--- title: "Invoicing & billing for trucking & logistics companies" description: "Invoicing & billing for trucking & logistics companies: outsourced invoicing and billing: invoice creation, recurring and progress billing, credit notes." url: https://ledgerbpo.com/industries/trucking/invoicing-and-billing/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Invoicing & billing for trucking & logistics companies Invoicing for trucking & logistics companies is a paperwork race: the rate confirmation sets the price, the signed bill of lading or proof of delivery proves the work, and the broker or shipper will not pay until both arrive with the invoice, often through a portal with its own rules. Add detention, layover, lumper and truck-ordered-not-used charges that need supporting documents, and delays creep in. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for trucking and logistics companies LedgerBPO prepares invoices from delivered loads in your TMS, attaches the POD and accessorial support, submits them to the customer or your factoring portal on the day of delivery or the next business day, and posts each one to AR the same day. ## What are outsourced invoicing services? Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship. ## What we handle for trucking and logistics companies - Invoices built from delivered loads at rate-confirmation amounts with POD attached - Detention, layover, lumper and TONU charges billed with time stamps and receipts - Broker and shipper portal submissions completed in the format each customer requires - Factoring schedules submitted with the required documents when you factor - Every invoice posted to AR the day it is sent, with the load number as reference ## The KPI that matters here Delivered loads invoiced or submitted to the factor within one business day of receiving the POD. ## Trucking compliance notes ### FMCSA and federal filings Operating authority, USDOT registration, the Unified Carrier Registration fee, IRP apportioned plates and the annual Form 2290 heavy vehicle use tax (due August 31 for most fleets) each carry a cost and a date. We keep those dates on the close calendar, record the fees against the right units and keep insurance certificates and down payments tracked. Filing stays with you or your compliance service. ### IFTA fuel tax Each quarter, miles by jurisdiction from the ELD and gallons by jurisdiction from fuel-card statements are compiled into IFTA workpapers, with the net tax due or refund calculated per state. The ledger fuel account is reconciled to the same gallons so the return and the books agree. You or your permit service submits the return. ### Factoring agreements Recourse and non-recourse factoring agreements set the advance rate, the fee schedule and when chargebacks apply. We record advances as a liability or as AR sold depending on the agreement, show fees as finance cost and reconcile the reserve account monthly so you can see what the factor is holding. We do not negotiate the agreement. ### Driver settlements and worker classification Owner-operators under lease are paid on settlement statements with deductions the lease must list, and receive a 1099 at year end; company drivers are W-2 employees with per diem treated under IRS transportation-industry rules. We prepare settlements and payroll journals from the agreements you provide and flag classification questions for your counsel. We do not decide who is a contractor. ## Trucking software we work in - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Xero](https://ledgerbpo.com/software/xero/) - [Gusto](https://ledgerbpo.com/software/gusto/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - TMS exports (McLeod, Trimble TMW, Tailwind, Truckstop) - Motive and Samsara ELD reports - Factoring portals (RTS, OTR Solutions, TAFS, Triumph) - Fuel cards (WEX, EFS, Comdata) - [All 50 platforms](https://ledgerbpo.com/software/) ## More for trucking and logistics companies Other services for trucking - [Bookkeeping](https://ledgerbpo.com/industries/trucking/bookkeeping/) - [Accounts receivable](https://ledgerbpo.com/industries/trucking/accounts-receivable/) - [Accounts payable](https://ledgerbpo.com/industries/trucking/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/trucking/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/trucking/month-end-close/) - [Financial reporting](https://ledgerbpo.com/industries/trucking/financial-reporting/) - [All trucking services](https://ledgerbpo.com/industries/trucking/) Invoicing and billing in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/invoicing-and-billing/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/invoicing-and-billing/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/invoicing-and-billing/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/invoicing-and-billing/) - [The full invoicing and billing page](https://ledgerbpo.com/services/invoicing-and-billing/) ## Frequently asked questions ### How quickly can you invoice a delivered load? The same day or the next business day after the signed POD is in the TMS or sent to us. We check the rate confirmation, add accessorials with their support, attach the POD and submit through email, the customer's portal or your factoring portal. Loads missing paperwork appear on a daily list for dispatch so nothing sits unbilled. ### How do you bill detention and other accessorial charges? From the rate confirmation and the evidence. Detention needs arrival and departure times from the ELD or the signed BOL, lumper fees need the receipt, and TONU needs the cancellation record. We bill accessorials as separate lines with that support attached, which is what brokers require before they approve them. Unsupported accessorials are flagged rather than invoiced blind. ### Can you submit our invoices to the factoring company? Yes, when that is in scope. We prepare the schedule of accounts in your factor's portal, upload the invoice, rate confirmation and POD for each load, and record the submission in the ledger so the advance can be matched when it arrives. Loads the factor declines are returned to your own AR for direct billing. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/trucking/invoicing-and-billing/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt