Owner-operators and small carriers bill against the rate confirmation: line haul as agreed, fuel surcharge if separate, and accessorials — detention, lumper, layover — each documented. This template mirrors that structure, with the load number, BOL and POD references that brokers’ payables systems require before anything moves.
Net-30 from receipt of paperwork is the industry default; quick-pay (1–5% for 1–3 day payment) and factoring are the standard cash-flow tools. If you factor, the notice-of-assignment line in the notes is mandatory — payments must go to the factor.
Paperwork completeness is the payment clock
Brokers start the payment clock when the invoice arrives with the signed BOL/POD and the rate con reference — not when you deliver. Invoice same-day from the truck: this generator’s PDF plus a photographed POD is a complete packet. Missing lumper receipts and unsigned BOLs are the two classic packet-killers.
Match your line haul and FSC exactly to the rate con; discrepancies auto-flag in TMS systems and add a week. Accessorials not on the rate con need broker approval in writing before they’re billable — get the email, reference it on the line.
Detention and accessorials, collected not donated
Detention pays only when documented: arrival/departure times stamped on the BOL or in the broker’s tracking, free time per the rate con (2 hours is standard), and the hourly rate ($40–75 commonly) billed with times shown. The prefilled line models the math; your timestamps make it stick.
Layover, TONU (truck ordered, not used), extra stops and driver assist should be billed as named lines at the rates in the confirmed rate agreement or tariff.
Download this document in an editable format
Use the generator above, then choose Word or Excel in the download menu. The file is created locally from the current document.
Frequently asked questions
How fast do trucking invoices get paid?
Net 30 from complete paperwork is standard; quick-pay programs advance it to days for a 1–5% fee, and factoring advances ~95–98% same-day. The paperwork packet, not the delivery date, starts every clock.
What must accompany a freight invoice?
Signed BOL/POD, the rate confirmation (or its number), and receipts for lumper/scale/pallets. Brokers pay complete packets and queue incomplete ones.
Is trucking revenue taxable on the invoice?
Interstate freight charges are generally not subject to state sales tax in the US; your fuel and heavy-vehicle taxes run through IFTA/2290 separately, not the customer invoice. Keep the invoice tax field at 0 unless a specific state/service rule applies.
How do I bill detention successfully?
Documented in/out times, free time per rate con, pre-agreed hourly rate, and notice to the broker while it’s occurring (message from the dock). Bill it as its own dated line with the backup referenced.