Tools / Free to use
Free pilot car invoice generator
We separate product guidance from regulatory claims and link to official sources where rules or public data are discussed. Report a correction.
Build a pilot car invoice with a separate line for every approved billable. Select the service type, enter its quantity and rate, add percentage FSC to the subtotal, and choose Due on Receipt or Net 7, 15, 30, 60, or 90 terms. Preview the complete invoice and print it or choose Save as PDF. No account is required, and the tool does not store or send the invoice.
Prepare a complete billing packet
Add the actual trip sheet, acceptance record, and receipts when the carrier requires them. Review the due terms and billing contact before sending the saved PDF yourself.
Save and send inside Pilot Car Pros
For repeat work, register to connect invoices to dispatch, mileage, expenses, trip reports, payment status, and client records. The solo trial is 14 days with no credit card; the solo plan is $19.99 flat monthly.
Related: Free pilot car invoice template · Pilot car invoice software
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.