What to put on a trucking invoice
Brokers and shippers pay invoices that match their paperwork. Missing a load number or a signed proof of delivery is the most common reason a trucking invoice waits weeks. Include:
- Your company name, MC and DOT numbers
- The load number and the rate confirmation number
- Pickup and delivery — cities, dates, and miles if your rate is per mile
- Line haul, either flat or per mile
- Accessorials: fuel surcharge, detention, layover, lumper, extra stops, truck ordered not used (TONU) — only those in the rate confirmation or approved in writing
- The BOL number, with the signed bill of lading or proof of delivery attached
Example trucking invoice
| Line item | Qty | Rate | Amount |
|---|---|---|---|
| Line haul – Load #48213, Dallas, TX → Memphis, TN (452 mi) | 1 | $1,650.00 | $1,650.00 |
| Fuel surcharge (loaded miles) | 452 | $0.42 | $189.84 |
| Detention at receiver – 3 hrs after 2 free hrs | 3 | $50.00 | $150.00 |
| Lumper fee (receipt attached) | 1 | $225.00 | $225.00 |
| Total | $2,214.84 |
Detention, lumper and other accessorials
Accessorial charges get paid when you can prove them. Record arrival and departure times at each stop, get detention approved by the broker while you're waiting, and keep lumper receipts. On the invoice, give each its own line with the details — hours, receipt numbers — and attach the proof.
Quick pay and factoring
Brokers commonly pay in 30 days or more. Many offer quick pay for a small percentage. Factoring companies buy your invoices and pay you within a day or two, for a fee. If you factor, the invoice usually needs the factoring company's payment details and a notice of assignment — follow their instructions exactly.
Taxes for owner-operators
Fuel, maintenance, tires, insurance, truck payments or depreciation, permits, tolls, scales, ELD and load board subscriptions are business expenses. Truckers away from home overnight can also deduct a special per diem for meals. Keep every receipt and fuel record. Because loads pay unevenly, use the quarterly tax calculator to plan your estimated payments, and the 1099 tax calculator for the full year.
Frequently asked questions
Should I invoice per load or weekly?
Most owner-operators invoice per load as soon as it's delivered, with the paperwork attached. Some regular shippers prefer one weekly invoice listing each load.
How do I show a per-mile rate?
Put the miles in the quantity and the rate per mile in the rate column. The amount works itself out.
What is TONU?
Truck ordered, not used — a fee when a load is cancelled after you've been dispatched. Bill it if your rate confirmation includes it.
Can I attach the BOL to the PDF?
Send the signed BOL or proof of delivery as a separate attachment in the same email, and list its number on the invoice.