AvoTrucking Invoice Template (Free Fillable PDF)
A trucking invoice is paid by a broker or shipper who matches it against the rate confirmation and the signed bill of lading. If the load number, the BOL number or the accessorials do not line up, it sits in a queue. This template puts the reference numbers in the header, the linehaul and fuel surcharge as the first lines, and every accessorial (detention, layover, lumper, TONU) on its own line with the backup noted.
Free, fillable, US Letter. No email, no sign-up. Fill in your carrier details, MC and DOT numbers once. For each load change the references, the lane and the lines. If you factor, the remit-to block is where the factoring company's details go.
What the PDF looks like. The hints in the line table show the lines a owner-operator typically bills; type over them.
Why trucking invoices get paid late
Missing load or BOL number
Brokers pay by load number. An invoice without it, or without the signed BOL attached, is not processed.
Accessorials without backup
Detention is paid when the invoice says the in and out times and the rate con allows it. “Detention $150” alone is denied.
Remit-to confusion when factoring
If the invoice says pay you but the notice of assignment says pay the factor, the payment is held. The remit-to block must match.
What to include on a trucking invoice
- Carrier name, address, MC and DOT numbersBrokers verify the MC number against the rate confirmation.
- Bill-to: broker or shipper, with the load number and rate confirmation numberThe two numbers that get the invoice matched and paid.
- Invoice number, invoice date, delivery datePayment terms usually run from the delivery date or the receipt of the signed BOL.
- Lane: origin, destination, miles“Boise, ID → Reno, NV, 430 mi”.
- Linehaul rate and fuel surchargeFlat rate or per mile, and the FSC as its own line per the rate con.
- Accessorials with backupDetention (in/out times), layover, lumper (receipt), TONU, stop-off, tarping.
- Advances or deductionsFuel advance or quick-pay fee as negative lines.
- Remit-to and payment termsYour details, or the factor's with the notice of assignment. Net 30 is standard; quick pay 2–5%.
Example trucking invoice
Lines a typical job produces. Labor and materials are separate, and anything already paid is a negative line so the total is the balance due.
| Description | Qty × rate | Amount |
|---|---|---|
| Linehaul, Boise ID → Reno NV, load 48812, 430 mi | 430 × $2.85 | $1,225.50 |
| Fuel surcharge per rate confirmation | 430 × $0.42 | $180.60 |
| Detention at delivery, 3 h beyond 2 h free (in 9:10, out 14:25) | 3 h × $50.00 | $150.00 |
| Lumper, receipt attached | 1 | $95.00 |
| Fuel advance Mar 11 | −$300.00 | |
| Total due | $1,351.10 | |
How to use the template
- Download the PDFIt is a fillable form: open it in any PDF reader, on a computer or a phone.
- Fill in your details onceBusiness name, contact, license number, terms. Save it as your master copy.
- Add the job and sendChange the client, the lines and the invoice number for each owner-operator job. Export and send by email or text.
Fill it on your iPhone in a minute instead
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Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
What has to be on a trucking invoice to get paid?
The load number and rate confirmation number, your MC number, the lane and delivery date, the agreed rate and fuel surcharge, each accessorial with backup, and the remit-to details. Attach the signed BOL and the rate confirmation; without the BOL most brokers will not pay.
How do I bill detention?
Only when the rate confirmation allows it. Write the appointment time, the arrival and departure times, the free time, the billable hours and the rate: “Detention 3 h beyond 2 h free, in 9:10 out 14:25, 3 × $50”. Get the times signed on the BOL if you can.
How does invoicing change when I use a factoring company?
You still create the invoice, but the remit-to block shows the factor's name and address and the invoice carries their notice of assignment. You send the invoice and BOL to the factor, who pays you an advance and collects from the broker.
What payment terms are normal in trucking?
Net 30 from the broker, often stretching to 45. Most brokers offer quick pay at 2–5% for payment within a few days. Put your quick-pay option on the invoice so it is a choice, not a negotiation.
Should the invoice include the fuel surcharge separately?
Yes, as its own line, calculated exactly as the rate confirmation states (per mile or percentage). Combining it into the linehaul rate makes the invoice not match the rate con and delays payment.