The sample shows a single load: linehaul rate, fuel surcharge per mile, detention time at the receiver and an extra stop. Adjust units to per-mile or flat rate as shown on your rate confirmation. If you use a factoring company, add their remittance details as your agreement instructs. Accessorials like lumper fees, layovers and TONU should match what the broker approved, ideally with supporting receipts.
Invoicing tips for truck drivers
- Put the load number, rate confirmation number and pickup and delivery dates on every invoice, and attach the signed BOL.
- Bill accessorials such as detention, layover, lumper fees and TONU as separate lines, with timestamps or receipts.
- Invoice as soon as the load delivers; brokers often pay on 30-day terms, and quick-pay programs or factoring can speed this up for a fee.
- If you factor invoices, make sure the remittance details match your factoring agreement so payments aren't misdirected.
Typical line items
- Linehaul: Dallas, TX to Atlanta, GA (Load #48213)
- Fuel surcharge (per mile)
- Detention at receiver (per hour after 2 free hours)
- Additional stop
Rates shown are examples only — edit them to match your pricing.
FAQ
What documents should I send with a trucking invoice?
Typically the signed bill of lading or proof of delivery, the rate confirmation, and receipts for accessorials like lumper fees or scale tickets. Brokers often won't process payment without the POD. Scan clear copies, label them with the load number and send them with the invoice in one email or upload.
How do I bill detention time?
Check your rate confirmation for the detention terms, often a set hourly rate after two free hours at the shipper or receiver. Record arrival and departure times, ideally with check-in and check-out signatures or ELD data. Add detention as a separate line with the hours and rate, and notify the broker promptly when it starts.
Should I invoice per mile or per load?
Follow whatever the rate confirmation says. Brokered freight is usually quoted as a flat rate per load, sometimes with fuel surcharge broken out, while dedicated or contract work might pay per mile. Your invoice should mirror the agreed structure exactly, since any mismatch is likely to delay payment or trigger a short-pay.
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