A gig just dropped on your desk as an independent truck driver, and you are excited about it. A client of yours has requested that you prepare a trucking invoice to be delivered to their client. With the intent to deliver on the job, you are ready to check out for some trucking invoice templates online quickly.
You intend to study and modify any of them to suit your client’s prescription. However, just before you begin to prepare this invoice, let's take a stroll down to see vital information that will aid you in delivering a top-notched document.
For starters, you will need to bear in mind that with every successful transaction negotiation comes the issue of billing and payment. Services providers always seek means to communicate the actual cost of services provided to the client and subsequently receive payments. The story is not different for those in the transportation industry -which your present client operates. This means that trucking companies, tow truck operators, and truck drivers all face the headache of billing their clients.
To overcome this seeming challenge, two options are available to them: hire an accountant as a middleman or prepare a personalized trucking invoice. Obviously, your client chooses the latter option, and rather than do it personally, decided to outsource it to a freelancer -which explains why you are on this project.
So, you must understand that whether your client's transport services go across the city, the country, or even across borders, they have a desire to give their clients a clear and organized invoice that exactly communicates what they are being charged for. With this understanding, let's begin to look at actually getting a trucking invoice prepared.
Types of trucking invoices
A clear understanding of the relationship existing between your client(s) and their clients is needful in preparing a professional invoice. Preparing the right invoice type for a client makes a world of difference. So, ensure you select a trucking invoice type that fits the relationship between these two parties.
Below in no particular order are some types of trucking invoices:
- Standard Invoice: A straightforward invoice detailing how much the client is expected to pay the service provider.
- Recurring Invoice: It is used in accepting ongoing payments from clients. You could choose this type of invoice if your client wishes to collect payments for any weekly services.
- Prepayment Invoice: If a deposit is going to be made or down payment given before the actual service is rendered, then a prepayment Invoice should be prepared.
- Debit Invoice: This type of invoice is used to communicate an increase in the amount that a customer owes your client, stating the amount due.
What your trucking invoice should contain
Keep a close eye if the below are included:
1. Company logo or letterhead in the trucking invoice template
Start by giving the invoice an official look. Add the logo of your client or the company letterhead on the top page. Have the word "invoice" boldly written too.
2. Contact information in the trucking invoice template
The full name, phone number, address, and contact information of the company should be written next. Also include the name of the particular client the trucking invoice is for. The name and phone number of the client’s contact person—the person processing the payment, should be added too.
3. Invoice reference number in the trucking invoice template
Generate a reference number that will help your client track the invoice.
4. The trucking invoice sample date, and due date
The date that the customer is expected to have made the payment should be written on the invoice. This gives them a picture of the payment time frame.
5. Full description of service in the trucking invoice template
Give a full description of the services provided, the exact delivery dates, and prices billed on an hourly rate, flat rate, or mileage.
6. Invoice total charge in the trucking invoice template
Have the total charge for the service calculated and written clearly at a prominent place, preferably near the bottom of the invoice. Don't forget to include applicable tax, customs fees, and other special charges.
7. Payment terms and methods in the trucking invoice template
Write the company's terms regarding payment, and the methods through which these payments can be made.
8. Personalized sign off note in the trucking invoice template
Include a sign-off line at the end of the trucking invoice. It could be in the form of thanking them and hoping for a more excellent working relationship.