Owner-operators, small fleets, and independent carriers send these invoices after hauling freight for shippers, brokers, and direct customers. Typical charges include line haul, fuel surcharges, detention, lumper fees, and accessorials tied to a specific load or bill of lading.
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Invoice_1001_Client_2026-10-14.pdf
Most trucking work is priced per loaded mile or as a flat rate per load, with the rate set by lane, equipment type, and market conditions. Dry van, reefer, and flatbed each have different going rates, and short hauls usually pay more per mile than long ones. Local and dedicated work is often billed per hour or per day. Fuel surcharge is typically added as a separate line, either as a percentage or a per-mile amount tied to a diesel price index. Accessorials such as detention after the free time (commonly two hours), layover, driver assist, tarping, stop-offs, and lumper reimbursement are billed on top of the line haul. Expedited and hot-shot loads command premiums. Contract customers may use a rate sheet or a tariff, while spot loads are agreed per load on a rate confirmation.
| Service | Priced | Typical range |
|---|---|---|
| Dry van line haul (full truckload) | per loaded mile | $1.80-2.80 |
| Reefer line haul | per loaded mile | $2.10-3.20 |
| Flatbed or step deck line haul | per loaded mile | $2.20-3.40 |
| Local or dedicated truck and driver | per hour | $85-135 |
| Detention after free time | per hour | $50-100 |
| Hot-shot or expedited load | per loaded mile | $1.60-2.50 |
| Stop-off charge | per extra stop | $50-150 |
| Layover | per day | $150-350 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Line haul, dry van, Dallas TX to Atlanta GA, 781 miles, BOL #44821 | 781 loaded mile | $2.10 | $1,640.10 |
| Fuel surcharge, per rate confirmation | 781 mile | $0.38 | $296.78 |
| Detention at delivery, 3 hours total less 2 hours free | 1 hour | $65.00 | $65.00 |
| Lumper fee reimbursement, receipt attached | 1 flat fee | $175.00 | $175.00 |
| Stop-off, second pickup in Texarkana AR | 1 stop | $85.00 | $85.00 |
| Total | $2,261.88 | ||
Notes: Load #TL-2291, PO 77340. Signed POD and lumper receipt attached. Payment due Net 30 from invoice date. Remit via ACH to the account on file. Late balances accrue 1.5% per month.
Brokers and shippers match invoices to loads using these references, and missing numbers are a leading cause of rejected or delayed payment.
Documents the lane and the miles billed so the customer can confirm the line haul against the rate confirmation.
Most brokers and shippers will not pay without a signed POD showing receipt date and any exceptions.
Ties the invoice to the agreed price so accessorials and fuel surcharge are not disputed.
Detention, layover, and lumper fees need check-in and check-out times or receipts to be approved.
Customers and factoring companies use your authority numbers to verify you and route payment correctly.
If you factor invoices, the customer must pay the factor, and the invoice should state that clearly to avoid paying the wrong party.
Net 30 is standard with shippers and many brokers, though some brokers pay Net 45 or Net 60, and quick-pay programs trade a discount of 2 to 5 percent for payment in a few days. Small carriers often use factoring to get paid within 24 to 48 hours at a fee of roughly 2 to 5 percent. Deposits are uncommon on standard freight but may be used for new direct customers, expedited jobs, or large dedicated contracts. Late fees should be stated in the contract or rate confirmation to be enforceable. Payment is usually by ACH, wire, or check, and some brokers pay by virtual card with a fee.
Most customers start the payment clock when they receive a complete invoice with documents. Send the invoice with the POD the same day or next morning so the terms start running right away.
Notify the broker or dispatcher by email or message when the free time runs out, and keep the check-in and check-out times from the facility. Detention claims made weeks later are often denied.
Combine the invoice, rate confirmation, BOL, POD, and receipts into a single file. Brokers and factors often have strict submission rules, and missing pieces mean delays.
Some brokers require paperwork within a set window, such as 30 days after delivery, or they may refuse payment. Check your carrier agreement for these deadlines.
Note the average days to pay for each broker and shipper. Use it to decide who gets quick-pay, factoring, or a pass on future loads.
Yes, in most cases. A separate line makes the line haul rate and the surcharge clear, and it matches how most contracts and rate confirmations are written. If your rate is all-in, say so on the invoice and skip the surcharge line.
It is harder, since many brokers only pay detention that is written into the agreement. Ask for detention terms before you accept the load and get any changes confirmed in writing. Keep timestamped records either way.
At minimum, the signed BOL or POD and the rate confirmation. Add receipts for lumper fees, scales, tolls, or other reimbursables, and detention documentation if you are billing it.
Usually not as a separate line, because deadhead is built into the rate per loaded mile. Some contracts or expedited jobs pay for deadhead beyond a set distance, so negotiate it up front if the pickup is far from your location.
Your payment terms are normally with the broker, not the shipper, and are set by your carrier agreement. Pay-when-paid clauses vary, so read the agreement. If a broker is not paying, you may have options such as a claim on the broker's freight bond, but check with a transportation attorney.
Send a Trucking estimate for approval, then turn it into an invoice when the work is done.
Trucking estimate template