Hay hauling & delivery

Hay Hauling Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A hay hauling invoice separates the hay itself from the hauling and the stacking — bale count and type, delivery by zone or loaded mile, and stacking as its own line. Copy the template below, or use software with your zone prices saved so a delivery quote is a phone call, not a calculation.

Essential line items on a hay hauling invoice

A professional hay hauling, transport, and delivery invoice serves as an official agricultural Bill of Lading, scale weight verification record, and farm delivery receipt:

  • Hay Hauling Operator Header: Business name, logo, physical dispatch yard address, phone, email, USDOT transport permit number, state agricultural motor carrier permit, and commercial cargo insurance details ($100k+ policy).
  • Farm Customer & Delivery Location: Client name, farm name, delivery barn address, phone, and delivery date.
  • Hay Forage Classification: Hay species (Alfalfa, Orchard Grass, Timothy, Clover, Coastal Bermuda), cutting harvest (1st, 2nd, or 3rd cutting), moisture testing percentage (<15% moisture), and weed-free certification status.
  • Bale Specification & Quantity: Bale format (Small 2-string square bales, 3x4 large square bales, or 5x6 net-wrapped round bales) and total bale count or scale ticket tonnage.
  • Hauling & Transport Pricing: Flatbed semi-trailer transport rate billed per loaded mile, per ton, or per bale zone.
  • Barn Unloading & Loft Stacking Surcharges: Manual barn stacking labor fee per bale or loft elevator hoist fee.
  • Certified Scale Weight Tickets & Fuel Surcharges: Attached certified public scale weight tickets (gross, tare, net weight) and diesel fuel price index adjustments.

Free Hay Hauling Text Template

Copy and paste the template below to build professional forage transport and hay delivery invoices:

================================================================================
            AGRICULTURAL HAY HAULING & FORAGE DELIVERY INVOICE
================================================================================
HAULING CONTRACTOR:                        INVOICE & SCALE TICKET DETAILS:
[Your Hay Hauling Business Name]           Invoice Number: HAY-2026-0814
[USDOT Permit # / State Ag Permit #]       Delivery Date: August 3, 2026
[Phone & Billing Email Address]            Certified Scale Ticket #: ST-99412
                                           Payment Terms: Due Upon Delivery (Net 0)

CLIENT & FARM DELIVERY LOCATION:           FORAGE SPECIFICATIONS:
Client Name: [Equestrian Center Owner]     Species: Premium 2nd Cutting Alfalfa / Grass
Delivery Address: [880 Farm-To-Market Rd]  Bale Type: 3x4 Large Square Bales (800 lbs ea)
Site Access: Flatbed Access Barn Bay #2    Moisture Test: 12.4% Moisture (Weed-Free)

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LINE ITEM DESCRIPTION & TONNAGE SCOPE                           AMOUNT
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1. Premium 2nd Cutting Alfalfa Hay (48 Bales / 19.2 Tons)       $4,224.00
   - Rate: $220.00 per Ton (Certified Scale Weight: 38,400 lbs)
2. Flatbed Semi-Trailer Hauling (140 Loaded Miles @ $5.50/mi)    $770.00
3. Barn Squeeze Unloading & Stacking (48 Bales @ $5.00/bale)     $240.00
4. Off-Road Diesel Fuel Price Adjustment Surcharge              $115.00
--------------------------------------------------------------------------------
SUBTOTAL SERVICE CHARGES:                                      $5,349.00
State & Local Ag Product Sales Tax (Exempt for Farm Production): $0.00
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TOTAL AMOUNT DUE & PAYABLE AT BARN UNLOADING:                  $5,349.00
--------------------------------------------------------------------------------

DELIVERY INSPECTION & REFUSAL POLICY:
Customer inspected hay moisture & bale quality prior to barn squeeze unloading.
Payment due upon delivery via Card, Farm Check, or Wire Transfer before rig departs.
================================================================================

Hay hauling pricing math: Per-bale vs. per-ton vs. per-loaded-mile

Hay transport pricing depends on bale geometry, total weight, and haul distance:

  • Per-Loaded-Mile Semi Transport ($4.50–$7.50 per loaded mile): Flatbed semi-trailers carrying 48-to-64 large 3x4 square bales (18–24 tons) bill per loaded mile to cover diesel fuel, highway tolls, and driver time.
  • Small Square Bale Delivery ($1.25–$2.50 per bale transport): Delivering 2-string small square bales (45–65 lbs) on goose-neck trailers is typically priced per bale delivered.
  • Certified Scale Weight Tonnage ($180–$320 per ton): Commercial dairy and horse farms buy hay by certified scale weight rather than individual bale counts to ensure precise nutrient pricing.

Itemizing barn stacking labor and diesel fuel surcharges

Avoid uncompensated manual labor in hot hay lofts:

  1. Loft Stacking Labor Fees ($0.75–$1.50 per small bale): Dropping a trailer load of small square bales on the driveway is fast; packing 300 bales into a 2nd-story hay loft takes 3 hours of hot physical labor. Always itemize loft stacking separately from transport.
  2. Diesel Fuel Surcharge Indexing ($65–$180 per load): Index your fuel surcharges to regional diesel prices, adding a fuel adjustment line when diesel rises above your baseline quote rate.

Farmyard card payment collection before rig departures

  • Bale Quality & Moisture Handoff: Test hay moisture with a digital probe in front of the buyer, recording <15% moisture on the final invoice receipt.
  • Farmyard Mobile Card Processing: Accept credit cards, farm checks, or ACH transfers on a mobile tablet before unstrapping or pulling off the property.

Read our guide on how much to charge for hay hauling per bale, or compare our breakdown of custom hay baling invoicing software.

Delivering past your zones? The per-mile hauling calculator prices the extra loaded miles.

Frequently asked questions

Why separate hay from hauling?

Because customers compare hay prices constantly and can't compare a bundled total. Splitting them shows that the extra cost is a two-hour drive, not an inflated hay price.

Should stacking be extra?

Yes. Dropping bales in a yard and stacking them into a loft are different jobs by a wide margin, and the second one deserves its own price rather than a favor.

How should mileage be handled?

Zone pricing for regular areas and a per-loaded-mile rate beyond them. Zones are far faster to quote on the phone and easier for a repeat customer to plan around.

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