What to Include in Your Trucking Invoice
- Company Letterhead or Logo
This gives your invoice an official look and assures the customer that the invoice is from your company. Make sure the word “invoice” or “bill” is displayed prominently near the top of the page. - Contact Information
Include the full name, address, phone number and other contact information for your company and the client’s company. Also, to avoid confusion or delays, reach out to the client’s company to include the correct contact person’s information. - Invoice Reference Number
A reference number helps owner-operators track the invoice for accounting purposes. When a customer makes a payment, ask them to reference the invoice number so you can reconcile accounts more easily. - Invoice Date and Due Date
This information shows your customers how long they have to make their payment, helping ensure accountability and that you get paid on time. - Description of the Work
Make sure to include a full description of the goods or services provided so it’s easy to understand for anyone receiving the invoice. Avoid using abbreviations or industry shorthand. - Cost Details
Add a column that shows the number of hours worked, the units purchased and the cost of each item. Provide separate entries for sales tax and any discount you agreed to apply to the customer. - Invoice Total
Ensure the total charge is prominently displayed near the bottom of the invoice. - Payment Methods
Outline the different ways you will accept payment, as well as the payment terms and your company’s bank account details.
How Factoring Can Help With Trucking Invoices
Invoice factoring services can be a major help for owner-operators looking to simplify invoice management tasks. While factoring cannot automate the process of creating an invoice, working with a reputable factoring company can help ensure that you receive faster payments.
The process is quick and easy. Simply upload a picture of any open customer invoices using your phone, submit the invoice and receive most of your funds within 24 hours. From there, your factoring company will handle the collection process, and you’ll receive the remainder of the invoice when the customer pays, minus a small fee.
Having clear, well-organized invoices is critical for ensuring owner-operators get paid on time. With the steps included here, plus the help of a reputable factoring company in your corner, you can rest easy knowing that you won’t have to wait weeks or months to get the funding you need.