Auto Transport Invoice Template

Free invoice templates for auto transporters built for transport charges, fuel surcharges, and mileage charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: auto transport invoice, auto transport bill, or car hauler invoice.

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Download Free Auto Transport Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Auto Transport Invoice Template

Best for:

Logo, carrier and booking IDs.

Editable Auto Transport Invoice Template

Best for:

Edit route, open or enclosed, extras.

Printable Auto Transport Invoice Template

Best for:

Totals, inspection line, signatures.

Free Auto Transport Invoice Template

Best for:

Vehicle, VIN, miles, pickup, delivery.

How to Invoice for Auto Transport

A simple booking to payment flow that shows deposit, changes, and the final balance without surprises.

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In 5 Steps:

Confirm route, vehicle, and service with the client and agree on the rate and terms.
Send a booking estimate and collect a deposit to reserve the slot.
Complete the transport and record any changes, access issues, or add ons during the run.
Build the invoice with separate lines for base rate, surcharges, credits, and attach the Bill of Lading.
Apply the deposit, show the balance due and due date, then send the invoice with payment options.

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What to Include in an Auto Transport Invoice

These are the must have fields for clear, compliant invoices.

Invoice number and issue date
Business name, address, phone, email
USDOT number and MC number
Client name and billing address
Pickup and delivery addresses
Vehicle year, make, model, VIN
Service level and pickup window
Line items table (description, qty, rate, amount)
Bill of Lading number and order or dispatch number
Payment terms, deposit received, balance due, tax note (check local rules)

Billing Scenarios for Auto Transport

How to label charges so every invoice makes sense the moment your clients see it.

Inoperable vehicle fee; Winch fee

Vehicle does not run or steer

Extra equipment and time are needed to load and unload safely.

Enclosed carrier upgrade; Top-load preference

Client upgrades to enclosed carrier or requests top load

Added protection reduces capacity and costs more to schedule.

Residential access surcharge; Tow-out assist

Street access is too tight for a full size truck

The driver must stage, meet nearby, or arrange a tow to reach the car.

Expedited pickup; Guaranteed window

Client needs pickup inside a tight guaranteed window

Record the deposit as a payment or credit and display the remaining balance due.

Oversize vehicle surcharge; Lift or roof rack handling

Oversize or modified vehicle dimensions

Fewer deck spaces fit the unit and it weighs more.

Storage fee; Re-delivery

Yard time and a second trip add real costs.

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Accessorials and surcharges for auto transport

Price transport charge, fuel surcharge, mileage, pickup and drop, and release fees with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Open carrier transport

Item

Standard vehicle shipping

Formula: vehicles × miles × rate per mile. Include a signed bill of lading and curbside delivery where accessible.

Enclosed carrier upgrade

Item

Protect high-value or classic

Formula: vehicles × upgrade rate. Use when weather, privacy, or ground clearance demands enclosed service.

Inoperable vehicle winch

Item

Car won’t run or brake

Formula: vehicles × winch rate. Covers powered loading with winch and skates when steering is limited.

Expedited pickup window

Item

Tighter pickup timeframe

Formula: shipment × rush factor. Prioritize dispatch within a narrower window; confirm availability before billing.

Top-load position request

Item

Customer wants top deck

Formula: vehicles × add-on rate. Reduces drip risk from upper units; limited by trailer space.

Residential access surcharge

Item

Gated, low-clearance, or tight streets

Formula: stop × surcharge rate. Applies when meeting at a nearby lot isn’t possible or safe.

Port or auction pickup

Item

Release needs gate pass

Formula: visit × coordination time. Includes release coordination and staging; capture lot number and buyer ID.

Detention / wait time

Time

Delays at pickup or delivery

Formula: hours × hourly rate after grace period. Driver logs must support time billed.

Toll & ferry pass-through

Item

Route includes toll roads

Formula: pass-through as billed. Attach receipts and reference route segment on the invoice.

Fuel surcharge

Item

Long routes or index changes

Formula: shipment × fuel index factor. Apply consistently per your published fuel table.

Save and reuse your auto transport rates and fees

Create a free account and save transport charges, fuel surcharges, mileage, and release fees once, so nothing gets retyped.

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Common Auto Transport Invoicing Mistakes

Invoicing can get messy fast. Use these simple fixes to prevent confusion and disputes.

Mistake

How to fix it

Bundling all charges into one amount hides costs and sparks disputes.

Use separate lines and short notes for each charge so the client sees what changed and why.

Leaving off USDOT and MC numbers undermines trust and can delay payment.

Put compliance IDs in the header and keep insurance details handy for requests.

Write the window clearly, note open or enclosed, and flag any guaranteed timing.

Record the deposit as a payment or credit and display the remaining balance due.

Skipping the Bill of Lading reference weakens proof that work was done.

Include the signed BOL number and attach a copy with the invoice.

Adding extra charges without written approval invites chargebacks.

Confirm changes in writing with a timestamp and add them to the invoice before sending.

Auto Transport Invoice FAQs

Use our Auto Transport Invoice Template for line-item help on per-mile rates, fuel surcharge, BOL refs, winching, reattempts, and COD balances. For carriers and brokers, clear answers.

How should I invoice a broker deposit and COD balance?

List two lines with the load ID. Example: “Broker Deposit (paid): $200” and “COD on Delivery: $700, cash/cashier’s check,” Terms: due on drop-off.

How do I show per-mile pricing with a fuel surcharge?

Break it out. Example: “Line-haul 1,200 miles @ $0.70/mi: $840” and “Fuel Surcharge 12%: $100.80,” Total: $940.80.

What do I list when the car doesn’t run?

Call it non-running and add the assist fee. Example: “Non-Running Vehicle Winch Assist: $95” and “Extra Labor 30 min: $40,” attach BOL photos.

When can I bill a reattempt or redelivery?

If the pickup or drop fails due to shipper/consignee, add a return. Example: “Reattempt/Redelivery: $125” and “Extra Miles 18 @ $2.00: $36.”

What documents should I attach to get paid fast?

Attach the signed BOL, condition photos, carrier MC/DOT, and COI if requested. Reference: “BOL #12345 attached” and “Photos pre/post-trip attached.”

How do I price a pickup or delivery address change mid-route?

Use a reconsignment line plus added miles. Example: “Reconsignment Fee: $75” and “Added Miles 42 @ $1.80: $75.60,” terminal fees vary—check local rules.

How do I charge for driver wait time at pickup?

State free minutes, then bill detention. Example: “Detention 45 min @ $1.50/min: $67.50,” note “First 30 min free per stop.”

Should I separate broker fee from the carrier’s haul?

Yes, keep the broker fee distinct. Example: “Broker Fee: $150” and “Carrier Line-haul: $880,” the auto hauler gets paid on the carrier line.