# Trucking Invoice Template

> List each load with its pick-up, delivery, loaded miles and rate per mile. The sheet adds fuel surcharge on the linehaul, detention hours and any lumper or toll charge, then totals the invoice. Download the PDF and send it to the broker or shipper.

Canonical: https://receiptscanner.co/tools/trucking-invoice-template
Updated: 2026-10-28 · Sources re-checked by: 2027-04-28

This is a free interactive calculator that runs in the browser. Nothing you type is stored or sent. Results are estimates.

## How it works

Each load: loaded miles × rate per mile. Linehaul is the sum of the loads. Fuel surcharge = linehaul × the surcharge percent. Detention = hours past free time × your hourly detention rate. Other charges (lumper, tolls) are added as flat amounts. Total = linehaul + fuel surcharge + detention + other charges. Rate per mile is quoted on loaded miles, so deadhead miles are not billed unless your rate confirmation says so.

**Same lane, different rates per mile (450 loaded miles)**

| Rate per mile | Linehaul | With 12% fuel surcharge |
| --- | --- | --- |
| $1.90 | $855.00 | $957.60 |
| $2.10 | $945.00 | $1,058.40 |
| $2.40 | $1,080.00 | $1,209.60 |
| $2.80 | $1,260.00 | $1,411.20 |

**What a freight invoice usually needs**

| Item | Why the broker asks for it |
| --- | --- |
| Load or PRO number | So accounts payable can match the invoice to the load |
| Pick-up and delivery dates | Shows the load was delivered inside the agreed window |
| Rate confirmation reference | The agreed price that the invoice must match |
| Detention and lumper receipts | Accessorial charges are usually refused without proof |
| Proof of delivery attached | Most brokers will not pay before they see the signed POD |

## Worked example: two loads with detention

1. Load 1: 452 miles × $2.10 = $949.20.
2. Load 2: 383 miles × $2.25 = $861.75.
3. Linehaul: $1,810.95. Fuel surcharge at 12% = $217.31.
4. Detention: 3 hours × $50 = $150.00.
5. Invoice total: $2,178.26.

## FAQ

### What goes on a trucking invoice?
Your carrier name and MC or DOT number if you use them, the broker or shipper, the load number, pick-up and delivery dates and places, loaded miles, the rate, any fuel surcharge, detention and lumper charges, the total and how to pay. Attach the signed proof of delivery.

### Do I bill loaded miles or all miles?
Most per-mile rates apply to loaded miles only. Deadhead miles are paid only when your rate confirmation says so. Enter the miles your agreement pays for in the miles box.

### How is a fuel surcharge worked out on an invoice?
Many carriers add a percentage of the linehaul, others a flat cents-per-mile amount. This sheet uses a percentage of linehaul. For a cents-per-mile surcharge, add it as a separate item under Extra items.

### When can I charge detention?
Usually after the free time written in your rate confirmation, often two hours, and only when the facility kept the truck waiting. Keep the check-in and check-out times, because brokers ask for them.

### Should a trucker invoice have payment terms?
Yes. Net 30 is common with brokers, and quick-pay programs trade a small fee for faster payment. This page starts at Net 30. Change it to match your agreement.

### Can an owner-operator use this for several loads at once?
Yes. Add one row per load on the load sheet. If each broker needs its own invoice, make one invoice per broker.

### Why is my invoice rejected by the broker?
The usual reasons are a missing load number, a rate that differs from the rate confirmation, accessorial charges with no receipt, and no signed delivery receipt attached.

## Sources


This tool makes an invoice for your records and your clients. It is not tax or legal advice and it does not create an official e-invoice for any tax authority. Check the rules where you work.