Private Driver Invoice Template

Free invoice templates for private drivers built for hourly rates, mileage charges, and parking fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: private driver invoice, private driver bill, or chauffeur invoice.

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Download Free Private Driver 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.

Editable Private Driver Invoice Template

Best for:

Edit standby, fuel, extra stops.

Custom Private Driver Invoice Template

Best for:

Logo, contract terms, retainer lines.

Printable Private Driver Invoice Template

Best for:

Fare, tolls, tip, client signature.

Free Private Driver Invoice Template

Best for:

Pickup, drop, hours, vehicle class.

How to Invoice as a Private Driver

Quote fast, take a deposit, log the ride, then send a clean invoice that applies the deposit and shows pass-through fees.

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In 5 Steps:

Confirm trip details, rates, and policies in a written quote the client approves.
Collect a deposit or prepayment and note your cancellation and wait-time terms.
Drive the job and log start and stop times, miles, tolls, parking, and any extras.
Build the invoice, apply the deposit, attach or link your time and mileage log, and add pass-through fees.
Send the invoice with payment link and due date, then follow up until it is paid.

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What to Include in a Private Driver Invoice

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

Business name, logo, and contact info
Client name and contact info
Invoice number and issue date
Service date with pickup and drop times
Pickup and drop addresses
Vehicle class and plate number
For-hire license or operating authority ID (check local rules)
Itemized charges section
Tolls and parking as separate fees
Deposit received, taxes, balance due, and payment terms

Billing Scenarios for Private Drivers

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

Airport pickup flat; Parking or tolls

Airport pickup with meet and greet in the terminal

Parking and tolls are pass-through costs tied to airport rules, not your service rate.

Hourly rate; Overtime rate

Hourly booking runs past the minimum

Clients see the included hours and the higher rate for time beyond the minimum.

Base point-to-point; Mileage over included

Point-to-point trip goes over included miles

Separating base from overage keeps the base fare clear and the extra miles justified.

Extra stop; Added time

Client adds an extra stop mid-ride

Record exact locations and any access notes and include them on the invoice.

After-hours surcharge; Holiday surcharge

Ride starts late night or on a holiday

Time-based surcharges explain higher pricing on peak-cost dates.

Cancellation fee; No-show fee

Fees cover lost time and travel already started according to your policy.

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Rates, fees, and add ons for private drivers

Include hourly rate, mileage, parking, wait time, and extras with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Hourly Chauffeuring

Time

Booked by the hour

Qty × hourly rate. Log start and stop times on the invoice to avoid disputes.

Point-to-Point Transfer

Item

Flat trip between two addresses

Qty × fixed trip rate. Note pickup window, route, and any included wait time.

Airport Pickup & Meet

Item

Arrivals with curbside or meet-and-greet

Qty × fixed pickup rate. Record flight number and buffer for delays.

Wait Time

Time

You’re waiting beyond included time

Qty × hourly rate, billed in set increments. State the increment and threshold.

Extra Stop

Item

Passenger adds a stop en route

Qty × per-stop rate. Define what counts as an “extra stop” and max detour.

Long-Distance Mileage

Item

Out-of-area or intercity miles

Miles × per-mile rate. Document route start/end points for clarity.

After-Hours/Holiday Premium

Item

Nights, early mornings, holidays

Qty × premium rate. List applicable hours/dates so the surcharge is clear.

Tolls & Parking Pass-Through

Item

Road, bridge, or airport fees

Pass-through as billed. Attach receipts or note reference numbers.

Standby/On-Call Retainer

Time

Hold time for short-notice use

Hours × standby rate or fixed retainer. Note minimums and credit policy.

Spill/Soil Cleaning Fee

Item

Cleanup beyond normal wear

Qty × cleaning fee. Describe condition and keep photos for records.

Save and reuse your private driver rates and fees

Create a free account and save hourly rates, mileage, parking fees, and wait time once, so nothing gets retyped.

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Common Private Driver Invoicing Mistakes

Invoices get ignored when they feel fuzzy. Use these fixes to keep things clear and prevent disputes.

Mistake

How to fix it

Rolling wait time into the base makes the bill look padded and triggers pushback.

Track wait minutes separately and show start and stop times; state the grace period.

Not applying the deposit leaves the balance wrong and kills trust.

Subtract the deposit on the invoice and show the original total and the new balance.

Set a firm due date and a late fee policy; put both on the invoice and in your terms.

Record exact locations and any access notes and include them on the invoice.

No license or operating authority info makes your invoice look non-compliant.

Add your for-hire license or operating authority ID and vehicle plate; if requirements vary, write “check local rules.”

Using vague units for time and mileage confuses clients and slows payment.

Use clear units like hours and miles with start and end logs; round using the policy you stated upfront.

Private Drivers Invoice FAQs

Bill airport waits, tolls, child-seat fees, standby hours, and retainers like a pro. Line items, markups, and terms for private chauffeurs. Get clear answers.

How do I charge for airport wait time?

Start the clock after a clear grace period. List per-minute or per-15-minute blocks. Example: “Airport wait time, 35 min @ $1.50/min = $52.50.”

How should I format an invoice for hourly or day-rate charters?

Group base time, overtime, and adders on separate lines. Use the Private Drivers Invoice Template to keep totals clean. Example: “Charter, 4 hr @ $85/hr = $340; Overtime, 1.25 hr @ $85/hr = $106.25.”

Can I pass through tolls, parking, and airport fees?

Yes. Add them at cost with notes or receipt refs. Example: “Tolls (EZ-Pass), actuals = $14.30; Parking, airport garage = $18.00.”

Do I add mileage or a fuel surcharge for long trips?

Use included miles, then a per-mile rate, or add a percent fuel surcharge. Spell out the threshold. Example: “Mileage, 92 mi over included @ $1.10/mi = $101.20.”

What’s a fair cancellation or no-show policy?

State a cut-off time and a minimum charge. Many drivers bill the minimum block if canceled late or no-show. Example: “Late cancel fee, 2 hr minimum @ $80/hr = $160.”

How do I handle gratuity and service fees?

For corporate rides, add an auto 18% gratuity as a separate line. For residential, leave tip optional. Example: “Gratuity, 18% of fare = $72.00.”

How do I bill multi-stop itineraries?

Add an extra-stop fee and track added wait or miles. Keep each stop listed. Example: “Extra stop fee, 2 stops @ $15 = $30; Added wait, 20 min @ $1.50/min = $30.”

What should I charge for child seats or special gear?

Treat seats, ski racks, or car seats as add-ons per ride. Clean and store between uses. Example: “Child seat rental, 1 unit = $10.”