Start with the agreed instructions
Before building the invoice, check the rate confirmation and your agreement with the broker. Confirm the billing contact or portal, required documents, agreed charges and the point at which the payment clock begins. A delivery date is not automatically the payment due date.
Build a packet the recipient can match
- Use a unique invoice number and invoice date.
- Identify your company and the correct bill-to business.
- Include the broker’s load reference, pickup and delivery dates, and relevant origin/destination details.
- List the agreed linehaul and separately approved accessorial charges.
- Attach the required proof of delivery, signed delivery paperwork and receipts.
- Show the total, agreed payment terms and verified remittance instructions.
Only include information needed to support the bill. Keep a copy of the exact packet you submitted and the portal receipt or email confirmation.
Resolve changes before sending
If detention, a lumper fee or another charge changed the amount, keep the approval with the supporting document. Do not rely on an unexplained difference between the invoice and the rate confirmation.
Follow up with one clear reference
Track when you submitted the packet, whether it was accepted, the agreed due date and any question still open. A follow-up can identify the invoice and load number, amount and submission date, then ask what is needed to complete processing.
Check payment instructions carefully
Verify unexpected payment-routing changes through a previously trusted contact method. If a factoring agreement applies, confirm the required notice and remittance instructions before issuing or revising the invoice. FMCSA describes common identity and broker/carrier fraud warning signs in its fraud guidance.
Before you rely on this guide: Check contract terms and any applicable invoicing or record-retention rules with a qualified adviser. This guide does not establish a universal payment deadline.
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