3 versions · copy & paste
Fuel surcharge invoice wording
The invoice is where customers actually see the surcharge. A clear label and a one-line footnote answer the 'what's this charge?' question before anyone has to call you.
01 · Standard
Template · review before sending
Line item: Fuel surcharge (temporary) .......... $[amount] Footnote: A temporary fuel surcharge applies while the U.S. average diesel price is above $[threshold]/gal (EIA weekly). It recovers our added fuel cost only and is reviewed [monthly].
02 · Percentage version
Template · review before sending
Line item: Fuel surcharge ([x]% of service charge) .......... $[amount] Footnote: Fuel surcharge is based on the EIA weekly U.S. average diesel price ($[current]/gal for the week of [date]) and recovers fuel costs above $[base]/gal.
03 · Per-mile version
Template · review before sending
Line item: Fuel surcharge, [miles] mi × $[rate]/mi .......... $[amount] Footnote: Temporary fuel surcharge of $[rate] per mile while diesel is above $[threshold]/gal. Reviewed [monthly].
(FAQ)
Invoice line questions
01Should a fuel surcharge be taxed?
Sales tax treatment of surcharges varies by state and by what you're selling. Ask your accountant or check your state's guidance. Often a surcharge is taxed the same way as the service it's attached to.
02What's the best label for the line item?
'Fuel surcharge' or 'Fuel surcharge (temporary)'. It's the term customers recognize and the easiest to explain.