If you own a trucking company, you need to familiarize yourself with the transport invoice template. You must ensure that your goods are delivered on time and the carrier invoice includes the full payment process.
A trucking invoice will make it easier for you to keep track of your cash flow and the payments due from your customers. And for your invoice to include all of the essential details, you may want to use a template.
Why a Trucking Company Should Use Trucking Invoice Templates
As a trucking company owner, you can easily write your carrier invoices. However, considering that you will likely have many clients to bill, it might be better for you to use an invoice template instead.
A trucking invoice template will already have all the boxes and information necessary for you to request a payment. For the most part, you will only need to add details such as the trucking company name, the invoice number, the client name, and some info about the cargo.
There are plenty of platforms such as Bonsai where you can get a free template whenever you have a payment due. If you already have Bonsai Cash, then you are free to download an invoice template whenever you need it.
Trucking Company Invoice Format
When sending out an invoice, you need to be careful about the format you choose. Here are the most common invoice types that a transportation business will use:
Standard Invoice
This is the usual type of invoice that you will see in the industry - whether you run a truck or a freight business. It simply lists how much the client owes you after you have provided your trucking services.
Recurring Invoice
A recurring invoice is used by trucking companies that take ongoing payments. This usually happens when the transportation services offer weekly or monthly subscriptions.
Prepayment Invoice
Prepayment invoices are used when the trucking company gets a deposit for the services before the final payment is collected.
Time-Based Invoice
Trucking companies may use a time-based invoice when billing trucking or freight customers for a specific amount of time. This is also frequently referred to as an hourly invoice.
Debit Invoice
The trucking business may issue a debit invoice if additional services are added to the proforma invoice.
Credit Invoice
If the client receives a discount, a rebate, or a refund, a truck or freight service can issue a credit invoice.
Mixed Invoice
Mixed invoices are common in the transportation industry, as they include both the charges and credit. This is a good option for companies that frequently offer discounts or extra services.
Steps that Help You Create a Transport Invoice Template
When you are writing down freight invoices, you can do it either in Google Sheets or Google Docs - although the latter is the most popular option. Once you download the invoice template, follow the steps below:
- Add your trucking company name and the date of the trucking invoice. This should be followed by the address and contact information.
- On the right corner of the carrier invoice, add the unique invoice number, and any other reference invoice numbers that you may need.
- Enter the client's name, along with their address.
- Add a description of the services provided and the goods. Make sure to add the correct quantities.
- Add the payment terms.
- Add any potential comments in regard to the delivery or special services.
Each invoice must be customized based on the client and the services provided by the trucking business. Look for someone that offers you unlimited invoices to work with. Hello Bonsai can help you in this regard.
Tips for Sending Professional Invoices
When filling out a trucking invoice template, you must be very careful about the information you add there. As the owner, manager, or deliveryman of a trucking company, here is what you need to do invoice clients:
Always Add the Due Date
No matter if you will be asking for the final invoice at a later day or if you just completed the delivery, you need to add a "payment due" date to the invoice. This will indicate that you expect the client to make a payment, without seeming too aggressive about it.
List Delivery Dates
Delivery dates should also be on the invoice, even if the delivery is at a different date than the invoice. Make sure to add other details on the invoice template, such as the person of contact or potential unloading instructions.
Always Add Details
When it comes to invoices, it's all about the details. Are you carrying hazardous materials that need extra care? Or perhaps the client needs a specific method of shipping. Make sure that your customer understands everything that is required for the shipment to happen.
Include Multiple Accepted Payment Methods
Nowadays, clients like diversity when it comes to payments. Cash is not the only option. They may want to pay online, with card payment upon arrival, or through a bank transfer - to or from a Bonsai account, for example. Make sure you add multiple options there to cater to your customers' needs.
Add Custom Information
Every trucking company is different, both in terms of goods and services. For example, if you had to transport the cargo to another country, you should add the fees that you had to pay at customs and borders.
Follow Up When Necessary
If your client is late with their payment, you should not be shy about calling or emailing for a follow-up. Be polite and friendly as you remind them of it. Chances are that they simply forgot, and they will appreciate you for reminding them.
The Bottom Line
If you own a trucking company or just write invoices for them, it's important to know how to add the essential information into a template. Everything should be there whether it's your business name, the client name, or details regarding the delivery. This will eliminate potential confusion when payday comes.
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