Keeping control of your dump truck business' cash flow is critical to its well-functioning and overall success, so having a strong invoicing process can truly make a difference in your finances. However, as a small business owner or independent contractor, it may be hard to stay on top of all your paperwork and administrative tasks, while making sure all jobs run smoothly.
With so much to take care of, you probably don't want to spend hours behind the desk writing an invoice every time you need to request payment for the dump truck services provided. Luckily, you don't have to. The most efficient way to invoice your customers is by creating an invoice template that you can quickly fill in with the job-specific information and have it ready to print or send out in minutes.
Let's go over all the important elements that must be covered on your invoices to help you eliminate the guesswork and reduce the time spent on proof-reading.
Note: Use Bonsai's complete invoicing software to create bulletproof invoice templates, track project durations, follow up on payments and more. Our tools are specially designed to help you take your freelance gig or small business to the next level and do it like a pro.
Essential Elements of a Dump Truck Invoice Template
When creating the perfect invoice template for your dump truck company, you want to make it as clear and easy-to-understand as possible, while still providing the necessary details for your accounting records. For professional invoices every time, make sure to include the following essential invoice items.
Start by adding a section for your dump truck business information. Include the company name (or your full name if you registered that way), phone number, street address, email address and website. To achieve a more professional look, add your professional logo or any industry-related imagery which will make your invoice stand out and easily recognizable by your customers.
Next, include a section for your customer's information, starting with their full name or company name, phone number, billing address and email address if you are sending out digital invoices. If you have a database, add a customer ID number to easily track their payments and refer back to the invoice for any follow-up, refunds or clarifications.
Invoice Number and Date
It's important to have all of your invoices numbered as this will help you keep your accounting records well organized, not to mention if you are working with corporate clients or big companies, they won't accept your invoice without a unique invoice number. Additionally, include the date when the invoice is sent out, which you can use to determine the payment due date (usually 30 days after the invoice is sent out), and apply any late fees accordingly.
In this section, include a few lines to provide a description of the material being transported or removed (sand, asphalt, debris, snow, etc...), the type and number of the trucks being used, pick up/drop off location, as well as the dates and the truck drivers name.
Make sure your template has enough space for the details of all the dump truck services provided. If you are charging an hourly rate, make sure to specify the amount of hours worked, price per hour, and the total costs for each task (in case you are billing for different services). You can include an hourly timesheet to provide more clarity regarding the hours billed.
If there are any extra fees not included in the hourly rate, add them in a separate line providing a short description (for example permits, recycling or delivery charges), quantity and total cost. Even if these charges were previously discussed with the client, it's always a good idea to include them separately instead of making them part of the hourly rates.
When providing the total bill amount, use separate lines to specify the total cost of services before taxes (subtotal), then add the applicable taxes, and the final amount due. This is also the ideal section to include any discounts you might be providing for first-time customers, referrals, or corporate clients. Subtract the discounted amount from the subtotal before you factor in the taxes, and don't forget to provide a short description of the discount.
If you want to lower the risk of getting late payments, this is an important section to get right on your dump truck invoice. Provide your client with all the payment options available such as ACH transfers, cash, debit or credit card payments, checks, or online payments. Don't forget to include the corresponding account numbers, account holder's name and mailing address for checks as well as any payment links to make it a faster and easier process for your client.
It's also important to disclose your payment terms such as due date, available payment plans, partial payments and late fees. You can also let them know of any discounts you might offer for making early payments and the deadline for the promotion.
If you have additional space at the end of your invoice template, you can include a personal note, or a message to thank your customer for using your services. This can help you strengthen your relationship with them, leading to more business, good reviews, or valuable referrals. Alternatively, use this section to promote your dump truck company by mentioning new services or future promotions.
Use Our Free Invoice Template for Your Dump Truck Company
If you don't have time to create your own template, simply download Bonsai's free invoice templates especially designed for dump truck businesses. You can quickly customize every aspect of our invoice templates, to easily fit your needs, and create professional invoices in minutes.
Once you have personalized the invoice to your liking, you can save it in your preferred document format and use it for your future clients which will ensure consistency in your billing process. But why stop there? Bonsai offers you many more administrative tools to help you save time and get paid faster!
Use our accounting software to take control of your finances by tracking expenses, estimating your monthly profits and identifying tax write-offs. Plus, you can apply for a fuss-free checking account which you can link to your digital invoice and instantly have access to your funds after receiving payments.