Trucking company invoice template

You make sure goods are delivered on-time and in excellent condition – after all, logistics are your area of expertise, not administrative tasks like invoicing. Forget about creating invoices from scratch by using one of our easy-to-use, fully customizable professional trucking company invoice templates in Word, Excel, PDF, Google Docs, and Google Sheets. Spend your time making sure your clients’ precious cargo is delivered on time – not on invoicing!

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Choose the best invoice template for your trucking company business

Trucking services

Download, customize, and send this invoice to all your clients, no matter what they need transported. It can be modified to include special requirements and costs – so you are paid properly for your logistical skills and great customer service.

Special cargo

You move dangerous or fragile cargo safely to its destination. Get paid for your specialized expertise by using this free invoice template. This clear, organized invoice has room to list all the important precautions you have taken.

Crossing borders

Transporting goods across borders takes extra time and attention to detail. Make sure you capture all the costs associated with cross-border hauling with this free professional trucking company template.

Time sensitive shipments

This invoice template is extremely flexible so it can be used to bill for special jobs – such as extremely time sensitive deliveries. Add or subtract lines to describe all the work you put in to guarantee the goods arrived on time.

Recurring or regular clients

Don’t waste your energy creating a new invoice for regular clients. Use your time and effort delivering their products instead of invoicing them. This free template can be easily customized for recurring or regular trucking jobs.

Alternatives to using trucking company invoice templates

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

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Why trucking companies should send professional invoices

Illustration of invoice being sent

Whether you transport goods across the city, country, or across borders – your clients want to receive clear, organized invoices that explain exactly what you are charging for, as well as the advantage of working with you. Your invoice is a great way to ensure you continue to stand apart from the competition after the haul has been completed. It reminds clients of the great service you provided so they will engage you again, as well as refer you to their business associates.

Sending organized, well-designed invoices also instills confidence and credibility in the trucking services you provide. You are an expert in logistics and the safe delivery of goods – make sure your invoice reflects your skill and professionalism.

How to fill out your trucking company 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 trucking companies

You have a very important relationship with your clients. Your ability to safely transport their cargo is part of the service they provide to their own clients – and in many cases they would not be able to run their business without your trucking services. So make sure you are paid promptly for your hard work by following these important steps.

Start sending free invoices today
  • Look through our wide range of specialized trucking company invoice templates in different designs and colors, and pick the one that best reflects your brand
  • Download the template in the format you like to use, such as Word, Excel, PDF, Google Docs, or Google Sheets. It’s free!
  • Add your business name and contact information. If you provide special features such as cross-border or rush service – make sure you mention it here where your clients will notice
  • Insert your logo, website, and any other professional-looking transportation graphics
  • Add in your client’s name and contact information
  • Generate a unique invoice number
  • Include the date of the invoice and the dates the trucking job was started and competed, and the payment due date
  • List the services you provided, the competed delivery dates, and prices based on mileage, hourly rate, or flat rate. Also make sure all the necessary information is included for insurance purposes
  • Add or remove lines to customize the invoice format to include special charges such as customs fees
  • If you are including a discount for a repeat customer, or to encourage more work from a first-time client, add a line explaining the discount so your client knows they are getting a deal
  • Calculate the total price of the project, including applicable tax, and list the total at the bottom of the invoice
  • Include your payment terms, such as the methods of payment you accept
  • Add a personal line at the end, especially if this is a valued, regular client. Thank them for the business, or tell them how much you enjoyed working with them. It could lead to even more work and some great referrals!
  • Save the invoice – and give a copy to your client!

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When is the right time to send an invoice to your trucking clients?

The right time to send an invoice varies with the trucking job and the client. Some trucking companies wait to send an invoice at the end of a delivery, especially if it is a short haul.

As an independent trucking business owner or contractor, you need to keep the revenue coming in, so many trucking companies ask for full payment or a percentage of the estimated cost up front, with the remainder on completion of the project.

If you are dealing with a regular client, you can discuss the option of invoicing monthly, or at other convenient intervals.

Illustration of hourglass timer

Handy invoicing tips for trucking company professionals

Always include a ‘payment due’ date

Delivery dates

Detail, details, details

Accepted payment methods

Include any customs information

Don’t be shy about following up

Free Invoice Template vs. Wave Invoicing Software

Free Invoice Template
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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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