Trucking Invoice Generator — Clean Freight Bills That Match the Rate Con

A trucking invoice should include your company name, address, MC and DOT numbers, an invoice number and date, the bill-to party (broker, shipper, or factoring company's client), the load or rate confirmation number, the BOL and PRO numbers, pickup and delivery locations with dates, the linehaul rate (per mile or flat), fuel surcharge, each accessorial on its own line, the total due, the payment terms, and where to remit payment.

Bill the way the rate confirmation is written, because that is what the broker or shipper will check your invoice against. For per-mile loads, rename the Qty column to Miles and write 'Linehaul — Dallas, TX to Atlanta, GA — 781 mi @ $2.45 = $1,913.45'. For flat-rate loads, use one line with quantity 1, e.g. 'Linehaul, flat rate per rate con #48213 — $2,100.00'. You can also remove the Qty and Rate columns entirely for flat-rate invoices.

Give every accessorial its own line with the facts that justify it. Detention: 'Detention at receiver, Oct 14 — arrived 7:00, released 12:00, 2 hrs free, 3 hrs @ $50 = $150'. Lumper: 'Lumper fee, receipt #A-55102 — $185' (reimbursed at cost). Others include layover, TONU (truck ordered not used), stop-off charges, tarping, and driver assist. Bill only what the rate confirmation allows and keep the receipts and in/out times ready.

Yes. Keep fuel surcharge separate from linehaul, e.g. 'Fuel surcharge — 781 mi @ $0.52 = $406.12', or as a flat amount if that is how it was agreed. Brokers and shippers often account for fuel separately, and a combined 'all-in' figure that doesn't match the rate con line by line is a common reason invoices get kicked back.

Factors want an invoice that matches the rate confirmation exactly: the same load number, the same amounts, and the correct bill-to. Most also require their remit-to address on the invoice once a notice of assignment is in place, and the signed BOL or proof of delivery submitted with it. Invoita doesn't attach files, so put the BOL number on the invoice and submit the PDF together with the signed BOL through your factor's portal or email.

Yes, 100% free. Create unlimited freight invoices, add your logo and signature, and download clean PDFs with no watermark and no signup. Download the PDF or copy a share link and pass it to the broker, shipper, or factor yourself. A free account adds saved clients, custom fields for load, BOL, and MC/DOT numbers, and paid/unpaid tracking.