Question 1

What should a trucking invoice include?

Accepted Answer

A rate confirmation number, BOL number and/or load number, the lane (origin and destination) with pickup and delivery dates, miles and rate per mile, itemized accessorial charges (fuel surcharge, detention, layover, lumper fees, tolls), your MC#/DOT#, and the usual invoice basics — invoice number, date, and business/customer details.

Question 2

What is a rate confirmation and how is it different from an invoice?

Accepted Answer

A rate confirmation ("rate-con") is agreed before the load is hauled — it locks in the rate, lane, and any accessorial terms (like a TONU fee) between the carrier and the broker or shipper. The invoice is issued after the load is delivered and is what you actually bill against that agreed rate. Always reference the rate-con number on your invoice.

Question 3

How do I invoice for detention time?

Accepted Answer

List detention as its own line item with the hours waited and your hourly rate (e.g. "Detention: 2 hours at $65/hour"), based on the in-time and out-time recorded at pickup or delivery. Most rate confirmations specify a free-time window (commonly 2 hours) before detention charges start.

Question 4

What is a lumper fee and who pays it?

Accepted Answer

A lumper fee is what you pay a third party to load or unload your trailer when the shipper or receiver doesn't provide their own labor. Under 49 U.S.C. §14103, the shipper or receiver is ultimately responsible for providing or paying for this assistance — so carriers typically pay the lumper up front and rebill the fee to the broker or shipper at cost, with the receipt attached.

Question 5

What is TONU (Truck Ordered Not Used) and how do I invoice for it?

Accepted Answer

TONU is a cancellation fee charged when a broker or shipper cancels a load after you've already dispatched or arrived for pickup. It's only enforceable if it was written into the signed rate confirmation — add it as a line item referencing that agreement, typically in the $150–500+ range depending on what was agreed.

Question 6

How do I add a factoring notice of assignment to my invoice?

Accepted Answer

If you've sold this invoice to a factoring company, add a clause directing the broker or shipper to pay the factor directly, not you — for example: "This invoice has been assigned to [Factoring Company]. Please remit payment to [Factor name/address/ACH details]. Payment to any other party does not constitute payment of this invoice." Put this in the notes field.

Question 7

Do owner-operators charge sales tax in the US?

Accepted Answer

Generally no — interstate transportation-for-hire is broadly not subject to state sales tax in most states, since it's a service rather than a sale of goods. This isn't a universal federal rule, though: a few states apply tax to specific transportation-adjacent charges, so check your state's rule if you're unsure.

Question 8

How does GST/HST work for owner-operators in Canada, and which province's rate applies?

Accepted Answer

You charge the rate of the destination province (where the load is delivered), not your home province — a carrier based in Ontario delivering into BC charges BC's 5% GST, not Ontario's 13% HST. You must be registered for GST/HST once your revenue exceeds CAD 30,000 over four consecutive quarters, and your Business Number plus GST/HST registration number should appear on the invoice.

Question 9

What is interlining and why is it zero-rated in Canada?

Accepted Answer

Interlining is when you haul a load as a subcontractor for another carrier who remains the invoicing party to the end shipper or broker. The CRA treats your supply to that carrier as zero-rated freight transportation between interlining carriers — set your tax rate to 0% and note "interlining — zero-rated" on the invoice, but keep the supporting agreement on file in case of an audit.

Question 10

Trucking invoice vs. freight invoice vs. bill of lading — what's the difference?

Accepted Answer

The bill of lading (BOL) is proof of pickup and delivery for a specific load — it travels with the shipment. The rate confirmation locks in the agreed rate before the haul. The invoice is what you send afterward to get paid, referencing both documents. If you're a freight forwarder or broker rather than the carrier who drove the load, see our freight invoice generator instead.

Question 11

Will payers file a 1099-NEC from my invoice? (US)

Accepted Answer

If you're an independent-contractor owner-operator hauling for a broker or carrier in the US, they typically report the gross amount paid to you on a Form 1099-NEC. For 2026 calendar-year payments, the federal filing threshold is $2,000 (raised from $600, which still applies to 2025-and-earlier payments) — keep your invoices well organized since payers reconcile against them when filing.

Description	Quantity	Rate	Amount
Line haul — origin to destination (miles @ rate/mile)	1	A$0.00	A$0.00
Fuel surcharge (FSC)	1	A$0.00	A$0.00
Detention — driver waiting time (hours)	2	A$0.00	A$0.00
Layover	1	A$0.00	A$0.00
Lumper fee (reimbursed at cost — receipt attached)	1	A$0.00	A$0.00
Tolls / scale fees	1	A$0.00	A$0.00
Oversize / overweight permit fee	1	A$0.00	A$0.00

Subtotal	A$0.00
GST (RCTI may apply — see FAQ) (10%)	A$0.00

Total	A$0.00

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What should a trucking invoice include?

Why itemize detention, lumper fees and TONU separately?

Trucking invoice vs. freight invoice — which do I need?

FAQs about trucking invoices