Trucking Invoice Template

Download free trucking invoice templates designed for freight haulers, owner-operators, and fleet managers. Streamline billing for deliveries, shipments, and transportation services.

Trucking

Free templates:

WordExcelPDFAll

Freight

Free templates:

WordExcelPDFAll

Border crossing

Free templates:

WordExcelPDFAll

Expedited shipments

Free templates:

WordExcelPDFAll

Recurring clients

Free templates:

WordExcelPDFAll

You already put in long hours on the road—tight deadlines, irregular schedules, and demanding routes. Getting paid shouldn't be another challenge. Our free invoice templates help you generate professional invoices quickly, ensuring you get paid promptly without sacrificing accuracy or professionalism.

The trucking industry demands efficiency in every aspect of business operations. Professional invoice templates help owner-operators and fleet managers maintain organized financial records while focusing on what matters most—keeping trucks moving and deliveries on schedule.

Whether you're an independent owner-operator or manage a fleet, our downloadable trucking invoice templates meet your specific business needs. Compatible with all devices, these templates help you maintain professionalism from the road or the office.

Create and share invoices in your preferred format:

• Google Docs - Cloud-based access from anywhere, perfect for drivers on the go
• Google Sheets - Ideal for tracking multiple loads with built-in calculation formulas
• Microsoft Excel - Pre-built formulas for mileage calculations and accessorial fees
• Microsoft Word - Easy customization and professional formatting options
• Adobe PDF - Professional, client-ready documents that look polished every time

All formats are completely free to download and can be customized to match your trucking company's branding and specific invoicing requirements.

Choose from templates designed for different trucking operations and service types:

• Standard Trucking - General freight hauling and transportation services
• Freight Billing - Detailed cargo specifications and delivery charge breakdowns
• Border Crossing - International shipments with customs and cross-border fees
• Expedited Shipments - Time-sensitive delivery services with premium rates
• Recurring Clients - Ongoing contract billing for regular customers

Each template includes industry-specific fields relevant to your trucking services, ensuring you capture all necessary billing information.

Managing a trucking company is demanding work. In this high-risk profession, delayed payments can cripple operations. Professional invoice templates provide critical advantages for your business:

Speed Up Payment Processing

Get paid faster with professional invoicing practices:

• Faster Invoicing - Send timely invoices to receive timely payments. The sooner you bill, the sooner you get paid
• Quick Processing - Professional templates reduce payment delays by presenting clear, organized billing information
• Improved Cash Flow - Maintain healthy finances for your trucking business with consistent, prompt invoicing

Ensure Accuracy and Build Trust

Professional invoicing builds credibility with clients:

• Consistent Format - Maintain accuracy across all invoices with standardized templates
• Complete Details - Never miss key information like mileage, dates, delivery specifics, or additional charges
• Professional Appearance - Show clients you're serious about your business with polished invoices
• Build Credibility - Professional invoices foster trust and encourage long-term business relationships

Save Time and Reduce Paperwork

Focus more on driving and less on administrative tasks:

• Save Time - Generate invoices instantly instead of creating documents from scratch
• Less Paperwork - Spend more time on the road generating revenue, less time at the desk pushing paper
• Easy Tracking - Organize and manage all billing in one centralized location

Creating professional trucking invoices is quick and straightforward with our templates. Follow these simple steps:

1. Download the Template

Choose your preferred format from PDF, Google Sheets, Word, or Excel. Select the template style that best matches your trucking services.

2. Add Contact Information

Fill in your trucking company details and client information. Include business names, addresses, contact numbers, email addresses, and invoice due dates.

3. List Trucking Services Provided

Specify the service type such as expedited shipping, regular freight, long-haul transport, or specialized cargo. Include comprehensive load details including shipment description, weight, dimensions, origin and destination, and total mileage.

4. Include Charges and Total Amount

Break down all costs clearly:

• Base service charges for transportation
• Additional fees like fuel surcharges, loading/unloading fees, or waiting time
• Applicable taxes and regulatory fees
• Any discounts for regular customers
• Calculate and prominently display the total amount due

5. Set Terms and Conditions

Clearly communicate payment expectations:

• Note accepted payment methods such as PayPal, credit cards, debit cards, ACH transfers, or checks
• Outline late payment rules including grace periods and penalty fees
• Include any other relevant conditions or policies

Maximize efficiency and payment speed with these professional invoicing best practices designed specifically for the trucking industry:

1. Promptly Send Invoices

Don't disrupt your cash flow by delaying invoices. Send invoices quickly using templates to ensure timely payments and keep accounts receivable up-to-date. Many successful trucking companies invoice immediately upon delivery completion.

2. Personalize the Templates

Add your brand identity to stand out professionally. Include your trucking company logo, use company colors, and customize layouts to match your business image. Professional branding enhances recognition and builds trust with clients.

3. Set Clear Payment Terms

Eliminate confusion with explicit payment terms. Clear expectations mean faster payments and less back-and-forth communication. Specify net payment terms (Net 15, Net 30, etc.), accepted payment methods, and consequences for late payment.

4. Detailed Cost Breakdown

Transparency builds trust and reduces disputes. Itemize all charges clearly:

• Mileage costs and rate per mile
• Fuel surcharges based on current rates
• Tolls and permits
• Loading and unloading fees
• Detention time charges
• Any other overhead expenses or accessorial fees

Complete transparency helps clients understand what they're paying for and reduces payment disputes.

5. Use Invoice Generator Software

Streamline further with an invoice generator. Instead of downloading templates repeatedly, create invoices instantly with professional software. Leverage e-signatures for quick approvals, automate your entire invoicing process, and save hours of administrative work.

6. Maintain Compliance

Stay compliant with industry regulations. Ensure your invoices meet Driver Qualification Requirements, comply with Department of Transportation (DOT) regulations, and adhere to Federal Motor Carrier Safety Administration (FMCSA) standards. Proper documentation protects your business legally and professionally.