The package to send
- The invoice.
- The signed rate confirmation. The broker will check your invoice against it.
- The signed bill of lading or proof of delivery. Without it, most brokers won't pay.
- Receipts and proof for extra charges, such as a lumper receipt or detention times.
Follow the instructions on the rate confirmation. Some brokers want everything by email to a billing address. Others use a portal. Some want the paperwork within a set number of days.
What goes on a trucking invoice
| Field | Why it matters |
|---|---|
| Your legal or business name and address | Who gets paid |
| Invoice number and date | Tracking, and when your payment terms start |
| Broker's name and billing address | From the rate confirmation |
| Load or reference number | The broker's accounts payable team files by this number |
| Pickup and delivery | Lets them match the load |
| Line haul and each extra charge | Each on its own line |
| Tax rate and amount | Shown separately, with your GST/HST number |
| Total and currency | CAD or USD, written out |
| Payment terms and due date | Net 30, for example |
| Remit-to details | Your bank details, or your factor's |
In Canada, CRA sets minimum details so your customer can claim input tax credits. From $100, you need your GST/HST number and the tax charged. From $500, you also need the customer's name, a brief description and the payment terms.
You can fill all of this in with the free invoice generator, or download the invoice template.
Check these before you send it
Payment usually stalls on small mismatches. Check each one:
- The load number is exactly the same on the invoice, rate confirmation and POD.
- The total equals the rate confirmation amount, plus any extras approved in writing.
- The currency matches.
- Your company name matches the name on the rate confirmation and your carrier packet.
- The delivery date on the POD fits the rate confirmation.
- The POD is the signed delivery copy, not the pickup copy, and it's readable.
- Any shortage or damage note is dealt with, because the broker will see it.
Billing extra charges
Extras such as detention, TONU and lumper fees get paid when they were agreed and you have proof. Put each one on its own line and attach the proof. See our guide to TONU, detention and lumper fees.
Tax on an invoice to a broker
For a move inside Canada, the rate depends on the delivery point. Use the calculator to check a route. There's one open question to ask your accountant: a broker that takes responsibility for the move may count as a carrier under the interlining rules. That could make your charge zero-rated.
If you use a factoring company
Put your factor's remit-to details on the invoice, with a notice of assignment if the factor requires one. Send the package the way the factor asks. Most factors want the same documents, and they won't advance money on a POD they can't read.
After you send it
Note the date you sent it and the due date. Follow up before the due date, not after it, and keep every reply. If the broker stops answering, see what to do when a broker doesn't pay.
Sources
- CRA: Input tax credits, invoice requirements
- CRA: Charge and collect the GST/HST, receipts and invoices
- Apex Capital: Complete freight bill guide
- True North: Understanding the essential trucking load documents
This guide doesn't replace the law or professional advice, and rules change. Check the sources above before you rely on it.