Creating accurate and professional invoices is a key part of running a successful trucking business. To make your invoicing process smoother, here’s a complete checklist of what should be included in every freight invoice.
1. Your Company Information
Start your invoice by including your company’s basic details at the top. This information helps your client recognize the invoice and know how to reach you if needed.
Details to include:
Company name
Mailing address
Email address
Phone number
Company logo
2. Invoice Number
Every invoice must have a unique invoice number. It serves as a reference for both you and the client in case of any inquiries or disputes, and it also helps with organizing and tracking payments. Make sure to use a numbering system that is easy to follow.
Example: INV-001, INV-002, etc.
3. Client Information
Include the name and contact details of the client or business you are billing. This ensures the invoice is directed to the right person or department within the company.
Details to include:
Client’s business name
Mailing address
Phone and email (optional, but useful)
4. Load and Service Details
Provide a clear breakdown of the services you rendered. This section should describe what was shipped, the type of load, and any additional services provided. Include any specific details that the client would expect to see to avoid confusion.
Details to include:
Load description (e.g., flatbed load, refrigerated, dry van)
Pickup and delivery addresses
Date of service
5. Payment Terms
Specify the payment terms so your client knows when payment is due. Common payment terms in trucking include Net 30 (payment due within 30 days) or Quick Pay for faster payments. Make it clear to avoid any misunderstandings.
Examples:
Net 30
Net 45
Quick Pay options (if available)
6. Rate and Total Charges
List out the rate charged for the service. This could be a flat rate or based on mileage, depending on your agreement. Ensure you also include any additional charges like fuel surcharges or accessorial fees (detention, layover, etc.).
Details to include:
Rate per mile or flat rate
Total amount due
7. Accessorial Charges
Sometimes, extra services or delays require additional fees, such as detention, layover, or lumper fees. These accessorials should be listed separately on the invoice so the client understands exactly what they are being charged for.
Examples:
Detention charges
Layover fees
Lumper fees
Tolls or additional costs
8. Payment Instructions
Be clear about how the client can pay the invoice. Whether you accept payments via check, bank transfer, or another method, make it easy for your clients to pay on time.
Details to include:
Payment method (e.g., ACH, check, credit card)
Bank account information (if applicable)
Any specific instructions or notes
9. Additional Notes or Terms
If there are any additional terms or conditions regarding the service or payment (such as early payment discounts or late payment penalties), make sure to include them here. This helps set expectations and prevent disputes.
Need Help Creating a Professional Freight Invoice?
If you’re looking for an easy way to create polished and professional invoices, check out our Trucking Invoice Template. This fully customizable template allows you to add your business information, insert your logo, and tailor it to your specific needs.
Designed for simplicity and professionalism, our template is available as a Word document, making it easy to use in Microsoft Word or upload to Google Docs for seamless customization. With this template, you’ll save time and create invoices that look professional every time!
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Soshaul Logistics LLC and its affiliates do not provide tax, legal or accounting advice. This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or accounting advice. It is meant to serve as a guide and information only and Soshaul Logistics, LLC does not assume responsibility for any omissions, errors, or ambiguity contained herein. Contents may not be relied upon as a substitute for the FMCSA's published regulations. You should consult your own tax, legal and accounting advisors before engaging in any transaction or operation.
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