Free Trucking Invoice Template (+ How to Automate Your Billing)

Connor McCormick

If you’re looking for a free trucking invoice template, you’re probably stuck dealing with manual billing—complete with errors and delays from re-entering data.

The problem is that most invoice templates online only provide generic billing fields (company name, issue date, total amount due, etc.) and don’t offer a way to include trucking-specific details that you need as a bulk hauler. For instance, they often lack fields to capture tonnage, fuel surcharges, and bill of lading (BOL) references.

Plus, these templates typically lack a downloadable or copyable format that can be easily imported into QuickBooks, creating additional manual entry for accounting teams.

To solve that, you can find alternative options here:

You can download or make a copy of this template, input invoice details, and export it to your accounting system without any extra work.
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‍You can also download this Excel spreadsheet with all the relevant fields, which you can use to create a mail merge to easily populate your Word template in bulk.

Our trucking invoice templates are built specifically for bulk haulers and include everything you need to create a professional invoice without missing key load details. Unlike the standard invoice templates you'll find online, these templates include all the fields most trucking companies need, including:

Your company details (including your business name, address, DOT, and phone number)
Customer info (client name, pickup and drop-off locations, contact information)
Truck numbers & driver names
Order details (including invoice number, load type, weight, fuel, etc.)
Payment terms (e.g., net 30, payment due date, accepted payment methods, subtotal)

But before you make a copy of this template and start inputting details manually, you should consider whether there’s a better alternative for your invoicing needs. Often, trucking companies find some limitations to this kind of basic template:

Templates force you to manually create each invoice from scratch, as they lack any kind of automation. You can’t send invoices in bulk, sync them directly to QuickBooks, or automate data entry in any way. This creates a lot of manual work, especially for bulk haulers, who manage multiple loads per truck per day.
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Using templates means you have to compile relevant invoice details from scale tickets, delivery confirmations, and dispatch logs. This approach can consume additional hours each week and slow down your invoicing process.
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Your manual processes rely on physical paperwork and manual driver submissions. That means you’re regularly waiting for drivers to return with paper scale tickets or bills of lading (BOLs) before you can start invoicing. This slows down billing, stalls payments, and can even disrupt cash flow for bulk haulers.

Below, we explore a smarter way to invoice than relying on static, labor-intensive templates: using Toro TMS to automate your trucking invoicing from dispatch to payment.

Want to see how Toro TMS can save you time on invoicing? Book a demo with us to find out.

How Toro TMS streamlines trucking invoices, customer billing, and much more

Toro TMS homepage: The TMS for bulk haulers

Toro TMS helps dry and liquid bulk haulers simplify trucking operations by automating invoicing (and other admin processes), so all your back-office team needs to do is verify the invoice information and hit send.

‍To create invoices, you no longer have to track down physical scale tickets from drivers, do manual data entry, or write out invoices manually every time.

Of course, there are many trucking management software (TMS) tools out there that claim to automate your invoicing. The trouble is that, in most cases, these tools don’t give your billing teams the information they actually need to process invoices quickly. Instead, they have to reenter that data themselves.

In our experience, the reason why these tools don’t cut it actually starts at dispatch. That’s because dispatchers often find legacy TMS tools too complex and refuse to use them at all. When this happens, dispatchers keep load information in different systems and documents, meaning it’s not readily available to your back-office teams.

Toro TMS solves this by being as easy to use for dispatchers as possible, so you can be sure they’re inputting all the load details and ticket information your back-office needs to process billing. Below, we'll walk you through how Toro handles invoicing for your trucking business, starting from dispatch.

Collect all the load details you need at dispatch, so they’re instantly available for invoicing

The main reason dispatch teams don’t want to use legacy TMS software is because it’s too complicated. They might have to keep switching between screens to create loads, view driver schedules, and dispatch drivers. Plus, they often have to build out loads from scratch, even if they’re creating repeat loads for repeat customers.

Toro TMS maximizes adoption among dispatchers by offering trucking software that’s easy to use.

For instance, Toro centralizes everything dispatchers need into one dashboard. Dispatchers can create a load and enter all relevant load data on a single screen, and it’s automatically available to everyone who needs it—from drivers to payroll and billing teams. Drivers can receive dispatch information right away, and back-office teams can instantly access the data they need to create a detailed invoice.

Plus, on Toro’s main dispatch screen, you can:

Create load templates for recurring orders: Dispatchers can further reduce the amount of data entry they need to do by saving load details once in reusable templates. These templates save dispatchers time and ensure all load data is entered into the system for back-office teams.
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Assign loads to drivers: Toro's dispatch screen displays live driver availability alongside load info so you can quickly assign new loads or pull the correct load details without manual tracking.
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Edit load details in real-time to keep invoices accurate: All updates sync directly to your invoices as you make adjustments to your loads. For example, if you change the total weight of a load, it automatically updates in your invoices without requiring manual re-entry.

