Owner-operator invoicing
Pilot car invoice software for faster, job-backed billing.
Turn the completed job into a client-ready invoice without rebuilding the run. Keep load details, miles, expenses, and payment status connected.
14 days free · No credit card · $19.99/month for one active driver
For one driver running the whole business
Your job record stays with you from booking through payment.
Pilot car invoice software turns completed escort work into an itemized bill. The carrier needs to recognize the load, route, service date, lead/chase/high-pole role, billable miles, wait time, and approved extras. A clear invoice connects those charges to the completed job rather than leaving the billing desk to guess.
Software for oversize-load escort (pilot car) operators in the U.S.
Why a generic invoice can fall short
A generic invoicing tool may need custom fields for load number, lead/chase/pole, loaded versus total miles, and a signed trip-sheet attachment. If those details are missing, the carrier may return the bill for correction. The issue is missing job evidence, not the invoice logo.
Review, then send
Check the billable miles against the agreement. Confirm detention approval, hotel receipts, and the FSC method. Pilot Car Pros creates tailored invoices from job records and keeps payment status next to the client history.
Related: Pilot car invoices that match the load · Free pilot car invoice template
From job to paid work
Pilot Car Pros keeps the job → loaded and deadhead mileage → expenses → invoice → payment status → client history connected. Update the job while details are fresh, then review the bill against the completed work before sending.
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.
Create a printable invoice with your actual numbers →Frequently asked questions
What identifies a pilot car invoice?
Include your business and client, invoice number, service date, load number, route, escort role, billable quantities, agreed rates, and payment terms.
Are deadhead miles billable?
Only when agreed with the client. Record them separately even when you cannot bill them, because they still affect the cost of the run.
How do I bill wait time?
Use the agreed hourly rate and any agreed free-time allowance. Keep arrival, release, and approval notes with the trip sheet.
Should I attach a trip sheet?
Attach the trip sheet and the carrier-required acceptance or signature record when requested. It helps the billing desk match the invoice to the load.
Are these example rates market rates?
No. All sample amounts are arithmetic examples, not a recommended price, guaranteed earnings, or a rate survey.
Can I print without an account?
Yes. The free invoice generator produces a printable invoice in your browser. Use Print and choose Save as PDF to download it.
How do I save and send future invoices?
Register for Pilot Car Pros to connect invoices to completed jobs, payment status, and client records. The solo trial lasts 14 days with no credit card.
Owner-operator workflow
Continue through the solo operation.
Your next run starts here
Less to catch up on. More room to move.
Try Pilot Car Pros free for 14 days. No credit card required.