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Trucking Invoice Templates (Word, Excel, PDF)

Specially Designed Invoice Template for Trucking Business

Fully customized and automated invoice in one go.

Trucking Invoice Templates

Invoice Templates in Excel for Trucking Business

(Select and download the trucking business invoice template for free)
Trucking Invoice Template
Trucking Invoice Template Excel
Trucking Invoice Template
Trucking Invoice Template
Trucking Invoice Template
Trucking Invoice Template
Trucking Invoice Template
Trucking Invoice Template

Trucking Company Invoice Template in PDF (Add invoice details and download it in PDF format.)

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Invoice Template for Trucking Company in Word

(Select and download the trucking company invoice template for free)
Create Free Invoice Online
Create Free Invoice Online on Refrens
Trucking Invoice Template
Trucking Invoice Template Word
Trucking Invoice Template
Trucking Invoice Template Word
Trucking Invoice Template
Trucking Invoice Template
Trucking Invoice Template
Trucking Invoice Template

Invoice Templates for Trucking Business

A carrier delivers a load on Tuesday. The broker's accounts team asks for the load number, the delivery date and proof of delivery before they pay. The carrier sent a total and nothing else. Payment slips by a month.

This page gives you a free trucking invoice template in Word and Excel, with an online form for a PDF. You also get the freight invoice format, a sample with linehaul, fuel surcharge, detention and a lumper fee, and what brokers and shippers expect to see.

What is a trucking invoice template?

A trucking invoice template is a ready layout for charging a shipper or broker for moving freight. It lists the load, the route, the dates, the freight charge and any extras. You fill in the load, check the total and send it.

People search for it as a transportation invoice template, truck invoice template, freight invoice template or logistics invoice template. A trucker invoice Excel template, a blank trucking invoice template and a transport invoice template hold the same fields. Moving a car by truck uses the same layout, so a car transport invoice template needs only different line names.

Free trucking invoice template: Word, Excel and PDF

Refrens gives you three routes. Pick by how you work.

  • Trucking invoice template Word. What you get: An editable Word file. Account: None. Limit: Unlimited downloads.
  • Trucking invoice template Excel. What you get: An editable Excel file. Account: None. Limit: Unlimited downloads.
  • Online invoice generator. What you get: A PDF invoice. Account: Free account. Limit: 15 documents a year across all document types.

The Word and Excel files download at once, with no signup and no email. They carry a small Refrens branding at the bottom of the page, and you can remove it. The PDF comes from the online form on this page, which needs a free account. If 15 documents are not enough to judge the product, a Refrens sales person or account manager can extend your trial.

Use a free trucking invoice template in three steps:

  1. Pick a template. Choose a Word or Excel layout in the gallery above. Excel suits carriers with many loads.
  2. Fill in the load. Add your company, the customer, the load number, the route and the dates. List the freight charge and each extra.
  3. Check and send. Recalculate every line yourself. Save the file as a PDF, such as a trucking invoice template PDF, so the client cannot edit it.

Trucking invoice format: the fields that matter

Brokers and shippers pay against load records. The format has to carry them.

  • Load or reference number. What it settles: Which shipment this covers. What to enter: The customer's load, order or PO number.
  • Origin and destination. What it settles: The route. What to enter: City and address for pickup and delivery.
  • Pickup and delivery dates. What it settles: When it moved. What to enter: Both dates.
  • Freight charge. What it settles: The base price. What to enter: Flat per load, or miles at a rate.
  • Fuel surcharge. What it settles: Fuel cost adjustment. What to enter: A separate line, with the basis.
  • Detention and accessorials. What it settles: Waiting and extras. What to enter: Hours at a rate, lines for tolls and fees.
  • Lumper or reimbursed costs. What it settles: Costs you paid for the customer. What to enter: At cost, one line each.
  • Proof of delivery. What it settles: That the load arrived. What to enter: The reference of the signed delivery document.
  • Payment terms and remit-to. What it settles: When and where to pay. What to enter: An exact date and your payment details.

Tax, licensing and carrier rules differ by country and region. This page gives general guidance. It is not legal or tax advice.

A trucking invoice carries the load number, the route, both dates and each charge on its own line, so a broker's accounts team can approve it without a phone call.

Trucking invoice example: a 640-mile load

This sample trucking invoice bills one broker for a single load. Copy it as a freight invoice example and swap in your rates. The carrier and every number are illustrative.

  • Linehaul, 640 miles: Qty 640, Rate 2.10, Amount 1,344.00
  • Fuel surcharge: Qty 1, Rate 192.00, Amount 192.00
  • Detention at delivery, 2 hours: Qty 2, Rate 60.00, Amount 120.00
  • Lumper fee, at cost: Qty 1, Rate 150.00, Amount 150.00
  • Subtotal: Amount 1,806.00
  • Total due: Amount 1,806.00

The sum: 640 × 2.10 = 1,344.00; 1 × 192.00 = 192.00; 2 × 60.00 = 120.00; 1 × 150.00 = 150.00. Subtotal 1,806.00. Total 1,806.00.

Detention shows hours and rate, so the broker can check it against the delivery times. The lumper fee sits at cost with its own line, so it never looks like a freight charge.

Per mile, flat rate or per load

  • Per mile. Miles times a rate. Show the miles and the source of the distance.
  • Flat per load. One agreed price for the lane.
  • Per hundredweight or per pallet. Common for partial loads. Show the count and the rate.

State the basis at the top. Disputes grow where the basis is unclear.

Brokers, shippers and factoring

Brokers pay against their load number. Shippers pay against their purchase order. Both want the delivery date and the delivery document. If you sell your invoices to a factoring company, add their remit-to details and follow their format rules.

Trucking invoice template in Word, Excel or PDF?

  • Word. Best for an occasional carrier with a few loads. Fill the load and save a PDF.
  • Excel. Best for a fleet. Keep one row per load, with the load number, dates and charges, and total each customer.
  • PDF from the online form. Best when you email a load invoice with its delivery document.

Invoice the day the delivery document reaches you. Faster invoices move earlier in the broker's payment run.

Mistakes that get a trucking invoice questioned

  • No load number. The broker cannot match it. Put it at the top.
  • Dates missing. Show pickup and delivery.
  • Surcharges folded into the rate. Show fuel and detention as lines.
  • Pass-through costs mixed with freight. Keep reimbursed costs at cost on their own lines.
  • Delivery document not referenced. Cite its number or date.

From a trucking invoice template to Refrens

A template handles one invoice. A carrier with many loads repeats the work every week: load records, customer references, chasing payments.

Refrens free invoicing software takes that work over:

  • Set up recurring invoices for regular lanes and customers.
  • Add the customer's purchase order number to each invoice.
  • Send reminders by WhatsApp and email.
  • Share an invoice by link and see when the broker opens it.
  • Add a late fee line to overdue invoices.

Send a quote first, then turn it into an invoice in one click. The free plan covers 15 documents a year, and Refrens branding appears on free documents. An owner-operator with a few loads a week can stay on templates. If you invoice many loads for many customers, use the software.

Related layouts: commercial invoice templates for cross-border shipments, a delivery note format for handover records, and a tax invoice format where tax details matter.

Ready to send? Download the free trucking invoice template and put the load number on the first line.

Frequently asked questions

What should a trucking invoice include?

It should include the load or reference number, origin and destination, pickup and delivery dates, the freight charge, fuel surcharge, detention and other extras, reimbursed costs, the delivery document reference and payment terms.

Is there a free trucking invoice template?

Yes. Refrens offers a free trucking invoice template in Word and Excel with no signup. The PDF comes from the online form with a free account, and the free plan covers 15 documents a year across all document types.

How do I bill detention?

Add a line with the hours waited and the hourly rate. Note the arrival and departure times so the broker can verify it.

Is a freight invoice the same as a trucking invoice?

In practice yes. Both charge for moving goods. Use the same layout and rename lines to match the shipment.

Can I use this as a transportation invoice template?

Yes. The layout works for any carrier, from local delivery to long-haul. Rename the route and charge lines.

How do I invoice a car transport job?

Add the vehicle details, pickup and delivery points and the dates. Bill the transport charge and any extras on separate lines.

About Refrens - Refrens is invoicing and quotation software for small businesses, freelancers and service businesses. Create invoices, send quotations and collect payments in one place.

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