Freight invoice template

You make sure freight is shipped from its origin to its final destination safely and on time – you don’t have any extra time or energy to spend on administrative tasks, like invoicing. Get paid properly and promptly for your freight service and expertise by using one of our easy-to-use, fully customizable invoice templates in Word, Excel, PDF, Google Docs, and Google Sheets. Concentrate your energy on creating shipping magic for your customers, confident that your income will continue to roll in.

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Choose the best invoice template for your freight business


Download, customize, and send this invoice to all your customers, no matter what goods they need to move. It can be modified to include special services for fragile or hazardous materials, or a fee for a rush job.

Shipping services

Companies rely on you for shipping their freight quickly, and without damages, to customers, stores, and warehouses. You can rely on this invoice template to ensure you bill properly for your outstanding shipping services.


Your expert freight services keep businesses running smoothly, so keep your business running smoothly with this free invoice template. Add lines for customs details, importer signatures, and other information for cross-border shipments.

Rush delivery

When your customers need to move their freight quickly to meet a crucial deadline – you come to the rescue. This free invoice template can be tailored to capture all the details for time sensitive, rush shipments.

Additional services

This invoice template is as versatile as your freight services. If you also provide packing, setting up, or other general labor – simply add or subtract lines to clearly describe the services you supplied and the cost.

Alternatives to using freight invoice templates

Make your freight business a success by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and powerful accounting.

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Why freight companies should send professional invoices

Illustration of invoice being sent

The proper handling and shipment of freight is a highly specialized service. You need an invoice that clearly indicates the items for shipment, as well as all the associated freight charges, including special requirements such as temperature, packing, and unloading instructions.

But while your invoice needs to include all the details, it must be clear and understandable so your customers know exactly what they are paying for. Your work also requires great customer service, as businesses are entrusting valuable goods to your care.

Make sure your invoices look as professional as the service you provide, and reflect positively on your high quality results.

How to fill out your freight invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

  1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
  2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
  3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
  4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice,  the invoice number could be 001-001.
  5. Dates: Include the date when your invoice has been issued and the date when payment is due.
  6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
  7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
  8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
  9. Total: Outline the total amount due from the customer, after tax.
  10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an invoice for a freight company?

Customers depend on your skill and reputation to safely transport their goods and materials. Make sure you can depend on quick and accurate payment for your outstanding service by following these important steps.

Start sending free invoices today
  • Look through our great selection of invoice templates designed specially for freight companies
  • Download the invoice template you like in the format you prefer – Word, Excel, PDF, Google Docs, or Google Sheets. It’s fast, easy to do, and it’s free!
  • Insert your freight company name, address, phone number, and email address. If you offer cross-border service – add it in here
  • Add in your wonderful freight company logo, website address, and any promotional graphics you use
  • Insert the customer’s name and contact information – including contact information at the final destination
  • Generate a unique invoice number and, if appropriate, a job number for ongoing customers
  • Add the date of the invoice, and the shipment and delivery dates
  • Insert a detailed list of all the freight, including descriptions – along with the volume, weight, or other appropriate measurements
  • Clearly indicate the cost for shipping the freight
  • If this is a commercial shipment travelling across borders, include the appropriate customs information, and any importing or customs charges to be billed to the customer
  • If you provide additional services, such as special packing or unloading services, add line items to include all the important details. The template is easily customizable to make sure you cover all the work you provide, as well as any insurance details
  • If you are including a discount for a high volume of work for a regular customer, add a line highlighting the discount so your client knows they are receiving a special rate
  • Calculate the total price, including all applicable taxes, and list the total
  • Add in your payment terms, including the methods of payment you accept, and the payment due date
  • There’s lots of room to add lines for a personal note to thank the customer for entrusting their freight to you, and to say you hope your freight company can be of service again soon
  • Save a copy – and give a copy to your customer

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When is the right time to send an invoice to your freight customers?

Transporting freight is a complex business involving many moving parts to keep deliveries safe and on time. Many freight companies ask for a percentage of the payment up front, with the remainder on delivery, especially if it is a long-distance haul and includes cross-border services.

If it’s a small job, some freight companies have the customer sign an estimate and then ask for payment upon delivery.

Whatever payment cadence you choose, make sure it’s clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.

Illustration of hourglass timer

Quick invoicing tips for freight professionals

Always include a payment due date

A payment due date can help you get paid promptly. It also reinforces your professionalism, as your customers will see you have an established system in place for your freight business.

Accept a variety of payment methods

It’s always a good idea to let your customers pay in the way that is most convenient for them. That means adding e-Transfers, debit cards, direct bank deposits, and other online methods to the list of payment methods you accept.

Send a proforma invoice before the job starts

Let your freight customers know how much it will cost to transport their freight, as well as any insurance details, by sending them a proforma invoice ahead of time with your agreed-upon terms and expectations. This can help prevent any misunderstandings that can delay payment.

Make sure you have the correct contact person

Eliminate delays in payment by making sure you send your invoice to the correct person when you are providing freight services to large companies or organizations. Your shipping contact might not be the right person to receive invoices and issue payment.

Free Invoice Template vs. Wave Invoicing Software

Free Invoice Template
Send unlimited invoices and see when clients open them
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Invoice anytime & accept payments online
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Send automated late payment reminders
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Know customers automatically get a receipt when they pay
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Track sales and sales tax for accounting
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Add business partners or accountants as collaborators
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Connect your bank account easily
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Access accountant-approved reporting for year-end
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