Carriers and brokers send quotes before a load is booked, usually by email, phone, or a load board reply. Shippers compare the all-in price, transit time, equipment type, and how the quote handles accessorials and fuel.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Rate depends on the lane and timing, and a changed appointment can change the price.
Dry van, reefer, flatbed, and step deck are priced differently, and special needs like tarps or temperature settings add cost.
Weight and size determine whether the load fits legal limits, needs permits, or moves as LTL with a freight class.
State whether fuel, tolls, and extra stops are in the rate, and list free time and detention rates for accessorials.
Driver assist, live load versus drop and hook, and lumper fees cause frequent disputes if they are not stated.
Fuel and market rates change quickly, so a quote should state how long it is valid and whether fuel floats.
Cargo coverage limits and requirements for high-value freight should be agreed before pickup.
| Service | Priced | Typical range |
|---|---|---|
| Dry van or reefer truckload, line haul | per mile | $1.80-3.00 |
| Flatbed or step deck truckload, line haul | per mile | $2.20-3.50 |
| Short-haul or local load (under 250 miles) | flat fee | $450-1,200 |
| Detention after 2 hours free time | per hour | $50-85 |
| Extra stop or stop-off charge | per stop | $50-150 |
| TONU (truck ordered not used) | flat fee | $150-300 |
| Fuel surcharge | per mile | $0.30-0.70 |
| Dispatch service fee | percent of gross load | 5-10% |
Typical US ranges. Rates vary by region, experience, and job size.
Account for deadhead back out of low-volume areas. A lane at $2.50 per mile may lose money if you return empty for 200 miles.
Many shippers want a single number, while brokers often want line haul plus fuel. Give both so the comparison is clear.
Loading time, fuel, and wear do not shrink with distance, so set a flat minimum for short-haul work.
Listing detention, TONU, and stop-off rates before booking makes them far easier to collect later.
A quote usually becomes binding once both parties sign a rate confirmation. Before that, a quote is just an offer and typically expires after a stated period or when market rates change.
For spot loads, a day or less is common. For contract or recurring lanes, 30 to 90 days is typical, often with a fuel surcharge that adjusts weekly.
State in the quote that changes in weight, dimensions, stops, or appointment times may change the price. Send a revised rate confirmation before you move the load.
Either way works if it is clear. Many carriers show a separate fuel surcharge tied to the DOE diesel index so the price adjusts when fuel costs move.
Use the Freight invoice template to bill the client, or convert this estimate once it's approved.
Freight invoice template