What’s on the transportation quote template
Extra fields on this template: Trip date, Route.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Charter coach, 56 passengersHours, 5-hour minimum | 10 | $165.00 | $1,650.00 |
| Mileage beyond 250 includedPer mile | 60 | $3.50 | $210.00 |
| Driver overnight lodging | 1 | $150.00 | $150.00 |
| Tolls and parkingEstimated, billed at cost | 1 | $120.00 | $120.00 |
| Total | $2,130.00 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What a transportation quote should include
- The vehicle: type and seating capacity, and any accessibility features.
- The itinerary: date, pickup and drop-off times and places, and stops.
- How it’s priced: hourly with a minimum, per trip, or per mile, with what’s included.
- Extras: driver lodging and meals on overnight trips, tolls, parking, cleaning.
- Gratuity: included or not.
- Deposit and cancellation terms.
Plan driver hours into the quote: in the US, federal hours-of-service rules limit passenger-carrier drivers to 10 hours of driving after 8 consecutive hours off duty, so long trips may need a second driver or an overnight stop.
From accepted quote to invoice
A quote is a fixed offer: once the client accepts it in writing, by signing it or replying to say yes, both sides are bound by its price and scope. Keep the accepted copy. When the work is done, open the quote in the free quote maker and switch it to Invoice, or start from the trucking invoice template. Anything the client added later goes on its own line.
Frequently asked questions
Should transportation be quoted hourly or per trip?
Hourly with a minimum for local charters; per trip or per day for long-distance and multi-day trips.
Is the driver’s tip included?
Say so either way. Many operators add a suggested gratuity of 10–20% or leave it to the group.
What if the trip runs longer?
State the hourly rate for extra time in the quote, so overtime isn’t a surprise.