A detention invoice is not complicated, but a sloppy one gives the broker an excuse to stall. Here is what belongs on it.
The seven things every detention invoice needs
- Your company and the broker's company. Names, addresses, and your MC or DOT number.
- The load or pro number. Match it to the rate confirmation exactly.
- The rate confirmation reference. Point to the detention clause you are billing under.
- The stop. Which facility, and the date.
- Arrival and departure times. To the minute, ideally GPS-stamped.
- The math. Time on site, free time, billable hours, rate, and total. Show your work.
- Supporting documents. The signed BOL and any photos, attached.
Why arrival and departure are the whole ballgame
Everything on the invoice is easy except proving when you got there and when you left. That is the number brokers fight. A signed BOL with in and out times written by the shipper is strong. A GPS timestamp from the moment you pulled onto the property is stronger, because it cannot be argued down. If you have both, most claims pay without a phone call.
Attach the proof, do not promise it
Send the BOL and any photos with the invoice, not "on request." The harder it is to wave your claim off, the faster it gets paid. See how to claim detention pay step by step for the full packet.
Send it fast
The longer you wait, the colder the trail and the easier it is for the broker to say they have no record. Invoice within a day or two of the load closing. If they go quiet, here is what to do next.
Or skip the form entirely
HaulClaim builds the invoice for you from your logged times, attaches the proof, and sends it. Free for a limited time — you keep 100% of what we recover.