What to include on a trucking invoice
Show your MC and DOT numbers
Brokers verify carrier authority before paying. Your MC and USDOT numbers in the header speed up processing and prevent holds.
Match the rate confirmation
Use the broker's load number and the exact agreed rate. Even small mismatches can send your invoice back for correction and delay payment.
Itemize accessorials with proof
Detention, lumper fees, TONU and layovers should each be a line, backed by timestamps or receipts. Unsupported accessorials are often short-paid.
Attach the BOL or POD
A signed bill of lading or proof of delivery is usually required before payment. Note the BOL number on the invoice and send the document with it.
Example trucking line items
These sample entries show how to describe trucking work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Linehaul: Dallas, TX to Atlanta, GA (miles) | 780 | $2.35 | $1,833.00 |
| Fuel surcharge (miles) | 780 | $0.42 | $327.60 |
| Detention at receiver, after 2 hrs free (hours) | 3 | $60.00 | $180.00 |
| Lumper fee (reimbursement, receipt attached) | 1 | $175.00 | $175.00 |
| Subtotal | $2,515.60 | ||
Payment terms for trucking invoices
Our suggestion: Net 30 per rate confirmation, or quick pay through a factoring company.
Sample terms you can paste into the invoice: “Payment due within 30 days of delivery per rate confirmation. Accessorial charges are supported by attached documentation. Remit to the address shown.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Trucking invoice FAQ
What paperwork goes with a trucking invoice?
Typically the signed bill of lading or proof of delivery, the rate confirmation, and receipts for any reimbursable accessorials like lumper fees. Some brokers also want scale tickets. Check each broker's packet requirements.
How do I bill detention time on a freight invoice?
Detention is usually billed hourly after a set free period, often two hours, as specified in the rate confirmation. Record arrival and departure times, ideally from ELD data or signed in/out times, and list detention as a separate line.
How does factoring change my trucking invoice?
With factoring, you assign the invoice to a factoring company that advances most of its value and collects from the broker. The invoice must usually show the factor's remit-to address and a notice of assignment. Follow your factor's specific formatting rules.