Taxi and Limousine Invoice Template

Free invoice templates for Taxi and Limousine Drivers built for base fare, mileage charges, and wait time charges. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: taxi and limousine invoice, taxi and limousine bill, or cab invoice

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Download Free Taxi and Limousine Invoice Templates

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Editable Taxi and Limousine Invoice Template

Best for:

Edit hourly, flat, surcharges, stops.

Custom Taxi and Limousine Invoice Template

Best for:

Logo, account, PO, passenger ID fields.

Free Taxi and Limousine Invoice Template

Best for:

Trip date, route, wait time, gratuity.

Printable Taxi and Limousine Invoice Template

Best for:

Clear fares, tolls, fees, signatures.

How to Invoice for Taxi and Limousine

Use this simple flow from booking to paid so clients see what they owe and why.

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In 5 Steps:

Confirm trip details with the client, including pickup, destination, stops, date and time, vehicle class, and rate basis.
Quote the fare using that basis and list expected pass-throughs like parking or tolls in your estimate.
Request a deposit to reserve the booking and note the cancellation window in writing.
After the ride, record actual miles or hours and any extras, then create the invoice.
Apply the deposit, show the balance due and payment terms, and send the invoice with receipts.

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What to Include in a Taxi and Limousine Invoice

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

Business name, address, phone, and email
Licensing and compliance: chauffeur or driver license #, vehicle-for-hire permit #, and insurance policy # (check local rules)
Client name and billing address
Invoice number and issue date
Trip or confirmation number
Pickup date and time
Pickup location and destination address
Vehicle class, make/model, and plate or VIN
Rate basis (flat, per-mile, or hourly) and unit rate
Taxes and mandatory fees (check local rules)
Deposits received, payments applied, and balance due
Payment terms, cancellation policy, and late fee terms

Billing Scenarios for Taxi and Limousine Drivers

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

Airport Flat Rate; Parking/Tolls

Airport pickup with parking and tolls

Airports add fees and toll roads add costs, so separating them keeps the flat fare clean.

Hourly Charter; Overtime

Hourly charter that runs past the booked time

Clients see the included hours separate from extra time, which makes the overage easy to approve.

Extra Stop; Wait Time

Extra stop added during the ride

The added stop and any waiting are distinct from the base trip and easier to explain.

After-Hours Surcharge; Holiday Surcharge

Late night or holiday pickup

List exact addresses and planned times along with the trip or confirmation number. Record any changes and reflect them on the invoice you send.

Cleaning Fee; Downtime

Spill or damage that takes the vehicle out of service

Cleanup and lost time are chargeable and not part of normal service.

Late Cancellation; No-Show Fee

Clear fees protect your time when the car and driver were reserved.

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Rates, fees, and add ons for taxi and limousine services

Price base fare, mileage, wait time, tolls, and surcharges with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Point-to-Point Ride

Item

One-way ride between two addresses

Qty × zone rate or miles × rate. Note pickup, drop-off, and any included miles.

Airport Transfer

Item

Pickups or drop-offs at airports

Qty × route rate. Add flight number and terminal to avoid delays.

Hourly Charter

Time

Chauffeur booked by the hour

Hours × hourly rate. Include minimum hours and any included miles.

Wait Time

Time

Client keeps car waiting on site

Minutes or hours × wait rate. Start after grace period; log start/stop times.

Extra Stop

Item

Added stop during a booked trip

Qty × stop fee. Note address and purpose to justify time.

Toll Pass-Through

Item

Trip uses toll roads or bridges

Pass-through as billed. Attach toll log or transponder report.

Parking/Terminal Fee

Item

Airport parking or event garage fees

Pass-through as billed. Record ticket or receipt and location.

Meet & Greet Sign

Item

Driver meets inside with signage

Qty × service rate. Include name text for the sign and meet location.

After-Hours Surcharge

Item

Late night, early morning, or holiday work

Qty × surcharge rate. Note time window that triggers the surcharge.

Cleaning Fee

Item

Spill or bio cleanup after a ride

Flat fee per incident. Describe issue and time taken for remediation.

Save and reuse your taxi and limo rates and fees

Create a free account and save base fares, per mile rates, wait time, and tolls once, so nothing gets retyped.

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Common Taxi and Limousine Invoicing Mistakes

You want fewer disputes and faster pays. Fix these small issues now and your invoices stand up under scrutiny.

Mistake

How to fix it

Mixing flat, per-mile, and hourly charges on one line confuses clients and invites disputes.

Separate each rate basis on its own line and state the unit used. Keep the base fare distinct from any surcharges so totals add up at a glance.

Missing license, permit, or insurance identifiers can trigger compliance problems and rejected expense claims.

Add your license #, vehicle-for-hire permit #, and insurance policy # on the invoice and keep them current; check local rules. Use the same format on every invoice.

Show the deposit as a prior payment and subtract it from the total. Display the remaining balance and the due date.

List exact addresses and planned times along with the trip or confirmation number. Record any changes and reflect them on the invoice you send.

Bundling taxes and surcharges into the base fare hides the true price.

Show taxes and mandatory fees on their own lines and total them separately. If rules vary, add a short note to check local rules.

Leaving your gratuity policy unclear makes clients assume it is included or tip twice.

State whether gratuity is included, optional, or added at checkout. Place the policy near the totals and keep it consistent.

Taxi & Limousine Invoice FAQs

Line items for airport runs, hourly charters, tolls, waits, cleaning, and gratuity policies. Use our Taxi & Limousine Invoice Template. Get clear answers.

How do I bill airport wait time when a flight is delayed?

Add a wait-time line separate from drive time. Show minutes and rate. Example: “Waiting time: 28 min @ $1.50/min = $42.”

What’s the right way to add tolls and parking?

List each charge by name with the exact amount. Attach receipts when possible. Example: “Toll: I-95 Express $6.25” and “Parking: Terminal B Garage $12.”

Can I charge a cleaning fee for spills or smoking?

Yes if stated in your terms. Rules vary—check local rules. Example: “Cleaning fee: Bio-spill remediation $150.”

How should I price extra stops on a point-to-point ride?

Use a per-stop fee or a per-mile add-on. Note each stop address and time. Example: “Additional stop: 221 Pine St, 12 min = $15.”

Do I add automatic gratuity for limo charters?

Many livery service operators add a service charge, then allow optional tips. Say how it’s calculated. Example: “Chauffeur service charge: 18% of base $200 = $36.”

What should a corporate account invoice include for a roadshow?

List passenger names, itinerary legs, vehicle class, and chauffeur hours. Include PO or cost center. Example: “Leg 3: Midtown to JFK, SUV, 1.6 hr @ $95/hr = $152.”

How do I handle no-shows and late cancellations?

Define a window and the fee by vehicle class. Capture proof of arrival. Example: “No-show: Airport curbside, Sedan base rate $85 + 20 min wait $30 = $115.”

Can I bill overtime if a wedding runs past the booked hours?

Yes. Convert to an hourly rate after the package hours end. Example: “Overage: 1.5 hr @ $110/hr = $165.”