Transportation Invoice Template

Free invoice templates for transportation services built for mileage charges, waiting time charges, and tolls. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: transportation invoice, transportation bill, or taxi invoice.

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Download Free Transportation 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 Transportation Invoice Template

Best for:

Logo, account and route ID fields.

Printable Transportation Invoice Template

Best for:

Totals, signatures, pickup and drop.

Editable Transportation Invoice Template

Best for:

Edit stops, wait time, fuel, extras.

Free Transportation Invoice Template

Best for:

Trip, route, hours, tolls, surcharges.

How to Invoice as a Transportation Provider

Quote it, collect a deposit, deliver, then bill with proof and clear terms.

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In 5 Steps:

Capture trip details like pickup, drop, time windows, vehicle, and rate basis.
Send a clear quote and collect a deposit if required.
Complete the move, record actual miles or hours, and secure proof of delivery.
Itemize base fare and extras, apply the deposit, and calculate any tax on taxable items.
Send the invoice with payment terms, due date, and how to pay.

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What to Include in a Transportation Invoice

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

Invoice number and issue date
Transportation provider name, address, and contact
Client billing name and address
Regulatory IDs (DOT/MC or license #)
Pickup and delivery addresses with dates and times
Job or dispatch ID, bill of lading #
Vehicle ID or plate and driver name
Rate basis (flat, per mile, or per hour)
Deposit received amount and date
Payment terms, due date, and tax on services (check local rules)

Billing Scenarios for Transportation Providers

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

Extra Stop Fee; Per Stop

Extra stop added after dispatch

Covers added miles and time not in the base fare.

Wait Time; Detention per 15 min

Wait time at pickup or delivery beyond included window

Compensates for delays that tie up the vehicle and driver.

After-Hours Surcharge; Weekend Surcharge

After-hours or weekend pickup

Reflects higher operating costs and staffing outside standard hours.

Tolls; Parking

Toll roads or paid parking used on route

Place your license and required IDs near your business info and keep them current; check local rules.

Deadhead Miles; Remote Pickup Surcharge

Remote pickup requiring deadhead miles

Pays for non-revenue miles to reach the starting point.

Liftgate Service; Inside Delivery

Covers special equipment use and extra handling.

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Rates, fees, and add ons for transportation

List mileage, wait time, tolls, stops, and special handling with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Linehaul mileage

Item

Long-distance freight or moving

Qty × rate per mile. Document route miles from origin to destination for clear, auditable billing.

Final delivery

Item

Linehaul ends at consignee

Qty × flat rate. Use when delivery isn’t bundled with linehaul; note access constraints in job notes.

Stop-off charge

Item

Extra pickup or drop en route

Qty × stop rate. List each additional stop with location to keep the route and charges transparent.

Fuel surcharge

Item

Fuel costs impact trip

Linehaul cost × fuel factor. Reference your current fuel index and calculation method on the invoice.

Detention time

Time

Waiting beyond free time

Hours × hourly rate. Capture in/out timestamps and get shipper/receiver sign-off when possible.

Liftgate service

Item

No dock at pickup/delivery

Qty × service rate. Note equipment used and where service occurred to justify the accessorial.

Inside delivery

Item

Beyond curbside or threshold

Qty × service rate. Specify distance/stairs/elevator so scope and liability are clear.

Residential delivery surcharge

Item

Delivery to a residence

Qty × surcharge rate. Apply when a location is non-commercial; note any appointment made.

Tolls pass-through

Item

Route includes toll roads/bridges

Pass-through as billed. Attach toll statements or transponder report for backup.

Boxes & packing materials

Item

Taxable

Customer buys boxes or wrap

Qty × unit cost. Materials the customer keeps are itemized separately from labor for accurate tax treatment.

Save and reuse your transportation rates and fees

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

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Common Transportation Invoicing Mistakes

Real pain that slows payment and sparks disputes, with simple fixes that prevent them.

Mistake

How to fix it

Not stating the rate basis (per mile, per hour, or flat) leads to price disputes.

Declare the rate basis in the header and mirror it in your math. Use one basis per job or split work into clearly separated sections.

Missing pickup or delivery details causes failed handoffs and chargebacks.

Always include full addresses, access notes, and time windows with a contact name and phone.

Capture signatures or photos at drop-off and attach them to the invoice and the job record.

Place your license and required IDs near your business info and keep them current; check local rules.

Forgetting to apply the deposit overbills the client and erodes trust.

Record deposits when received and subtract them on the invoice subtotal before tax where applicable.

Vague payment terms and late-fee policy slows cash collection.

State net days, acceptable methods, and late fees in plain numbers, and show the due date as a calendar date.

Transportation Invoice FAQs

Line items for fuel, detention, liftgate, permits, multi-stop routes, and accessorials. Use our Transportation Invoice Template to bill right with clear answers.

How do I bill per-mile plus fuel surcharge?

List your base per-mile rate, then add a fuel surcharge as a percent tied to the DOE index. Example: Line 1 “Linehaul, 420 miles x $2.10 = $882.” Line 2 “Fuel surcharge, 14% of linehaul = $123.48.”

What counts as detention time and how should I show it?

State free time, then charge an hourly rate after that. Example: “Detention, first 2 hours free, 1.5 hours x $85 = $127.50.”

Do I add liftgate and residential delivery as accessorials?

Yes. Show each as its own line so shippers see the add-on. Example: “Liftgate service = $55” and “Residential delivery = $40.”

How do I put a multi-stop route on one invoice?

List each stop with address, pieces, and fee. Use a per-stop charge or a per-mile total plus stop fees. Example: “Stop 1, 123 Oak St, 4 pallets = $45,” “Stop 2 = $45,” “Linehaul total = $760.”

What about tolls, parking, and ferry costs?

Bill them as pass-through expenses. Attach receipts when you can. Example: “EZ-Pass tolls = $32.10,” “Port parking = $18,” “Ferry ticket = $27.”

How do I bill a redelivery or reconsignment after a failed attempt?

Add a redelivery fee, extra miles, and any storage. Note the reason. Example: “Redelivery attempt 2 = $95,” “Extra miles 18 x $1.75 = $31.50,” “Storage 1 day = $25.”

Oversize or overweight loads need permits and escorts. How do I show those?

Break out state permits and pilot cars as separate lines. Rules vary—check local rules. Example: “Oversize permit, TX = $80,” “Pilot car, 2 hours x $75 = $150.”

How do I charge for refrigerated loads and reefer fuel?

Add a reefer hourly or per-day rate and a fuel usage line. Example: “Reefer runtime 9 hours x $12 = $108,” “Reefer fuel 14 gal x $4.60 = $64.40.”