Free template
Trucking invoice template
A trucking invoice bills a customer for a load: who hauled it, where it was picked up and delivered, the BOL number, the line haul and any accessorial charges. Fill in this invoice on the page, add your company name and logo, then print it or save it as a PDF to send.
What you type stays in this browser. Nothing is sent to us.Done? Save as PDF ↓
Invoice
Invoice
Bill to
Load details
Line haul and charges
| Description | Quantity | Rate | Amount |
|---|---|---|---|
Accessorial charges
| Description | Quantity | Rate | Amount |
|---|---|---|---|
Totals and taxes
Payment terms and notes
Tax lines and totals are left for you to fill in on purpose: which taxes apply (GST, HST, QST or PST) depends on the service, the province and who you bill. Enter them yourself and check them with your accountant.
Tax rules: Canada Revenue Agency, GST/HST rates (canada.ca/en/revenue-agency/services/tax/businesses/topics/gst-hst-businesses/charge-collect-which-rate).
What a trucking invoice needs so it gets paid
Shippers and brokers match an invoice to the load before they pay it. Put the load or PO number, the BOL number and the pickup and delivery dates on every invoice, and attach the signed BOL or proof of delivery. Accessorial charges such as detention or lumper fees go on their own lines, so the customer can check each one against the rate confirmation.
Pickup and delivery times your customer can check
High Point GPS tracking records each trip, the distance driven and when a truck enters and leaves a geofenced site, so the times on an invoice come from the vehicle. FleetZap, our own software, adds a Dispatch module with proof of delivery and a live tracking link for your customer, and it connects to QuickBooks.
Get a quoteFour tips for invoices that get paid
Use one invoice number per load and never reuse it. It is how you and the customer find the load later.
Copy the load number and rate from the customer's rate confirmation, so the invoice matches what they approved.
List each accessorial on its own line with the reason, for example detention hours at the receiver.
Send the invoice with the signed BOL or proof of delivery as soon as the load is delivered.
Questions about trucking invoices
- What should a trucking invoice include?
- Your company name, address and carrier numbers; the customer's billing details; an invoice number, date and due date; the load or PO number, BOL number, and pickup and delivery locations and dates; line haul and accessorial charges with quantity, rate and amount; the taxes that apply; the total; and your payment terms and how to pay.
- Which sales taxes go on a trucking invoice in Canada?
- It depends on the service, where it is supplied and who it is supplied to, according to the Canada Revenue Agency. Some provinces use the HST, others the GST plus a provincial tax, such as the QST in Quebec. This template leaves the tax lines and amounts for you to fill in. Check them with the CRA, Revenu Québec or your accountant.
- Does this template add up the totals?
- No. You type the amount on each line, the subtotal, each tax and the total, so the invoice shows exactly the figures you decided on. Check the arithmetic before you send it. If you invoice many loads a week, accounting software calculates totals and taxes for you, and FleetZap, our dispatch and maintenance software, connects to QuickBooks.
- Is anything I type sent to High Point GPS?
- No. The invoice runs entirely in your browser, and nothing you type is sent to us. Your entries stay in this browser on this device until you clear them. When it is done, print it for signatures or save it as a PDF, and clear the form if you use a shared computer.
- What are accessorial charges on a trucking invoice?
- Accessorial charges are fees for work beyond the basic line haul, usually agreed with the customer before the load. Common examples are detention when a truck waits past the free time, lumper fees for unloading, extra stops, liftgate service and layover. List each one on its own line with the reason and the rate from the rate confirmation.