Invoices / Operator resources
Pilot car invoices that match the load
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Pilot car invoices should tell the carrier exactly which escort run you completed and how each charge was calculated. Show the load number, service date, origin and destination, escort role, billable mileage, rate, wait time, and approved expenses. The total should be easy to check against the agreement and the trip sheet.
Make every line traceable
Use separate lines for escort mileage, authorized deadhead, detention, hotel, tolls, and FSC. If the job used a day rate or mini-run minimum, label that unit instead of presenting a fictitious mileage charge.
Reduce billing corrections
Generic invoices often lack load #, lead/chase/pole, loaded versus total miles, or a trip-sheet signature attachment. Carriers can reject incomplete bills. Add the required information and acceptance evidence before sending, then check the actual billing address.
Related: Pilot car invoice software · Free pilot car invoice generator
From dispatch to paid work
Pilot Car Pros ties dispatch → loaded and deadhead mileage → expenses → trip report → tailored invoice → payment status → client record to the same job. Record details once while they are fresh, then review the bill against the 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.
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