Transportation quotes are usually sent before a first delivery, a charter booking, a recurring route, or any job that is heavy, long, or time-sensitive. Clients typically compare price, vehicle type, insurance coverage, and how many extras are included. A clear quote prevents surprise charges on the final bill.
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
Distance, traffic, and timing affect your price, and changes to the route or schedule should trigger a revised quote.
Determines which vehicle you need and whether you can legally and safely carry it.
A cargo van, box truck, and 14-passenger shuttle have very different costs, so the client knows what they are paying for.
Sets expectations about loading delays before they happen.
Liftgate, inside delivery, extra stops, after-hours service, and tolls are common surprises if not listed.
Protects you if fuel prices move between the quote and the job, and tells the client how it is calculated.
Shippers often need to know what is covered and what is excluded, such as high-value or fragile goods.
Covers lost time if a job is cancelled late and keeps you from honoring old prices when costs change.
| Service | Priced | Typical range |
|---|---|---|
| Local courier delivery (cargo van) | per mile | $1.00-2.25 |
| Same-day or rush delivery | flat fee (local) | $35-120 |
| Box truck hourly rental with driver | per hour | $65-120 |
| Regional freight (dry van or box truck) | per loaded mile | $1.75-3.50 |
| Wait time / detention | per hour after 1-2 free hours | $40-90 |
| Charter van or minibus | per hour (2-4 hour minimum) | $75-150 |
| Airport shuttle or point-to-point transfer | flat fee | $45-150 |
| Extra stop or additional drop | per stop | $10-35 |
Typical US ranges. Rates vary by region, experience, and job size.
Add up fuel, insurance, maintenance, truck payments, permits, and your own wages, then divide by realistic billable miles or hours. Many operators forget unpaid deadhead time and idle time in this math.
For fixed routes, give a firm price. For jobs with unknown loading time or multiple stops, quote a base price plus clear hourly or per-stop overage rates.
A minimum of one or two hours, or a flat local fee, keeps short trips worth taking and is easy for clients to understand.
Present a per-trip price alongside a weekly or monthly rate for regular routes. Many business clients accept a lower per-stop rate in exchange for guaranteed volume.
Seven to thirty days is common, and shorter if fuel prices are volatile. State the expiration date on the quote, and note that the price assumes the stated load, route, and schedule.
Standard delivery and charter quotes are normally free. For complex projects that need route planning, site visits, or special equipment, some operators charge a fee that is credited if the client books.
Your quote should say that changes in weight, size, pickup location, or number of stops may change the price. Confirm the revised amount in writing before moving the load.
Usually a quote becomes binding once the client accepts it in writing, by email, or by paying a deposit. Check your state rules and consider getting a signed acceptance for larger jobs.
Use the Transportation invoice template to bill the client, or convert this estimate once it's approved.
Transportation invoice template