days-since-delivery count and an aging bucket, so the oldest gaps surface instead of averaging away
- POD and rate-confirmation flags, which between them explain most of why a load cannot be billed
- A blocking-document column and a named owner, so each row is an action rather than an observation
- A worked example with one load blocked on a POD, one on an accessorial approval, and one ready to bill
How to use it
- 1
Pull every load marked delivered in your dispatch system that has no invoice against it.
- 2
Enter the delivered date and let the sheet count the days and assign the aging bucket.
- 3
Flag whether the POD and the signed rate confirmation are on file, then name whatever single document is blocking the bill.
- 4
Assign an owner per row — the load does not get billed because a report said so, it gets billed because someone chased the paperwork.
- 5
Run it weekly and watch the 31+ bucket: that is the revenue most likely to be written off.
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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.
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Unbilled Loads Aging Report
Days since delivery = today − delivered date. This measures the gap between operations and billing, not between billing and payment: nothing on this report has an invoice yet, so none of it appears on an accounts-receivable aging. Set the first bucket to match how fast your PODs normally arrive.
| Load # | Customer | Delivered | Days Since Delivery | Aging Bucket | Revenue at Risk ($) | POD on File | Rate Con on File | Blocking Document | Owner / Next Action |
|---|---|---|---|---|---|---|---|---|---|
| L-5218 | Harbert Foods | 2026-10-02 | 6 | 0–7 | 1,840.00 | Yes | Yes | — none | Billing — invoice today |
| L-5190 | Ridgeline Supply | 2026-09-21 | 17 | 15–30 | 2,310.00 | No | Yes | Signed POD, driver has paper copy | Dispatch (K. Moyo) — collect at next check call |
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Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A load that has delivered, so the revenue is earned, but against which no invoice has been raised. It is almost never a decision — it is a missing document: an unsigned or uncollected POD, a rate confirmation that was never countersigned, an accessorial nobody approved, or a weight ticket still in a cab.
A load tracker carries an Invoiced status flag, which tells you a load has not been billed. It does not tell you how long it has been sitting, what is stopping it, or whose job it is to fix. This report starts the clock at delivery, buckets each row by age, names the blocking document, and puts an owner against it.
Because an AR aging starts at the invoice date, and these loads have no invoice. The revenue is earned and the delay is already running, yet nothing in the ledger shows it. The two reports measure consecutive halves of the same delay, and only this half is invisible to accounting.
0–7, 8–14, 15–30 and 31+ days since delivery suits most truckload operations, because a POD usually comes back inside a week and anything past a month is a paperwork failure rather than a timing one. If you bill same-day, tighten the first bucket to 0–2 so the report keeps pointing at something.
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