Invoices / Operator resources
Pilot car trip sheet
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A pilot car trip sheet records what happened on an escort run. It supports the invoice with the load reference, service date, role, actual mileage, arrival and release times, and expense notes. It is an operating record, not a replacement for the carrier’s permit or a state-required document.
Before departure
Record the client, carrier contact, load #, planned route, meeting point, and assigned role. Keep the agreed rates and billing instructions accessible. Confirm which trip-sheet format and acceptance evidence the client wants.
During and after the job
When safely stopped, record changes, loaded and deadhead mileage, waiting intervals, and approved expenses. Keep timestamps with context, such as waiting for loading or waiting for release. Capture the requested signature or other acceptance record.
Related: Pilot car invoice software · Free pilot car invoice generator
Turn the sheet into a bill
Check actual quantities against agreed billable units. Keep unbilled deadhead in the cost record. Use the trip report to support a tailored invoice and retain the evidence with the client history.
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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