Question 1

What's included in this trucking invoice template?

Accepted Answer

The template includes 4 worksheets: a Freight Invoice sheet with BOL number, PRO number, load number, linehaul rate, fuel surcharge, and itemized accessorial charges; a Fuel Surcharge Calculator that uses the DOE diesel index to calculate the correct surcharge amount; a Load Log that tracks every invoice across all loads with payment status (Paid, Outstanding, Overdue, In Factoring); and a Revenue & Cost Summary that tracks revenue per mile, cost per mile, and operating ratio by load and by month. All calculations are handled by pre-built formulas.

Question 2

Does this work in Google Sheets?

Accepted Answer

Yes. The template is built in Excel (.xlsx) but is fully compatible with Google Sheets. Upload the file to Google Drive, open it with Google Sheets, and all formulas, dropdowns, conditional formatting, and calculations work without modification. You can share it with your dispatcher, bookkeeper, or factoring company directly from Google Drive.

Question 3

Can I customize the accessorial charge categories?

Accepted Answer

Yes — every cell is unlocked. Rename, add, or remove accessorial line items to match the charges you typically see in your lanes. Common accessorials included by default are detention, TONU (truck ordered not used), liftgate, lumper fees, layover, and fuel surcharge. If you run specialized freight with unique accessorials (hazmat fees, team driver surcharges, oversize permits), add them as additional rows — the total amount due formula will pick them up automatically.

Question 4

Is there a money-back guarantee?

Accepted Answer

Yes, we offer a 30-day money-back guarantee. If the template doesn't meet your needs, contact us for a full refund — no questions asked.

Question 5

What should a trucking invoice include?

Accepted Answer

A complete trucking invoice should include your carrier name, MC number, DOT number, and contact information; the shipper or broker's billing address; the BOL number, load number, and PRO number for the shipment; origin and destination; commodity, weight, and freight class; the base linehaul rate; fuel surcharge (calculated per the agreed method — percentage of linehaul or per-mile, tied to the DOE diesel index); itemized accessorial charges (detention, liftgate, lumper, layover, TONU, etc.); the total amount due; payment terms and due date; and remittance instructions. Most factoring companies and brokers also require a signed POD (proof of delivery) attached to the invoice before processing payment.

Question 6

How are fuel surcharges calculated on a trucking invoice?

Accepted Answer

Fuel surcharges are calculated using the U.S. Department of Energy (DOE) weekly national average diesel price. Most brokers and shippers use a fuel surcharge table that maps the diesel price per gallon to a surcharge percentage applied to the linehaul rate — for example, when diesel is between $3.50 and $3.75 per gallon, the surcharge might be 28% of the linehaul rate. The specific table varies by broker and contract, but the DOE index is the universal reference. The Fuel Surcharge Calculator sheet in this template includes a standard FSC matrix and calculates the applicable surcharge automatically when you enter the current diesel price. Always cross-check the surcharge on your rate confirmation against the DOE index — discrepancies are common and worth catching before you invoice.

Question 7

What are accessorial charges and how do I invoice for them?

Accepted Answer

Accessorial charges are fees for services beyond the basic freight transportation. Common ones include: detention ($50–$100/hour after the first two free hours at pickup or delivery), layover ($150–$300/day when a load can't be picked up or delivered as scheduled), TONU — truck ordered not used ($150–$300 when a driver is dispatched and the load is canceled), liftgate service ($50–$150 when the destination doesn't have a dock), lumper fees (pass-through cost when a third party unloads at the destination), and overweight or oversize permit fees. Always confirm accessorial rates in the rate confirmation before the load. Invoice for them as separate line items with the dates and hours to support the charge — most broker disputes involve accessorials where documentation is missing.

Question 8

Should I use freight factoring or wait for standard payment?

Accepted Answer

Most owner-operators and small fleets use factoring because the gap between delivery and payment — typically 30–60 days in practice — creates cash flow problems when fuel, insurance, and truck payments are due weekly. Factoring companies advance 90–97% of the invoice value within 24–48 hours of submitting the invoice and signed POD; the factoring fee of 2–4% is the cost of that cash flow. Quick pay from brokers works similarly at a 1–5% fee. Whether factoring makes sense depends on your cost structure: if your operating margins are 5–8%, a 3% factoring fee is significant but often worth it to keep fuel in the tank. The Load Log in this template has an 'In Factoring' status so you can track which invoices are with the factoring company and which are being collected directly.

Question 9

How is this different from a generic invoice template?

Accepted Answer

Generic invoice templates have no concept of BOL numbers, PRO numbers, fuel surcharges, accessorial charges, or operating ratio. They're designed for services businesses that bill by the hour or by project — the structure doesn't match how freight invoicing actually works. This template is built around how carriers actually invoice brokers and shippers: a linehaul rate tied to a load number and BOL, a fuel surcharge calculated against the DOE index, itemized accessorials with supporting detail, and a load log that tracks receivables across every load you've delivered. The Revenue & Cost Summary ties that invoice data to per-mile metrics so you're managing a business, not just sending bills.

Trucking Invoice Template

What's Inside This Trucking Invoice Template

Freight Invoice

Fuel Surcharge Calculator

Load Log

Revenue & Cost Summary

Trucking Invoice Template Features

How to Use This Trucking Invoice Spreadsheet

Why Owner-Operators Need a Proper Invoice Template

Trucking Industry at a Glance

Revenue Drivers

Key Cost Categories

Typical Margins

Seasonality

Key Performance Indicators

Trucking Invoice Template FAQ

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