Towing invoice
Invoice template for tow truck operators: base tow, distance surcharge and storage. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Base tow
- Distance surcharge
- Storage
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Base tow" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Storage". Deliver dispatch details, delivery or storage records and the quantities confirmed by the customer.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A tow can be ordered by the driver, a roadside assistance club, an insurer, the police or a landlord clearing a car park, and that decides who receives the invoice and which rates apply. Some of those jobs have regulated or pre-agreed prices, so check whether one applies before billing. The template separates the base tow, the extra distance and the days the vehicle stayed in your yard, because storage keeps running until someone collects it.
Fields to prepare
- Deliverables and line items
- Base tow, Distance surcharge, Storage: record the quantities actually supplied and the service period.
- Base tow
- Give the date and time, the vehicle make, model and registration, and what the base fee covers, such as hooking up and the first 10 km.
- Distance surcharge
- Show the kilometres beyond those included and the rate, measured from pick-up point to drop-off rather than from your depot, unless your terms say otherwise.
- Storage
- Count the days from arrival in your yard to collection, and note the date the owner was told, which can matter if the storage charge is disputed.
- Goods and volume
- Record item codes, counts, weight or volume, packing units and handling conditions.
- Route and period
- Define origin and destination, storage or transport period, loading responsibilities and proof of delivery.
- Scope to agree
- Record the pick-up and drop-off points with the distance, the time the vehicle was collected, and the days stored with the daily rate.
Before sending
- Does “Base tow” show the quantity actually supplied, not the quantity first quoted?
- Is “Distance surcharge” charged at the rate the customer agreed to, with any change approved?
- Is “Storage” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Check extra-charge conditions for waiting, redelivery, returns and special handling.
- Reconcile dispatch, arrival and received quantities and explain discrepancies.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Base tow | 8 × $120.00 | $960.00 |
| Distance surcharge | 5 × $2,400.00 | $12,000.00 |
| Storage | 3 × $60.00 | $180.00 |
| Subtotal | $13,140.00 | |
| Sales tax (8%) | $1,051.20 | |
| Total | $14,191.20 | |
Net amount $13,140.00, sales tax $1,051.20, total payable $14,191.20.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Who do I invoice when an assistance club ordered the tow?
Normally the club, under its agreement with you, quoting its job number. Anything the club does not cover, such as extra storage days or a second tow, is billed to the owner separately, and the owner should hear about it before it arises.
Can I release a vehicle before storage is paid?
That is for your terms and the local rules on holding vehicles. Whatever you decide, the invoice should show storage up to the actual collection date, so the amount due on release is clear to the owner and to any insurer.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $1,051.20 on a net amount of $13,140.00, for a total of $14,191.20. The editor recalculates all three when you change a quantity, a price or the country.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Can I change the layout and colour?
Yes. The editor offers other layouts and a document colour for the printed page. Changing them moves no figure: the lines and totals stay as they are, and the PDF, Word and Excel files follow the layout you pick.
Read next
Reading for the Towing invoice: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.