A detention invoice has one job: make it easy for the broker's AP team to say yes. That means every number is shown, every term is quoted from the rate con, and every piece of proof is attached. Below is a template you can copy, followed by a complete example.
The template
Subject: Detention Claim — Load #[LOAD] — $[AMOUNT] — documentation attached
Per rate confirmation #[RC NUMBER] (detention: $[RATE]/hr after [FREE TIME] free time),
we are submitting a detention claim for Load #[LOAD], delivered [DATE].
— Arrival (ELD/GPS): [TIME + TIME ZONE]
— Departure (ELD/GPS): [TIME + TIME ZONE]
— Total dwell: [H hrs M min] · Free time: [FREE TIME] · Billable: [H hrs M min]
— Amount due: $[AMOUNT]
— Notice sent: [TIME] (timestamped copy attached)
Attached: signed BOL, ELD log excerpt, rate con page [N].
Please confirm payment within [N] days.A worked example
Load #4417 is a dry van delivering to a receiver in Joliet, IL. Page 2 of the rate con says: "Detention $60/hr after 2 hrs free time. Carrier must notify broker within 24 hrs of occurrence."
- 08:04 CT: arrived at receiver (ELD/GPS timestamp)
- 10:12 CT: detention notice emailed to broker
- 14:31 CT: BOL signed by receiver
- 14:39 CT: departed (ELD/GPS timestamp)
Total dwell is 6 hrs 35 min. Subtract 2 hrs of free time and 4 hrs 35 min is billable: 4.583 hrs × $60 = $275.00. This rate con bills exact minutes; if yours rounds to 15-minute or full-hour increments, apply that rule and show it. (See how to calculate detention pay for rounding rules.)
Subject: Detention Claim — Load #4417 — $275.00 — documentation attached
Per rate confirmation #RC-88214 (detention: $60/hr after 2 hrs free time),
we are submitting a detention claim for Load #4417, delivered 10/14.
— Arrival (ELD/GPS): 08:04 CT
— Departure (ELD/GPS): 14:39 CT
— Total dwell: 6 hrs 35 min · Free time: 2 hrs · Billable: 4 hrs 35 min
— Amount due: $275.00
— Notice sent: 10:12 CT (timestamped copy attached)
Attached: signed BOL, ELD log excerpt, rate con page 2.
Please confirm payment within 15 days. We'll follow up on day 7, 14, and 30.What makes this invoice hard to reject
- The broker's own words. Quoting the rate con turns the claim from a request into a contract term.
- Machine timestamps. ELD/GPS times are harder to dispute than handwritten ones.
- The math is visible. AP can verify it in ten seconds instead of sending it back with questions.
- Proof of notice. The single most common reason for denial is answered before it is raised.
- A stated follow-up plan. It signals the claim will not quietly go away.
Common mistakes
- Sending one combined invoice for linehaul and detention. Detention often goes through a separate approval, and bundling slows both.
- Missing time zones. "8:04" means nothing to a broker in a different zone.
- Leaving the BOL "to follow." Many claims never get the BOL, and never get paid.
- Waiting until month-end to batch claims. Some brokers set a deadline for submitting accessorials.