Trucking invoice generator: a broker-ready invoice in a minute

How the generator works

The left side has two parts. Your company details, payment terms and who gets paid are remembered in this browser, so you type them once. The load details are never saved, never sent to us and never put in the page address; they clear when you start a new invoice. The invoice on the right updates as you type, and the due date is the invoice date plus the payment terms on your rate con.

Below the invoice, a check lists anything brokers usually need that's still blank: legal name, MC or DOT number, invoice number and date, broker, load number, pickup and delivery, delivery date, rate, and where to pay. Press "Print or save as PDF" and choose Save as PDF in the print dialog for a file you can email or upload to a broker portal.

A worked example

EXAMPLE: Carrier B Trucking LLC, MC 654321, delivered load BA-48213 for Broker A Logistics from Joliet IL to Columbus OH on Oct 15. The rate con says $1,650 linehaul, net 30. The receiver held the truck 3.5 hours past free time at $50 an hour, and Carrier B paid a $225 lumper. Carrier B factors with Factor C.

Carrier B sends it to Factor C with the signed POD, the rate con, the lumper receipt and the BOL showing in and out times. To price the detention and other extras first, use the accessorial charges calculator, which writes lines you can paste in.

Reading the check

Missing fields

Each missing item is something a billing team will ask for, which means a delay. The most common holdups are a load number that doesn't match the rate con and a legal name that doesn't match the W-9 on file with the broker. Copy both exactly.

Who gets paid

If you factor, the invoice says to remit to your factor per the notice of assignment. If you don't, it shows your remit-to details. A mismatch between the invoice and what the broker has on file is a reason for them to stop and ask, so keep it consistent.

Attachments

The invoice is only half the package. Attach the signed BOL or POD, the rate con, and proof for each accessorial: BOL times for detention, the receipt for a lumper, the broker's message for a TONU or layover.

Owner operator trucking invoice tips

• Number invoices in order and never reuse a number; it makes tracking payments and taxes far easier.
• One load per invoice. Combining loads slows approval and confuses short pays.
• Invoice on delivery day. Payment terms usually start when the broker has your paperwork.
• Keep a copy of every invoice and attachment until the load is paid in full.
• Follow up on the due date, not after; a short message with the invoice number usually does it.

Trucking invoice template vs a freight invoice

You'll see the terms trucking invoice template and freight invoice template used for the same thing: a carrier billing a broker or shipper for a load. What matters isn't the layout but the fields and attachments above. Print a blank copy from this page if you want a paper template for the cab.

Sending through a broker portal

Many brokers want invoices uploaded through their carrier portal rather than by email. The PDF from this page works there too. Upload the invoice and each attachment as the portal asks, check that the load number you type matches the rate con, and save the confirmation screen or email. If the portal rejects a file, it's usually a size or format limit, so a scan at lower resolution often fixes it.

When the payment is short

A short pay is a payment for less than the invoice. It usually means the broker disputed a line: detention without proof, a lumper without a receipt, or a deduction under the rate con for a late delivery or missed check call. Ask for the reason in writing, compare it with the rate con, and resend proof for anything you can support. Billing each accessorial as its own line, as the generator does, makes these disputes faster to settle because only the disputed line is in question.

When payment runs late

If the due date passes, check that the broker received a complete package, then follow up in writing. Our guide on how long freight brokers take to pay covers normal terms and what to do next. If waiting is the problem, compare broker quick pay and factoring with the quick pay vs factoring calculator.

When we dispatch, the broker still pays you or your factor directly; freight money never passes through us. We get PODs in the same day, send the paperwork where it needs to go, and follow up on payment. See how that works for owner-operators, browse all tools, or apply.