How to make a invoice in one minute
- Fill in From with your company or owner-operator details and Bill to with the broker or shipper that issued the rate confirmation.
- Type the load number in Load / BOL No. and the origin and destination in Pickup and Delivery; brokers match invoices on these.
- Replace the sample descriptions and rates: miles as quantity and your per-mile rate for the line haul, then the fuel surcharge on the same miles.
- Press Add line for accessorials such as detention, layover or lumper fees, and update Notes with the delivery date and proof of delivery.
- Set Terms to Net 30, add your bank details under Payment details, then press Download PDF.
How to invoice for trucking and freight
A freight invoice is checked against the rate confirmation, so it should use the same structure. The sample line haul runs Dallas, TX to Memphis, TN, 452 miles at 2.35 per mile, with the bill of lading (BOL) number in the description; the BOL is the shipping document that lists the load, and brokers search by its number. If your rate confirmation is per load or a percentage of the line haul, set the quantity to 1 and the rate to the agreed figure.
The fuel surcharge is its own line, in the sample 0.42 per mile on the same 452 miles, so it can move with fuel prices without touching the base rate. Accessorial charges, meaning anything on top of the line haul, each get a line at the agreed hourly or flat amount: detention (waiting beyond the free time), layover and lumper fees. The sample shows two hours of detention at the consignee at 60.00 an hour.
Above the lines, Load / BOL No., Pickup and Delivery print in the meta block. Brokers match payment on these, so copy them exactly from the rate confirmation. The prefilled Notes say proof of delivery is attached and give the load number and delivery date; keep that sentence, because a freight invoice without the signed POD is usually held.
Terms are Net 30, the standard in freight, with quick-pay offered at 2% within 5 days: a small discount in exchange for early payment. If you factor your invoices, selling them to a factoring company for immediate cash minus a fee, the terms should name the factor as payee.
Trucking invoice template: quick-pay, factoring and getting paid
Send the PDF and the POD together; the Email button opens your mail app with a message prefilled and reminds you to attach the file. When payment lands, Mark as paid updates the status in Recent documents, so you can see which loads are still outstanding. Duplicate starts the next load’s invoice with the next number.
Your data stays on your device
Load numbers, broker details and rates you enter stay in this browser; nothing is uploaded when you build the PDF. The PDF is generated in your browser by a small worker; nothing is uploaded, and there is no account to create. Drafts, clients and your business profile live in your browser's local storage (IndexedDB), and one button under "Your data" deletes all of it. To verify, open your browser's developer tools, watch the Network tab while you fill in and download a document, and note that no request carries your details. Read the privacy policy and how it works for the details.
Templates, currencies and PDF output
| Templates | Classic, Modern, Minimal, Compact, Ledger, Receipt (6 layouts; accent colour and logo are yours). Prefilled invoice and receipt templates by trade open in the same editor. |
|---|---|
| Currencies | 68 ISO currencies with the right symbol and decimals, for example USD, CAD, GBP, EUR, AUD, INR and JPY. Country presets also set the tax lines and ID labels. |
| Paper sizes | A4 and US Letter; page numbers on multi-page documents |
| Numbering | Sequential per type, default prefix INV-0001, editable |
| Output | PDF download (text stays selectable), print, or a prefilled email with the PDF attached by you; file name Invoice-number-client.pdf |
Frequently asked questions
What is a BOL number and why do brokers ask for it?
The bill of lading is the document the shipper signs when the freight is loaded; its number identifies the load from pickup to payment. Brokers match your invoice to the rate confirmation using the load or BOL number, so put it in the Load / BOL No. field and the line haul description.
How do I bill a fuel surcharge?
As its own line, with the same mileage as the line haul and the per-mile surcharge from the rate confirmation, as the sample does at 0.42 per mile. If the surcharge is a percentage of the line haul, enter quantity 1 and the calculated amount.
What are detention, layover and lumper fees?
They are accessorial charges, meaning extras on top of the line haul. Detention is waiting time beyond the free hours at a shipper or receiver, usually billed per hour. Layover is a flat fee for a lost night between loads. Lumper fees repay you for loading or unloading labor at a warehouse.
Should I bill per mile or per load?
Follow the rate confirmation. Per mile, as in the sample, means miles as the quantity and the rate per mile; per load means quantity 1 and the flat amount; a percentage of the line haul means quantity 1 and the calculated share. The description should still name the lane and the BOL number.
What does quick-pay mean on a trucking invoice?
Quick-pay is an early-payment discount: the sample terms offer 2% off if the broker pays within 5 days instead of the usual Net 30. State it in Terms and conditions. If you use a factoring company, replace it with the factor's remittance instructions, since they receive the payment.
Can I put several loads on one invoice?
You can, but brokers match one payment to one load, so one invoice per load is safer. If a shipper wants a single monthly invoice, give each load its own line haul line with the BOL number, lane and date in the description, with surcharge and accessorial lines under each.
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Last updated 2026-09-27. Presets are starting points — confirm current rates and requirements with your tax authority. PDF engine: pdfmake (MIT); fonts: Inter and Noto Sans (SIL Open Font License).