Invoices / Operator resources
What to put on a pilot car invoice
We separate product guidance from regulatory claims and link to official sources where rules or public data are discussed. Report a correction.
Put your business and client details, invoice number, service date, load #, route, escort role, quantities, agreed rates, total, due terms, and payment instructions on a pilot car invoice. Add the trip sheet, acceptance record, and approved expense receipts when the carrier requires them.
Identification checklist
Use the client’s correct legal billing name and accounts-payable contact. Include the carrier load reference even if you have your own job number. Distinguish the service date from the invoice date so a late-issued bill still matches the run.
Charge checklist
List loaded-mile service, separately authorized deadhead, day rate or mini-run minimum, detention/wait time, hotel, tolls, and FSC as applicable. State the quantity and rate for each measured item. Do not bill an extra simply because the template has a field.
Related: Pilot car invoice software · Free pilot car invoice generator
Final review
Recalculate the total. Check payment terms against the agreement. Attach the actual trip sheet and receipts. Generic invoice layouts need extra care around load #, role, loaded versus total miles, and trip-sheet signatures; missing information can cause a returned bill.
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 →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.