Invoicing Software for Trucking Companies

Trucking rates take multiple forms—per-mile on long-haul lanes, flat-rate on dedicated routes, per-hundredweight on LTL shipments, and percentage-of-load on brokered freight. Your invoicing has to match whatever rate structure the rate confirmation specifies, and it has to show the math so the broker's AP clerk can verify the charge without calling your office.

Billed lets you set up each linehaul as the primary line item with the rate type, quantity, and total clearly displayed. A per-mile load shows loaded miles, deadhead miles if contractually compensated, and the per-mile rate. A flat-rate load shows the agreed amount from the rate confirmation. When you run the same lane repeatedly for a contract shipper, save the rate as a template so every invoice pulls the correct linehaul without re-entry.

Brokers process hundreds of carrier invoices weekly. The ones that match the rate confirmation line-for-line get paid first. The ones that require manual reconciliation sit in a queue. Structuring your linehaul to mirror the rate confirmation format is the single fastest way to move from 30-day payment to 15-day payment on brokered freight.

Fuel is the largest variable cost in trucking, and fuel surcharges exist to pass that volatility to shippers and brokers. Most rate confirmations peg the surcharge to the DOE National Average Diesel Price published every Monday, applying a per-mile surcharge that adjusts on a sliding scale as diesel moves through price brackets.

Billed lets you set your fuel surcharge schedule in a reusable template. When diesel rises from $3.80 to $4.10 per gallon, you update the bracket once and every invoice generated that week applies the correct surcharge rate to loaded miles. No spreadsheet lookups, no copying last week's surcharge onto this week's invoice, and no billing the wrong rate because you forgot the DOE index updated.

For carriers running under contracts with quarterly fuel surcharge resets, Billed keeps a history of the applied rate on each invoice. When a shipper audits surcharges at year-end, your records show exactly which DOE index week each load referenced, which bracket applied, and the per-mile surcharge billed. That audit trail eliminates the back-and-forth that ties up thousands of dollars in disputed fuel surcharge revenue.

The freight itself is only part of what a carrier earns on a load. Detention at the shipper or receiver—typically billed after two hours of free time at $50–$100 per hour—represents revenue that many carriers leave on the table because they never invoice it or cannot document the wait time. Layover charges when a driver is held overnight between pickup and delivery, truck-ordered-not-used fees when a load cancels after dispatch, and lumper fees at grocery and retail distribution centers all add up.

Billed creates standardized line items for each accessorial charge type. Detention records the facility name, arrival and departure times, free time allowance, and the per-hour rate from the rate confirmation. Liftgate charges, inside delivery fees, driver-assist unloading, and residential delivery surcharges each appear as documented items with the agreed rate.

When a broker disputes a $300 detention charge, your invoice shows the timestamps, the contractual rate, and the calculation. That level of documentation turns a dispute into a verification—the broker's AP department can confirm the charge against their own facility records instead of rejecting it as unsupported. Carriers who invoice accessorials consistently and with documentation collect 20–40% more per-load revenue than those who only bill the linehaul.

Factoring companies fund carrier invoices within 24–48 hours, but only if the paperwork is clean. A factoring submission that lacks the bill of lading number, rate confirmation, or proof of delivery gets kicked back for corrections—and every day of delay costs you the cash flow that keeps your trucks moving.

Billed ties each invoice to the BOL number, rate confirmation reference, and PRO number as structured fields rather than free-text notes. When you generate the invoice, these references print in consistent positions that factoring companies and broker AP departments expect. Attach a signed POD, the rate confirmation PDF, and a lumper receipt if applicable, and the entire submission package is ready without assembling documents from three different folders.

For carriers using recourse or non-recourse factoring, clean first-submission documentation directly impacts your effective factoring rate. Factors price risk partly on how much administrative friction a carrier creates. Carriers whose invoices consistently require resubmission pay higher factoring fees—sometimes 1–2% more per invoice—than carriers whose documentation clears on the first pass. Over 200 loads per month, that difference is significant.

Many carriers bill brokers on some loads and shippers directly on others, and the invoicing requirements differ substantially. Broker invoices reference the rate confirmation from the load board or TMS, include the broker's MC number, and follow the broker's specific payment terms—often 30 days with quick-pay options at 2–3% discount. Shipper-direct invoices reference purchase orders or delivery schedules, may include multiple stops on a single invoice, and typically follow NET 30 or NET 45 terms.

Billed lets you maintain separate billing profiles for brokers and shippers on the same load when a load involves both parties—for example, when a shipper tenders freight through a broker but requires accessorial invoices sent directly. Each profile carries its own payment terms, reference numbers, and contact information. When a broker offers quick-pay at a 2% discount for payment within 5 days, the invoice shows the discounted amount and the quick-pay deadline alongside the standard NET 30 amount.

Tracking receivables by broker and shipper separately gives you visibility into who pays on time and who consistently stretches terms. When a broker's average days-to-pay creeps from 28 to 42, you see it in your aging report before it becomes a cash flow crisis—and you have the data to renegotiate terms or move freight to brokers who pay faster.

Revenue per load means nothing without knowing what the load actually cost to haul. Fuel purchased in each state, toll charges on turnpikes and bridges, driver pay or per-diem, deadhead miles to the pickup, lumper fees at delivery, and scale tickets all eat into the margin between your linehaul rate and your actual profit.

Billed tracks costs against each load record so you can compare gross revenue—linehaul plus all accessorials—against total expenses to see true per-load margin. When you run the numbers by lane, by broker, and by equipment type, patterns emerge. That Chicago-to-Atlanta lane might gross $2.80 per mile but cost $2.50 after fuel and tolls. The Dallas-to-Denver lane grosses $2.40 but costs only $1.70 with cheaper fuel and no tolls. The lower-rate lane is actually more profitable.

For IFTA quarterly fuel tax reporting, Billed logs fuel purchases by state and miles driven by jurisdiction from your load records. Instead of reconstructing fuel receipts and trip reports at the end of each quarter, the data feeds directly from your invoicing and expense records. Carriers who track fuel and miles per-load during the quarter spend hours on their IFTA filing instead of days—and avoid the estimated filings and amended returns that trigger audit flags.