How to Write a Freight Invoice
Trucking companies and other freight transportation providers bill for their services using a freight invoice. If you use software designed for transportation providers, it will write your invoices for you. If your software is not capable of writing invoices, you can write your own invoice to use to bill your customers. Blank invoice templates are available to assist you in writing your freight invoice or blank invoices are available in most office supply stores for purchase.
Other People Are Reading
Instructions
-
-
1
Enter your name and contact information at the top of your invoice. Print or type your name, address and phone number using an easy-to-read font, such as Arial or Times New Roman.
-
2
Enter your invoice number. While you can start your invoices with any number you choose, you should number future invoices sequentially to make it easier for you when you are tracking payments.
-
-
3
Write your customer's name and address using the same font as you used for yours. Call the customer to confirm the billing address if you are not sure you have the correct address.
-
4
Specify payment terms such as "Net 30" to let your customer know how long she has to send your payment. Include the date that you write the invoice. Payment terms typically start from the date of the invoice.
-
5
Enter the date of the freight services you provided, a description of the service, the charged rate and, if you charge by the mile, the pickup and destination of the load. Calculate the total freight charge. For example, "04/29/2010, Full trailer load from Seattle, Washington to Portland, Oregon, 145 miles @ $2.59 per mile." Include the total mileage charge of $375.55.
-
6
Include any fuel surcharge, driver load/unload rate and detention on the invoice. For example, enter "Fuel Surcharge @ $0.25 per mile." Include the surcharge total of $36.25. If your driver assisted with loading or unloading, enter the service in the description and the amount charged. If the shipper or receiver delayed your driver and you charge detention, enter "Detention" in the description along with the amount of time you are charging for and the total. For example, "Detention at Receiver, $50 per hour for 3 hours" and include the total charges of $150.
-
7
Total your invoice. Add all of your charges and enter the total at the bottom of the invoice. For example, $375.55 + $36.25 + $150 = $561.80.
-
1
Tips & Warnings
You must include your own company's reference number on the freight invoice to enable the Internal Revenue Service and the Federal Motor Carrier Safety Administration to match your invoices to your bill of ladings and driver logs.
The amount you charge for your fuel surcharge varies depending on the price of fuel.
Carriers typically allow the shipper and receiver two free hours before charging detention.
Double check any math to ensure that your calculations are correct.
You must include a notice with the invoice or on the invoice stating any penalties for late payment to be able to collect late charges.
