Dispatch Services Invoice Template

Free invoice templates for dispatch services built for dispatch fees, per-load charges, and monthly retainers. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: dispatch services invoice, dispatch services bill, or TDS invoice.

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Download Free Dispatch Services 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 Dispatch Services Invoice Template

Best for:

Logo, MC, SCAC and client fields.

Printable Dispatch Services Invoice Template

Best for:

Totals, approvals, signatures, dates.

Editable Dispatch Services Invoice Template

Best for:

Edit calls, fees, detention, TONU.

Free Dispatch Services Invoice Template

Best for:

Carriers, lanes, loads, rate lines.

How to Invoice as a Dispatcher

Track each load, bill the period, and make payment easy.

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In 5 Steps:

Confirm the scope, rate model, and service period in writing before work starts.
Log each dispatch task with load or reference numbers, dates, and client approval.
Add your fees for the period, including agreed add-ons like after-hours, detention, or TONU.
If you took a deposit or retainer, note it and apply it to the balance on this invoice.
Send the invoice with payment options, then follow up and record the payment.

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What to Include in a Dispatcher Invoice

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

Business name, address, email, and phone
Client name and billing contact
Invoice number
Invoice date and service period
Service agreement or PO number
MC/DOT or carrier ID (compliance)
Load or reference numbers per dispatch
Rate model and unit of measure
Payment terms and due date; late fee policy
Payment details and currency; tax note if applicable (check local rules)

Billing Scenarios for Dispatchers

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

Dispatch fee (% of load); Booking fee

Per dispatch billed as a percent of the load rate

Shows your fee is tied to the confirmed rate and keeps admin costs separate.

Monthly retainer; Per-load fee

Monthly coverage with a retainer plus per-load work

Sets a base for availability while charging fairly for actual moves.

Carrier onboarding; Broker setup

New carrier onboarding and paperwork setup

Covers time to verify IDs, collect docs, and create profiles.

After-hours coverage; Emergency dispatch

After-hours or weekend dispatch support

State whether tax applies to your services and cite the basis if needed. When unsure, check local rules.

TONU handling; Admin time

Truck ordered not used or canceled load support

Pays for calls and paperwork to secure TONU or cancellation confirmations.

Detention coordination; Time billed

Captures the time spent negotiating, tracking, and documenting wait time.

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What dispatch services usually bill for

List dispatch fees, per load charges, routes, and monthly retainers with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Load Booking & Rate Confirm

Item

When shipper accepts rate

Per load × fixed rate. Includes rate negotiation and written confirmation to lock terms.

Check Calls & Load Tracking

Time

During pickup to delivery

Hours × hourly rate. Scheduled updates and GPS check-ins to keep shipper and broker informed.

Carrier/Broker Setup Packet

Item

When new broker onboarded

Per packet × fixed rate. Collect W-9, MC/DOT, references, and submit forms to get approved.

Route & Fuel Planning

Time

Before pickup on long haul

Hours × hourly rate. Plan miles, hours, fuel stops, and rest to cut costs and avoid delays.

POD & Billing Submission

Item

After delivery documents received

Per load × fixed rate. Submit POD, rate confirmation, and invoice to broker or factoring to speed payment.

Detention/Layover Admin

Time

When detention/layover reported

Hours × hourly rate. Log times, request approvals, and file for accessorials per contracts.

TONU Claim Handling

Item

When truck ordered not used

Per claim × fixed rate. File documents and follow up until credit memo or revised rate received.

Tolls, Scales & Parking Pass-Through

Item

When reimbursable fees incurred

Pass-through as billed. Attach receipts and list by load for clean reconciliation.

Lumper Fee Pass-Through

Item

When lumper used at dock

Pass-through as billed. Capture receipt at dock and attach to load documents.

After-Hours Dispatch Support

Time

Nights, weekends, holidays

Hours × after-hours rate. Emergency re-routes, reschedules, and issues outside standard business hours.

Save and reuse your dispatch fees and rates

Create a free account and save per load fees, dispatch charges, and retainers once, so nothing gets retyped.

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Common Dispatcher Invoicing Mistakes

These trip-ups slow pay and spark disputes. Use these quick fixes to keep cash moving.

Mistake

How to fix it

Leaving out the service period and load IDs causes confusion and delayed approval.

Always list the exact period covered and the load or reference numbers tied to each charge. Pull them from rate cons or confirmations.

Not referencing the signed service agreement or PO leads to questions about terms.

Include the agreement or PO number on every invoice. Store the file and link it in your system for fast lookup.

Separate reimbursable out-of-pocket costs from your service charges. Attach receipts and mark who pays them.

State whether tax applies to your services and cite the basis if needed. When unsure, check local rules.

Leaving out payment rails and remittance info slows payment runs.

Include bank, ACH, or wire details plus the remittance email. Match the name on the account to the invoice.

Missing compliance IDs like MC, DOT, or carrier numbers stalls vendor setup.

Show required identifiers on the invoice header. Keep them current in your client records.

Dispatch Services Invoice FAQs

Bill detention, layover, TONU, percentage-of-load, and per-truck plans the right way. Include carrier packets, rate cons, BOLs, and terms. Get clear answers.

How do I bill a percentage-of-load dispatch fee?

Charge a set percent of the line haul or gross. Show the math. Example line item: “Dispatch fee: 8% of $2,500 line haul = $200.”

Can I pass through detention and layover to the carrier?

Yes. List the rate and hours or days, then attach the rate confirmation and POD. Example: “Detention: 4 hours @ $50 = $200.”

What should my payment terms say on the invoice?

State due date, accepted methods, and late fees. Add who pays accessorials and who handles lumper. Example: “Net 7 days. 1.5% monthly late fee. Accessorials billed as incurred. Use our Dispatch Services Invoice Template to speed this up.”

How do I charge for truck order not used (TONU)?

Use a flat fee from the rate confirmation or your policy. Note the broker and load ID. Example: “TONU: Load 12345, XYZ Broker = $250.”

How do I handle lumpers and advances?

Treat them as reimbursements with receipts. List each as pass-through. Example: “Lumper: ABC Warehouse, receipt #7783 = $185.”

What’s the best way to price multi-stop loads and deadhead?

Add a per-stop fee plus any extra miles. Show the miles or stop count. Example: “Multi-stop fee: 3 extra stops @ $35 = $105” and “Deadhead: 62 miles @ $1.00 = $62.”

Which documents should I attach to support the charges?

Attach rate confirmation, BOL, POD, and any lumper or detention proof. Carriers and brokers pay faster with proof. Example attachment list: “Rate con, POD signed 09/12, Lumper receipt.”

How do I bill after-hours or weekend dispatch?

Use a premium rate for loads booked or managed outside business hours. Note the time window. Example: “After-hours dispatch: Friday 8–11 pm flat = $75.”