Your customer is whoever is in the "Bill To" field of the rate confirmation, not necessarily the company on the BOL. Shipper and consignee are locations. Sending the invoice to the shipper when the broker is in "Bill To" can cost weeks.
| Field | What you write |
|---|---|
| Your company | Legal name exactly as with FMCSA, MC # and DOT # |
| Invoice # | Unique, in sequence; one load, one invoice |
| Bill To | Exactly as on the rate confirmation |
| References | Load #, PO #, BOL # |
| Pickup and delivery | Cities and dates |
| Linehaul | The rate confirmation amount |
| Accessorials | Each on its own line: "Detention 3 h × $50 = $150" |
| Total | RC + approved accessorials |
| Terms | Net 30, quick pay… |
| Remit To | Your account, or the factoring company's if you factor |
Compare the rate confirmation with the BOL and POD: load and PO numbers, addresses, dates, weight, signatures and page count. Most holds come from three things: missing pages, poor scans and missing signatures. A note like "damaged", "short" or "refused" on the POD means talk to safety before invoicing.
Within 24–48 hours. The payment term starts when the broker receives a complete invoice, so every day of delay is a day later payment.
The latest rate confirmation, the full signed BOL/POD, any documents the RC requires (packing list, weight ticket) and proof for each accessorial (approval emails, lumper receipts).
Payment is due 30 days after the invoice date. An invoice dated October 3 with Net 30 is due November 2.
We create and submit your invoices to factoring or the shipper, with the documents checked, every week, so you can stay focused on driving and dispatching.
CP GROW runs billing, factoring paperwork, aging-invoice follow-up and driver payroll for US trucking companies, from $29 per truck per week. Book a free 15-minute back-office review: we look at how your invoices move and show you where money gets stuck. No obligation.
This guide is one piece of the Billing, Factoring & Payroll course (58 lessons, English, Romanian and Russian, with real anonymized documents, examples, a final test and an AI assistant in every lesson). Theoretical course, $230, 12 months of access.
Not sure which back-office path fits you? Find Your Fit in Trucking ($50) compares dispatching, safety and accounting, and the $50 becomes credit toward a full course.