Transportation businesses move people or goods for a fee. This page is for owner-operators and small firms such as independent box truck and cargo van drivers, courier and delivery services, small freight carriers, charter and shuttle operators, and moving or hauling services. Invoices usually cover miles or hours driven, stops, wait time, fuel costs, tolls, and any special handling.
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Invoice_1001_Client_2026-10-14.pdf
Pricing depends on what you move and how. Local courier and delivery work is often priced per stop, per delivery, or per hour with a minimum. Freight and long-haul work is typically priced per loaded mile or as a flat lane rate, with fuel surcharges added separately. Passenger charters and shuttles are usually billed per hour with a minimum number of hours, plus mileage or a deadhead charge for the empty return trip. Many operators add accessorial charges for things clients tend to forget: detention or wait time, liftgate use, inside delivery, after-hours pickup, tolls, and extra stops. Set a minimum charge per job so short trips cover your fuel, insurance, and time. Rates also move with fuel prices, vehicle type, and whether the work is scheduled or on demand.
| 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.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Pallet delivery, warehouse to retail store, 62 loaded miles (box truck) | 62 miles | $2.50 | $155.00 |
| Liftgate service at delivery | 1 flat fee | $40.00 | $40.00 |
| Additional drop at second location | 1 stop | $25.00 | $25.00 |
| Detention at pickup, beyond 2 free hours | 1.5 hours | $60.00 | $90.00 |
| Fuel surcharge | 62 miles | $0.20 | $12.40 |
| Bridge tolls (receipt attached) | 1 flat fee | $14.50 | $14.50 |
| Total | $336.90 | ||
Notes: Payment due within 30 days of invoice date. Signed delivery receipt and toll receipt attached. A 1.5% monthly late fee applies to overdue balances. Checks payable to the business name above, or pay by ACH or card.
Ties each charge to a specific trip and settles disputes about when a load moved.
Many customers will not pay without a signed document showing the goods arrived.
Businesses and brokers often route invoices to accounts payable by reference number, and missing ones cause delays.
Shows how the total was calculated so the client can check it against your quote.
Separate lines make extra charges easier to justify and harder to dispute.
Keeps your base rate stable and makes it clear the charge follows fuel costs.
Brokers and shippers commonly require operating authority details on carrier invoices.
Helps the client match the invoice to the trip, especially if you run more than one vehicle.
Individual customers and one-off jobs are often paid at booking or on delivery, sometimes with a deposit for charters, events, and long-distance moves. Business accounts commonly pay net 15 to net 30, while freight brokers may pay net 30 or longer unless you use quick-pay for a fee. Written terms on the quote and invoice should state the due date, late fee, and accepted payment methods such as ACH, check, or card. For recurring routes, weekly or biweekly billing improves cash flow compared with monthly. Cancellation fees and deadhead charges should be agreed in advance, not added after the trip.
State how many hours of loading or unloading are included, such as two hours, and what detention costs after that. Log arrival and departure times with timestamps or photos so the charge holds up.
A fuel surcharge tied to a published average diesel price lets you adjust without renegotiating every contract. Show the calculation or percentage on the invoice.
If you drive empty to a pickup or back from a one-way job, that time and fuel still cost you. Build it into the rate or list it clearly in the quote.
Send the invoice with the proof of delivery attached as soon as the job is done. Delays in billing usually mean delays in payment, and signed paperwork is easiest to find right away.
Save fuel, toll, and parking receipts by job. Pass-through costs should be reimbursed at cost or with a stated markup, and you will need the records at tax time.
Per-mile pricing works well for longer or variable trips because the bill grows with distance. Flat rates are easier for clients on short, repeat routes such as airport transfers or weekly deliveries. Whichever you use, set a minimum charge so short jobs still cover your costs.
Yes, if you tell the client before the job. Include the free time allowed, the hourly detention rate after that, and how you record arrival and departure times. Adding it after the fact is the most common cause of disputes.
It varies by state and by what you provide. Many states do not tax transportation of freight, while some tax certain passenger or delivery services. Check with your state revenue department or a tax professional.
Confirm payment terms in writing before the first load and invoice immediately with the proof of delivery. Some carriers use quick-pay options for a fee or factoring companies for cash flow, but compare the cost against the delay.
List tolls as a pass-through line with receipts or transponder statements attached. Fuel is usually handled as a surcharge based on a fuel index or as part of your per-mile rate, as long as the method is agreed in advance.
Send a Transportation estimate for approval, then turn it into an invoice when the work is done.
Transportation estimate template