Trucking (Freight) Invoice Template

Trucking (Freight) Invoice Template can be used both in the office or on the road when it is time to submit official paperwork requesting that the fees for a completed job be paid. This versatility comes from the structure of a template where each section has a predetermined subject matter and the room to present the Freight Customer with the details necessary to bill him or her. It will be imperative that you fill in each of these sections accurately then review for accuracy when done as any discrepancies may delay the Freight Customer’s ability to submit a timely payment.

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Bill To
Line Item

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

1 – Obtain The Trucking (Freight) Invoice To Your Machine

Issue a freight invoice as an Adobe PDF or Microsoft Word Document. You can acquire it using either the “PDF” button or “Word”


2 – Name The Freight Trucking Company With Its Contact Information

The text “Company Name” in the field at the top of the page will need to be deleted then replaced with the Freight Trucking Company’s legal identity.      The Customer Service Representative sending this must be introduced. Input his or her “Name” on the first available line at the start of this page.         The second labeled line, “Street Address,” will begin the process of documenting the Freight Company’s mailing address. Fill in this first line then submit the remainder of this address to the lines labeled with “City, State, Country” and “ZIP Code”                 Complete this contact information with the Freight Trucking Company’s “Phone” and “E-Mail” address on the next two lines.                   


3 – Properly Address The Trucking Customer

It is likely that every document in the billing process of the Freight Trucking Company’s accounting system is assigned an identifying number. This invoice number may be reported on the first line in the lightly shaded room divider.    The line labeled “Date” on the right will require you to identify the first day when this invoice applies. Fill it in accordingly.       The Freight Client must be included in this preliminary area. The bold label “Bill To” will separate this area from the remainder of this invoice. The blank line designated as “Name” expects the Freight Client’s legal identity while the lines underneath it are reserved for a report on the Freight Client’s billing address.     


4 – Present Payable Amount For The Freight Run

This invoice presents a noticeable area where the freight charges can be submitted. Before we produce this material, however, we must give an account of the freight services provided. For instance, if this invoice is being issued by a freight forwarder, then the airway bill number can be called out here. It is recommended you provide the date of delivery, the p/u location, and the destination along with any applicable contact number. Submit such information to the “Description.”          Now that we’ve defined the service, we can attach the freight charge. Place it under the word “Amount.”                   Summarize all the freight charges in the “Subtotal” box by summing them to one value.                 Taxes applied to the freight run should be placed in the box labeled “Tax.”     Finally, add the freight charge to the taxes you reported then supply the result to the box labeled “Total.”               Find the statement “Payment Is Due Within…” at the conclusion of this invoice then report how many “…Days” your Freight Client will be allowed to take to pay this bill before facing collection efforts.     If you require more room, you may utilize the area after the next statement to present any remaining content.             


How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

1 – The Invoice Needed To Bill Your Freight Customers Should Be Downloaded

The spreadsheet version for the invoice viewable in the image on this page can be downloaded using the “Excel” button below it.  Notice, the link above (“Microsoft Excel (.xlsx)” has been presented above as an alternate method to reach the same file.


2 – Present The First Column With The Freight (Trucking) Company’s Information

Attach the logo the Freight (Trucking) Company uses to represent itself to the public in cell A1 then, the Freight (Trucking) “Company Name” should be placed in cell A2.                                Cells A3 through A6 occupy a prominent area of this spreadsheet (the header) so the Freight Customer can easily identify the Freight Trucking Company Representative that should be contacted when paying or responding to this invoice. The first cell of this set, A3, will need the “Name” of this Representative submitted to its contents while the Freight Company’s “Street Address” (where it receives its mail) along with its “City, State, Country” and “ZIP Code” will have separate cells for display underneath the names you have recorded above in cells A4, A5, and A6.                  The “Street Address” where the Freight (Trucking) Company receives its mail along with its “City, State, Country” and “ZIP Code” will have their cells for display underneath the names you have recorded above. Use cells A4, 5, and 6 (respectively) as areas of presentation for this material.      Furnish the Freight Trucking Company “E-Mail” and Company “Phone” number in the cells (A7 and A8) requesting this information.


3 – Invoice Your Freight (Trucking) Client By Supplying Required Content

Now, we shall focus our attention across the page from the Freight (Trucking) Company’s information to the two cells under the words “Invoice #” and “Date.” Typically, such information is generated in-house, so you will need to refer to the bookkeeping system maintained by the Freight (Trucking) Company to input the “Invoice #” and “Date” that will be attached to this paperwork.      The “Bill To” section beginning on the tenth row of this sheet serves as an area where we will attach the identity of the Freight (Trucking) Company Customer’s information to this invoice This section shall hold whoever is listed in it as responsible for the owed payment. Cell A11 will begin this process by requesting a record of the Freight (Trucking) Company Customer’s “Name” while, cell A12, A13, and A14 will need you to substitute their current text-labels with the “Street Address,” “City, State, Country,” and “ZIP Code” of the Freight Client.                 


4 – An Additional Section Is Provided To Conclude This Paperwork

Notice that the largest cell on this sheet (cell A17) is labeled with the word “Description.” Thus, produce the specifics of the freight run to the contents of this cell. Generally speaking, this can be summarized for the Freight (Trucking) Customer as a job number, the date the freight was picked up and delivered, along with the pieces and weight of the shipment. Keep in mind the content reported here is purely up to the discretion of the Freight (Trucking) Company issuing this invoice. 

Cell H17 is reserved for the job price. This base cost should be the dollar “Amount” the Freight (Trucking) Customer is expected to pay to cover every service you reported in the previous cell on this row.                      The next cell (H18) down this column is attached to the word “Subtotal.” This field is reserved for a report on the sum of all charges you documented in the cell above. Enter this number accordingly as the freight “Subtotal” in H18. If any of these charges are taxable, then you must follow up on this figure by entering how much taxes must be collected with this invoice. Cell H19 will accept this information. The “Total” owed dollar “Amount” is the next item required by column H. Add both “Subtotal” and “Tax” to one another then place the result in cell H20.      Cell A21 is an optional statement that is highly recommended. Here you can attach a deadline to the payable amount. To enact this statement, decide how many days the Freight (Trucking) Customer can take to submit a payment that your Company would accept as an on-time payment then enter this number as a replacement for the bracketed symbol.                             Cell A22 (“Comments Or Special Instructions”) is useable as a production area for additional content. This can take the form of payment instructions, proof of delivery, etc. This area can be used to display all such information.