Invoices / Operator resources
Loaded miles vs. deadhead for pilot cars
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Loaded miles are the miles you travel while escorting the assigned load. Deadhead is travel without that load, such as driving to the meeting point or repositioning after release. Total operating miles include both. Billable miles depend on your agreement; recording a mile does not automatically make it billable.
Use two totals for two different decisions
Your cost review needs all operating miles. Your invoice needs the units the client agreed to buy. A 176-mile escort with 64 deadhead miles uses 240 operating miles, even if only the 176 loaded miles are payable.
Put the agreement on the dispatch
If deadhead is paid, note the agreed mileage basis and rate. If a mini-run minimum applies, state how it interacts with mileage. Resolve those questions before accepting the assignment.
Related: Pilot car rate calculator · Pilot car detention and wait time
Avoid hiding repositioning cost
Do not add unapproved deadhead to a loaded-mile line. Keep it visible in your own record and use that history to evaluate the next quote.
Illustrative billing example · not market rates
Sample pilot car invoice
Example invoice PCP-1001 · load OD-204 · Lead escort
Origin: Springfield, MO · Destination: assigned delivery site
Service date and billing terms: enter the actual agreement.
| Service | Quantity × rate | Amount |
|---|---|---|
| Lead escort — loaded miles | 176 mi × $1.85 | $325.60 |
| Approved wait time | 1.5 hr × $45.00 | $67.50 |
| Approved hotel | Receipt reimbursement | $110.00 |
| Agreed FSC | 176 mi × $0.05 | $8.80 |
| Example total | $511.90 | |
Keep 64 additional deadhead miles in the cost record if they were not authorized for billing. Attach the trip sheet, required acceptance/signature record, and receipts.
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