Car Hauling Invoice Template (Free)
A car hauling invoice needs every vehicle listed by year, make, model, and VIN, the pickup and delivery addresses with loaded miles, the base rate per unit or per mile, a separate fuel surcharge line, enclosed or winching surcharges, the BOL number, the deposit subtracted, and the COD balance due at delivery. Copy the template below, or use software that carries the booked load into the invoice.
What belongs on the invoice
- Business name, MC/DOT number, contact info
- Bill to — broker or shipper, with load or order number
- Vehicle detail — year, make, model, VIN, per unit
- Route — pickup and delivery addresses, loaded miles
- Rate lines — per unit or per mile, fuel surcharge, add-ons
- BOL number and delivery date
- Deposit received, COD balance due
The template
[Your Business Name] · MC #______ · DOT #______
[Phone] · [Email]
Invoice #____ Date: __________
Bill To: [Broker / Shipper]
Order / Load #: __________ BOL #: __________
Pickup: _______________________ Date: ________
Delivery: _____________________ Date: ________
Loaded miles: ______ Transport: [open / enclosed]
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Vehicle VIN Amount
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[yr make model] ______________ $______
[yr make model] ______________ $______
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Linehaul — ___ mi @ $___ / per unit $______
Fuel surcharge — ___% $______
Enclosed transport $______
Inoperable / winching $______
Oversize / lifted vehicle $______
Reattempt fee $______
Storage — ___ days @ $___ $______
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Subtotal $______
Deposit received -$______
COD Balance Due at Delivery $______
Payment: [card / cash / link] · Terms: [COD / net __]The condition report is half the invoice
Photograph every unit at pickup and delivery and reference the BOL number on the invoice. A damage claim you can answer with timestamped photos gets resolved in a day — one you can’t ends in a deduction.
Quote the reattempt fee before you need it
A customer who doesn’t show up is a customer who costs you half a day. A reattempt and storage rate agreed at booking turns that into a billable event instead of a loss you just absorb while being polite about it.
Skipping the copy-paste
Software with your per-mile rate, fuel surcharge percentage, and add-on lines saved builds this from the booked load, with the VINs already attached.
Frequently asked questions
Why put the VIN on the invoice?
Because a damage claim is settled from the condition report, and the VIN is what links the two documents. An invoice that says 'one sedan' proves nothing about which sedan or what shape it was in.
Should the fuel surcharge be a separate line?
Yes, as a percentage of the linehaul. Broken out, it moves with diesel prices without renegotiating your base rate — and everyone in freight already reads it that way, so it never reads as padding.
What if nobody meets the truck at delivery?
Bill a reattempt fee and, if it comes to it, storage per day — both quoted at booking. Sitting on a loaded trailer waiting for a customer is the most expensive hour in this business and the one most haulers eat for free.