Transportation billing depends on shipment detail and negotiated rates. Everhour keeps billable work tied to rates and projects.
Fill in your details, add line items, hit Print when ready.
| Description | Qty | Rate | Tax | Amount |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
Use this page to prepare a transportation invoice for freight, delivery, logistics, or passenger transport work. The finished invoice should identify the customer, shipment or trip, origin and destination, service date, charge basis, itemized fees, tax treatment if applicable, and the total due. Transportation customers often match invoices against a bill of lading, purchase order, rate confirmation, dispatch record, or delivery receipt, so vague descriptions slow approval.
A clear invoice also separates the commercial agreement from the supporting shipment record. The invoice asks for payment. The bill of lading or trip record supports the charge. For a freight move, a line such as "LTL shipment, Dallas to Phoenix, 3 pallets, Class 85, 1,420 pounds" gives the payer enough context to verify the rate without asking for a rebuilt invoice.
Covered for-hire motor carriers subject to 49 CFR Part 373 must issue a receipt or bill of lading for property tendered in interstate or foreign commerce. That record lists the consignor and consignee, origin and destination, package count, freight description, and weight, volume, or other measurement when used for rating. Your invoice should carry the same shipment identifiers so the billing record matches the transportation record.
A covered for-hire property carrier's freight or expense bill must include the shipment date, origin and destination, freight and package details, exact rates assessed, total charges due, special-service charge details, participating carriers, transfer points, and the remittance or principal-business address. Special services need their own nature, amount, and service points. That detail matters when detention, liftgate, inside delivery, storage, or reconsignment charges appear after the base haul.
Transportation invoices often fail because a charge is real but poorly labeled. Fuel surcharges are privately negotiated business terms, and EIA does not calculate, assess, or regulate diesel fuel surcharges. If your agreement uses weekly diesel data in a formula, show the surcharge line clearly and keep the rate basis consistent with the contract, tariff, or rate confirmation.
LTL freight adds another dispute point. NMFTA's National Motor Freight Classification assigns classes from 50 to 500 based on density, handling, stowability, and liability. A mismatch between the quoted class and the billed class can lead to reclassification charges. Put the freight class, weight, package count, and accessorial charges on the invoice so the customer can trace the total back to the shipment.
A one-off invoice is enough for an occasional load, a single charter trip, or a small carrier billing one customer from a rate confirmation. It works when the job has one shipment, one rate basis, and a simple payment term. Covered motor-carrier credit rules still matter: the standard credit period is 15 days unless a different tariff period applies, and a tariff credit period may not exceed 30 calendar days.
A managed workflow becomes useful when dispatch work, driver time, accessorial charges, and client rates repeat across many jobs. Everhour separates internal cost rates from client-facing billable rates, supports per-person defaults and per-project overrides, and preserves dated rate history. That structure helps transportation teams price work by project, member, or task, then keep billed work tied to the original rate setup.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
A transportation invoice should show the customer, invoice number, invoice date, shipment or trip date, origin and destination, shipment identifier, service description, rating measure, exact rates, accessorial charges, total charges, payment terms, and remittance details. For covered for-hire property carriers, federal motor-carrier rules define specific freight-bill fields for interstate or foreign commerce.
A bill of lading number is not a universal private-sector invoice format requirement, but it is often the fastest way to match the invoice to the shipment. Covered for-hire motor carriers subject to 49 CFR Part 373 must issue a receipt or bill of lading with shipment details for covered property transportation.
A carrier can add fuel surcharge lines when the contract, tariff, rate confirmation, or customer agreement supports them. EIA does not calculate, assess, or regulate diesel fuel surcharges. Shippers and transportation companies negotiate those formulas privately, often using EIA weekly retail diesel price data as an input.
Separate accessorial lines show the customer which extra service created the charge. Covered carrier freight bills that include special services must state the nature and amount of each special-service charge and the points where the service was rendered. Itemizing those charges reduces disputes over detention, liftgate service, inside delivery, storage, or similar fees.
The United States has no national VAT or GST invoice regime and no single national sales tax rate. State and local sales and use tax rules control taxability, registration, and rates. Service taxability also varies by state and service type, so a transportation invoice should use the rule that applies to the specific sale and jurisdiction.
Everhour separates cost rates from billable rates, so a transportation team can track internal labor expense and client-facing charges separately. Default per-person rates, per-project overrides, dated rate changes, and project, member, or custom task rates keep billing aligned with the way each customer or route is priced.
Everhour Billing & Invoicing converts tracked billable time and expenses into client invoices. Users can select uninvoiced time and expenses, preview the breakdown, group invoice lines by project, task, person, date, or other available breakdowns, and export invoices to QuickBooks Online, Xero, or FreshBooks.
Track billable transportation work with rates that match each project, worker, or task. Everhour keeps dated rate history and billing records connected for cleaner client invoices.
14-day free trial · No credit card · Cancel anytime
