A trucking invoice template you can fill in and send today. It works as a freight invoice template for brokers and shippers, an owner operator invoice template for one truck, and a carrier invoice template for a fleet. Word and Excel, no email needed.
Upload your rate con and Hemut fills the invoice for you. Free, even after your trial.
Every line a broker checks before paying: who you are, which load, where it picked up and delivered, each charge, and how to pay you.
| Description | Amount |
|---|---|
| LinehaulStockton, CA to Phoenix, AZ | $2,400.00 |
| Fuel surchargePer rate confirmation | $310.00 |
| DetentionIn 8:00, out 12:00, 2 hours free, 2 billed | $100.00 |
| LumperReceipt attached | $150.00 |
| Total due | $2,960.00 |
Eight things, in this order. Leave one out and the broker has a reason to send it back.
Put your company name, address, MC number and DOT number at the top, and keep them the same as in your carrier packet. Add the broker you are billing, then the load number, BOL number and PO number exactly as they appear on the rate confirmation.
List the pickup and delivery city and date, and the trailer type. Then one line per charge, a total, your payment terms and the remit-to address.
Payment terms belong on the invoice, not only in your email. Write Net 30, Net 15 or QuickPay exactly as the rate confirmation does, and add the remit-to line with the ACH or mailing details the broker should use.
Same fields as the example, blank and ready to fill in. No email, no account.
One template, filled in two ways.
If you run your own authority, the company name is yours and the MC number is your own. Invoice one load per page, send it the day you deliver, and keep the signed BOL in the same email. Put your DOT number beside the MC number, since some brokers ask for both. A truck driver leased to a carrier usually does not bill the broker at all: the driver sends the BOL to the carrier, and the carrier invoices.
A fleet bills many loads a week, so number the invoices in one running series and put the driver or truck on the load line for your own records. The Excel file adds up the lines for you, so a change to one charge updates the total. Send each invoice to the billing address on the rate confirmation, not to the dispatcher who booked the load, and keep one folder per broker for BOLs and receipts.
Each extra gets its own line, with the proof next to it.
Write the times in and out, the free time on the rate confirmation and the hours you are billing. In the example, 4 hours at the dock less 2 free hours is 2 hours billed. Detention is owed only when the contract says so, so send the times from the gate log at the shipper if you have them.
Bill the amount you paid and attach the lumper receipt. A missing receipt is the usual reason a lumper line is refused.
Show it as its own line, as the rate confirmation does, so the linehaul matches the agreed rate. A TONU (truck ordered not used) is billed the same way, as a line of its own.
A factor funds the invoice only when the packet is complete.
Most factors ask for the invoice, the signed rate confirmation and the signed BOL or proof of delivery, plus backup for any extra charge. If a factor is buying your invoices, the broker is told to pay the factor through a notice of assignment (NOA), so the remit-to on the invoice must be the factor, not you.
Ask your factor for its exact list and cutoff time. A missing page is the common reason a submission comes back.
Send the packet as one email or one PDF in the order the factor asks, usually the invoice first, then the rate confirmation, then the BOL or POD, then receipts. Name the file with the load number so the factor can match it.
Hemut reads the rate con, so you do not retype the load.
Hemut reads the rate confirmation and builds the load: stops, dates, rate and reference numbers.
The invoice is built from the load, with fuel surcharge, detention and lumper lines when they apply.
Download the invoice PDF, or one packet with the rate con and POD for your factoring company.
Your company name, MC number and address, the invoice number and date, who you are billing, the load number, BOL and PO numbers, the pickup and delivery stops with dates, each charge on its own line, the total, your payment terms and where to send payment. Brokers pay faster when every reference number on your invoice matches their rate confirmation.
Most factoring companies want the invoice, the signed rate confirmation and the signed BOL or proof of delivery, plus receipts for any detention or lumper charge. Ask your factor for its exact list and cutoff time, because a missing page is the usual reason a submission is sent back.
Give each one its own line on the invoice. For detention, write the hours and the rate, such as "Detention, 2 hours at delivery". For a lumper, write the amount you paid and attach the receipt. Check the rate confirmation first, since detention is only owed when it is in the contract and the arrival and departure times support it.
Use the terms on the rate confirmation. Net 30 is common, and some brokers pay in 15 days or offer a quick pay discount. If you factor, the factor advances most of the amount, usually within a day or two, and collects from the broker on the invoice terms.
The free template is fine for an occasional load: fill it in, save it as a PDF and email it. If you bill every week, Hemut saves the retyping. Upload the rate confirmation and the invoice is filled in from it. Making invoices in Hemut stays free even after the free trial ends.
Nothing on paper. Freight invoice is the broker and shipper word, trucking invoice is the carrier word. Both bill one load with its references and charges.
If you haul for hire under your own authority, yes. Brokers match it to their carrier file. Add your DOT number too.
Fill in the template with your own company and MC number, one invoice per load, and email it with the signed BOL.
The same day, once the signed BOL is in hand. Net 30 usually counts from the day the broker has complete paperwork, so check your rate confirmation.
Yes, with the rate confirmation and BOL behind it. Put the factor in the remit-to line if your factor tells you to.
Upload your rate con and Hemut fills the invoice for you. Free, even after your trial.