Every detail entered at dispatch in Toro is synced to the order and automatically populated for invoicing teams. That means there’s a lot less work to be done during the billing process when generating invoices or calculating driver pay.

Read more: How to Choose a Dispatch Software for Trucking Your Teams Will Actually Use

Allow drivers to upload order documents so you can generate invoices even when drivers are still out on the road

While dispatchers need to enter the necessary information about loads, your drivers also need to submit tickets and other documentation before you can generate invoices. The problem is that when you manually collect scale tickets or BOLs, you need to wait for your drivers to return to the office to submit these documents before you can do your billing.

Many TMS tools try to solve this problem by offering drivers an app to receive load instructions and submit tickets digitally. In our experience, though, drivers don’t actually want to use an app—which means that your whole process for ticket submissions gets disrupted.

Instead, with Toro TMS, dispatchers can send load instructions directly to a driver’s phone via text message—the way drivers prefer to communicate with your office. Within the load assignment, drivers can view key load details and use a unique link to upload photos of bills of lading, scale tickets, and other delivery documentation.

This helps to store all your documentation and key details in one place, where your back-office teams can view it. Our software extracts key data from the paperwork (such as tonnage and reference numbers), then logs that information to the specific order for billing.

Once all documents are uploaded, you can create and send invoices to customers without any additional data entry. It means you can send out invoices instantly and collect customer payments in a timely manner.

Instantly create and send customer invoices in bulk to save 70% of time on billing tasks

Once a load is delivered and your drivers have uploaded all documents digitally, your accounting team has everything it needs to create and send invoices.

All your team needs to do is click “Create Invoices” in the dashboard. From there, our invoicing software builds the custom invoice for the corresponding order with a unique invoice number, extracts contact details from the loads, and formulates the invoicing email for your customers.

Unlike with a standard invoicing template, you don’t need to enter any details, find contact information, format the document, or do anything else to send your invoice.

What’s more, Toro simplifies the billing process further by allowing users to create new invoices in bulk. All invoices are automatically populated with relevant details entered at the dispatch stage, including mileage, BOL references, and billing rates.

For example, Acme Resources—a family-owned bulk hauling business with 25 trucks based in Youngstown, Ohio—saves hours every week on invoicing with Toro TMS.

"Invoicing by job with consolidated orders means we can bill daily. One customer even requested weekly invoices—Toro handles that seamlessly," says Rosemary, a member of Acme Resources' back-office team.

Speed up accounting processes with QuickBooks integration

While QuickBooks is useful for trucking companies, it's not the best standalone tool because you still need to enter customer and load details manually to create new invoices. And although the software does include invoice forms and templates to help with some of the manual work, these templates don't include trucking-specific fields for load details.

Toro handles invoicing for you and integrates seamlessly with both QuickBooks Online and QuickBooks Desktop, so you can export invoice and billing details into your existing accounting software.

That means your invoices are not the only thing that gets populated automatically with key information. The integration will map charges, such as fuel surcharges, to your general ledger without additional categorizations or manual entry.

You can also use Toro to export driver pay calculations to sync your payroll and IFTA data. This allows you to file accurate driver settlements and IFTA declarations, making bookkeeping easier.

Automate driver pay calculations, too

On top of billing automation, your back-office teams can also benefit from tools to calculate driver pay automatically. Typically, payroll involves manually keeping track of fuel transactions, driver mileage, and pay preferences. Reviewing loads manually to determine what each driver is owed can add up to hours each week.

With Toro, you can completely automate the driver pay process. Our driver pay profiles help keep track of specific payment methods (per mile, per load, or hourly), as well as driver availability, HR information, and other payroll details.

After a delivery is completed, our software automatically applies predefined payment rules from a driver’s profile to the load. It’ll also calculate fuel card transactions and deductions to determine net earnings. Finally, the system creates a PDF settlement summary that includes earnings, deductions, and net pay, and sends it to the driver’s phone.

Linking driver profiles to each load is how Toro automates driver pay and ensures driver settlements. This saves hours each week for your payroll teams while reducing the number of driver pay disputes.

Forget invoice templates and try Toro TMS to speed up your trucking billing

While an invoicing template might seem like a quick fix for your accounting teams, it’s severely limited beyond providing basic formatting. You’re still stuck manually entering load details, ticket data, and customer info multiple times to generate a single professional invoice.

Sure, a detailed template improves on a blank Excel spreadsheet, but it doesn’t solve the core issue: repetitive work that slows payments and buries your team in paperwork.

Toro TMS eliminates this hassle by automating invoicing from dispatch. We offer:

An easy-to-use interface for dispatchers, drivers, and back-office teams to integrate their entire workflow in one place.
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Bulk invoicing and instant document integration that keeps drivers and accounting teams in sync. This results in faster billing, saving hours each week.
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In-person onboarding to get your team up to speed. We provide hands-on training to ensure you know how our software works and feel comfortable with our tools.

Ready to ditch your templates and see how Toro TMS can automate your trucking invoices? Book a demo today.