Freight Invoice Template

• This freight invoice bills the shipper directly, for one shipment, with the linehaul by weight or at a flat rate. Use it when the shipper hired you without a broker in between.
• The trucking invoice bills a freight broker for one load you hauled under the broker's rate confirmation, with the linehaul by loaded miles, lumper and scale fees at cost and any advance taken off.
• A courier invoice bills an account client for many deliveries over a billing period, as a delivery log.
• A moving company invoice bills a household or business for a move, with crew hours, packing materials and a deposit.

The linehaul is the charge for moving the freight itself. The sample rates it by weight, in hundredweight (cwt): 1 cwt is 100 lb, so 9,600 lb is 96 cwt, and 96 × 21.50 is 2,064.00. Put the weight and rate in "Details" too, so the shipper can check them against the quote.

If you quoted a flat price for the shipment, enter 1 as the quantity, "shipment" as the unit and the quoted price as the rate. Either way, the linehaul should match what you quoted. The sample's first note points to the quote: "Linehaul and accessorial rates as quoted on [Quote no.] for this shipment."

"Freight class" is a placeholder. If your quote was based on a freight class, enter the class it used; if not, leave it blank.

Accessorials are services beyond moving the freight between the two docks. Give each one its own line, with the reason in "Details": the sample bills a liftgate because the "Consignee has no dock", and inside delivery "To the stockroom, ground floor". Set out your accessorial rates in the quote, so the charges on the invoice aren't a surprise.

Detention is time the truck is held at a stop beyond the free time you agreed. The free time and the hourly rate are your business terms. The sample's note says "Sample terms: 2 hours free at each stop, then detention at 60.00 an hour.", and the detention line reads "1.5 hours after 2 free hours". Record the arrival and departure times at the stop, so you can show how you counted the hours if the shipper asks.

"USDOT / MC no." is a placeholder for your registration numbers. In the US, FMCSA says that "Companies that operate commercial vehicles transporting passengers or hauling cargo in interstate commerce must be registered with the FMCSA and must have a USDOT Number" (FMCSA: Do I Need a USDOT Number?, opened Oct 29, 2026). It also says operating authority can be identified as an "MC," "FF," or "MX" number, "depending on the type of authority that is granted" (FMCSA: Get Operating Authority, opened Oct 29, 2026). Which numbers apply to you depends on what you haul and where, so check with FMCSA, or the rules where you work outside the US.

1. Add your business details and USDOT and MC numbers, then the invoice number, invoice date, payment terms, due date, PRO number and BOL number.
2. Enter the shipper under "Bill to (shipper)", with their account and PO numbers, then the shipment: shipper, consignee, origin, destination, dates, the freight and its weight.
3. Enter the linehaul from your quote, by weight or at a flat rate.
4. Add each accessorial with its reason, and any detention hours after the free time.
5. Set the fuel surcharge rate, or 0% if you don't charge one.
6. Edit the shipment notes, replace "[Quote no.]" and the placeholders in "How to pay" with your own details, and send the invoice with the proof of delivery.

The PDF is a blank form for filling in by hand, with a blank rate for the fuel surcharge. The Word and Excel files have the same layout with the sample filled in, for you to overwrite.

In the Excel file:

• each line amount is "Qty" × "Rate", rounded to the cent;
• the linehaul and accessorials subtotals are formulas, and "Subtotal" adds the two tables together;
• "Fuel surcharge on linehaul" is its rate × the linehaul lines only, and the amount due is the subtotal plus the fuel surcharge;
• to leave out the fuel surcharge, set its rate to 0%. Don't delete the row, because the amount due refers to it;
• each table has one blank row. For more lines, insert a row inside the table and copy the amount formula into it, then check that the table's subtotal and "Subtotal" include it, and for a linehaul line, the fuel surcharge too.

In Word or on the PDF, work out the amounts yourself.

For a general layout rather than a freight one, see the invoice templates for Word, for Excel, as a PDF, for Google Docs and for Google Sheets, or browse all invoice templates.

• Trucking invoice for billing a broker for a load
• Courier invoice for a month of deliveries
• Moving company invoice for household and office moves
• Towing invoice for tows, with miles, winching and storage days
• E-commerce invoice for online orders, with shipping as one line