Most trucking businesses use bookkeeping programs that effectively enable them to design their company’s invoice within minutes. Simply put in some key data, drop your logo onto the invoice and you’re ready to send. Be that as it may, some bookkeeping programs may not walk you through the fundamental components that should be included. Having detailed, accurate information ensures your company’s invoices can be tracked, thus increasing the chances of a customer paying on time. Below, we’ll explore some invoice factoring tips for writing a solid trucking invoice.
Invoice Factoring Tips for Invoices
If you’re leveraging invoice factoring through Integrity Factoring, we take care of the invoicing for you. However, not every factoring company operates this way, and you may need to generate your own invoices for any invoices you don’t factor. Be sure to include the elements outline below.
Company Logo
A company logo or letterhead gives your invoice an official look, guaranteeing your client that the invoice is from a real organization. It’s also important to include the words “invoice” or “bill” at the highest point of the invoice.
Contact Info
When drafting an invoice, it’s critical to include your company’s full name, address, email, and phone number. You’ll also want to include the name and contact information of your client. To avoid payment delays, take the time to ensure this information is the actual person who will be processing the payment.
Invoice Number
An invoice number helps you to reference and track the invoice for bookkeeping purposes. When a client makes a payment, you can also ask them to reference the invoice number so each of you can keep an accurate up-to-date record of the transaction.
Invoice Due Date
When drafting an invoice it’s important to always include the invoice date and due date. These dates will provide your client with important information concerning how long they have to make the payment. Depending on your agreement, this time frame can range from 30 to 60 days after a service has been completed.
Work Description
It’s important to include a full work description of the services provided so that it can be easy for your customer to understand when they receive your invoice. Furthermore, you should avoid using abbreviations or industry shorthand.
Payment Details
When you draft your invoice, make sure to add a segment that shows important payment details like the number of hours worked, products purchased, and the price of each of those items. You should also provide separate sections for the sales tax amount along with any discounts you’ve applied.
Invoice Total
At the end of your payment details, make sure the total price is displayed prominently at the bottom of your invoice.
Method of Payment
Last but not least, it’s important to outline the different methods of payment you accept along with any payment terms you’ve agreed upon.
Get Started with Integrity Factoring
With over a decade of experience, we provide flexible invoice factoring solutions to help you grow and succeed. To learn more, connect with a factoring specialist.
Frequently Asked Questions About Trucking Invoicing and Invoice Factoring
A factoring-ready invoice should include your company name, contact information, invoice number, customer details, load description, delivery date, payment terms, and total amount due. Clear and complete invoices reduce the chance of payment delays and ensure factoring companies can process funding quickly.
Clear payment terms are essential when your customers pay on extended timelines. Include the invoice issue date, a specific due date, and net terms (e.g., “Net 30” or “Due within 60 days”). This helps reduce confusion, supports timely payments, and makes your invoices more compatible with factoring services if you choose to use them.
Invoices should be formatted clearly for digital sharing, use PDFs or other non-editable formats, label all sections clearly (invoice number, due date, rate, and load description), and avoid handwritten notes. A clean digital invoice speeds up client processing and is required by most factoring companies if you choose to submit for early payment.
Missing details such as delivery confirmation, incorrect customer information, or unclear rate agreements can slow down factoring approval. Double-check that your invoices are accurate, itemized, and supported by the required documents (like proof of delivery) to avoid delays.
Accurate, consistent invoicing makes it easier to track income, monitor unpaid balances, and reconcile accounts. This reduces administrative time and improves visibility into your cash flow. Organized invoicing also simplifies working with external partners like accountants or factoring companies.
You can explore our invoice factoring guide for a detailed look at how this financing solution supports trucking companies. Whether you’re new to factoring or comparing providers, Integrity Factoring offers a step-by-step resource to help you understand the process and evaluate your options.
