Industry template
Transport & Freight Invoice Template — Australia
A complete invoice template for road transport, freight and logistics businesses — covering consignment-based billing, fuel levies, accessorial charges and GST on freight. ATO-compliant.
Transport and freight invoices have a specific structure that accounts payable teams in logistics-heavy industries expect. Each invoice must tie back to a consignment note or job reference, and every additional charge — fuel levy, tolls, dangerous goods surcharge — must be clearly itemised and calculated. Getting this right the first time prevents short-payment and accelerates cash flow.
Use our free invoice generator to create your invoice, or apply the template structure below.
Transport & freight invoice — template structure
Invoice header
TAX INVOICE [Your Transport / Logistics Company] Pty Ltd ABN: [XX XXX XXX XXX] [Your Address] [Your Phone] | [email protected] [TMC Number: XXXXXX] ← include if required in your state Invoice No.: [INV-2026-1104] Invoice Date: [DD Month YYYY] Due Date: [DD Month YYYY] To: [Customer / Shipper Name] ABN: [Customer ABN] [Customer Address] Attention: [Accounts Payable / Logistics Manager] Account No.: [Customer account reference]
Line items — consignment-based
Job / Connote Pickup Delivery Date Delivered ──────────────────────────────────────────────────────────────────────────────────────── JOB-8842 Melbourne, VIC Sydney, NSW [DD Month YYYY] Freight: 10 pallets, 2,400 kg, 14 LDMs — general goods Description Qty Rate Amount (ex GST) ──────────────────────────────────────────────────────────────────────────────────────── Base freight rate — MEL to SYD, 10 pallet 1 $1,450.00 $1,450.00 Fuel levy (18.5% of base freight) 1 $268.25 $268.25 Tail-lift charge at delivery 1 $55.00 $55.00 Sydney metro delivery surcharge 1 $80.00 $80.00 ──────────────────────────────────────────────────────────────────────────────────────── JOB-8842 subtotal (ex GST) $1,853.25 ──────────────────────────────────────────────────────────────────────────────────────── JOB-8849 Brisbane, QLD Gold Coast, QLD [DD Month YYYY] Freight: 3 pallets, 640 kg — refrigerated (chilled) Base freight rate — BNE to GC, refrigerated 1 $480.00 $480.00 Fuel levy (18.5%) 1 $88.80 $88.80 Refrigeration surcharge 1 $65.00 $65.00 ──────────────────────────────────────────────────────────────────────────────────────── JOB-8849 subtotal (ex GST) $633.80 ──────────────────────────────────────────────────────────────────────────────────────── Invoice total (ex GST) $2,487.05 GST (10%) $248.71 ──────────────────────────────────────────────────────────────────────────────────────── Invoice total (inc GST) $2,735.76
Dangerous goods / special cargo invoice
JOB-8867 — Dangerous goods consignment Origin: Perth, WA Destination: Adelaide, SA Class 3 — Flammable liquids Base freight rate — PER to ADL, Class 3 DG 1 $2,100.00 $2,100.00 Dangerous goods surcharge 1 $350.00 $350.00 Fuel levy (18.5%) 1 $452.50 $452.50 DG documentation fee 1 $45.00 $45.00 ──────────────────────────────────────────────────────────────────────────────────────── Subtotal (ex GST) $2,947.50 GST (10%) $294.75 ──────────────────────────────────────────────────────────────────────────────────────── Total inc GST $3,242.25
Payment details & footer
Payment details: Bank: [Your Bank] BSB: [BSB] Account No.: [Account number] Account name: [Your Company Name] Reference: [INV-2026-1104] [Account No.] Credit terms: [14 / 30] days from invoice date. Claims: Any claims for loss or damage must be submitted in writing within [7] days of delivery. Claims received after this period may not be accepted under our carrier terms and conditions. This is a tax invoice for the purposes of the A New Tax System (Goods and Services Tax) Act 1999. All freight services on this invoice are domestic taxable supplies subject to GST at 10%.
GST on freight services
- Domestic freight — taxable at 10%
- Road, rail, air and sea freight between locations within Australia is a taxable supply. GST applies at 10% on the full freight charge including fuel levies, surcharges and accessorial fees.
- International freight (exports) — GST-free
- Freight services for goods being exported from Australia are generally GST-free under section 38-355 of the GST Act. Show these as $0 GST on the invoice and note "GST-free — export freight".
- International freight (imports) — GST-free
- Freight for goods being imported into Australia up to the point of customs clearance is generally GST-free. Post-customs-clearance domestic delivery is taxable.
- Fuel levy
- A fuel levy is an additional charge for the transport service and is taxable at 10% — it is not a separate GST-free cost recovery. Include it in your GST calculation.
Payment terms guidance for transport
- 7 days (small operators)
- Owner-operators and small carriers should aim for 7-day terms. Transport is a cash-intensive business — fuel, registration and repairs cannot wait 30 days.
- 14 days (standard)
- The most common term for medium transport businesses. Balances client expectations against the business's fuel and operational cash flow needs.
- 30 days (large account customers)
- Acceptable for large, reliable customers with a good payment history. Consider requiring a credit application and credit limit for accounts on 30-day terms.
- Account statements
- Send a monthly account statement to all credit customers at month end — it keeps the account current and prompts payment of overdue jobs before they age.
When freight invoices are disputed
The most common disputes on freight invoices are:
- Disputed weight or dimensions — always weigh and measure on receipt and retain the records. Customers may re-weigh at delivery.
- Fuel levy calculation — publish your fuel levy matrix and tie it to a public fuel price index (e.g. AIP weekly diesel price). This eliminates disputes about the percentage applied.
- Delivery not confirmed — always obtain a signed POD (Proof of Delivery) or electronic confirmation. Without a POD, payment disputes are much harder to resolve.
- Accessorial charges not agreed — state in your terms of carriage exactly which surcharges apply and when. Surprise charges on invoices are a leading cause of non-payment.
If a customer fails to pay despite a clear invoice and POD, refer the debt to Merion — commission-only, no upfront cost.
Related tools and guides
- Invoice Generator — ATO-compliant tax invoices, free
- Statement Generator — monthly account statements
- Australian Tax Invoice Requirements
- Setting Payment Terms for B2B
- Chasing an Overdue Invoice
- Merion Free Tools — late payment cost calculator
- Refer a debt to Merion
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