Horse Trailer Transport Invoice Template (Free)
An equine transport invoice shows the route, horses hauled, loaded miles at your rate with a minimum, plus layover, wait time, and fuel — with the booking deposit credited against the total. Copy the template below, or use software that takes the deposit at booking and the balance at delivery.
What belongs on the invoice
- Business name, contact info, DOT/MC number
- Customer name
- Origin and destination barns
- Number and description of horses
- Pickup and delivery dates and times
- Line items — loaded miles, layover, wait, fuel, dead-head
- Deposit credited, balance due
The template
[Your Business Name]
[Address] · [Phone] · [Email] DOT/MC #______
Invoice #____ Date: __________
Bill To: [Customer Name]
From: [origin barn] To: [destination barn]
Horses: ____ [names / descriptions]
Picked up: ______ ______ Delivered: ______ ______
Health papers / Coggins verified: [ ] yes
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Description Amount
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Transport — ___ loaded mi @ $___/mi $______
Minimum charge adjustment $______
Additional horse(s) — ___ @ $___ $______
Layover — ___ night(s) @ $___ $______
Wait time — ___ hrs @ $___ (after ___) $______
Dead-head / return leg $______
Fuel surcharge $______
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Subtotal $______
Less deposit paid -$______
BALANCE DUE ON DELIVERY $______
Accepted: [card / link]Collect at the barn
Delivery is the last easy moment you’ll get. Once the horse is settled and everyone’s talking about the trip, an unpaid balance turns into a phone call next week.
Skipping the copy-paste
Software that charges the deposit when the date’s booked and takes the balance on the phone at delivery closes off both spots where this money normally goes missing.
Frequently asked questions
Should the deposit show on the invoice?
Yes, as a credit line. Owners book weeks in advance and genuinely forget what they paid, and showing it prevents the most common question in equine transport billing.
How should layover be billed?
As its own line covering boarding, feed, and your night. It's a real cost the customer can understand when it's named, and invisible when it's absorbed into a mileage number.
What about health papers and Coggins?
Note that they were checked and required on the invoice, but the paperwork itself is the owner's responsibility. Recording that you verified them protects you if there's a question at a state line.