Invoices / Free to use
Free pilot car invoice template
We separate product guidance from regulatory claims and link to official sources where rules or public data are discussed. Report a correction.
A pilot car invoice template needs a place for the load number, route, escort role, actual billable units, and the carrier’s payment terms. Use the free generator below to enter those details, print the invoice, or save it as a PDF. You do not need an account to create this one-time bill.
Fill out the job identity first
Enter your business name, the billing client, invoice number, service date, load #, and route. Select lead, chase, or high pole. If the work was steerman support or another agreed service, explain it in the notes.
Replace every sample amount
The example uses lead escort 176 miles at $1.85, wait time 1.5 hours at $45, and approved lodging and FSC. These are illustrations, not a rate recommendation. Replace them with the agreement for your job.
Related: Free pilot car invoice generator · What to put on a pilot car invoice
Keep evidence with the invoice
The printable template does not collect a digital signature or store your records. Attach the actual trip sheet and receipts yourself. Register to save and send invoices inside Pilot Car Pros as part of the job workflow.
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.
Next up
A little more help for the next run.
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.