Haulage Rate Card Template
Rate Card Basics: The Four Rate Types
Bulk haulage operators typically use one or more of these rate types depending on the client and job type. A good rate card specifies which type applies to each material and service.
| Rate Type | How It Works | Best For | Example |
|---|---|---|---|
| Per Tonne | Charge per metric tonne deliveredMeasured by weighbridge at source or site | Aggregate, sand, fill, gravel, quarry products — any material where weight is measured at point of production | $8.50/t |
| Per Load | Flat rate per truck trip regardless of weightSimpler, but requires trust in load size | Muckaway, spoil removal, waste — where loads are roughly consistent and weighing isn't practical | $220/load |
| Per Hour | Charge for time on site or in transitUsually with a minimum charge (e.g. 4 hour minimum) | Standby, waiting time, plant hire components, or variable work where loads vary significantly | $135/hr (4hr min) |
| Fixed / Day Rate | Agreed daily or weekly fixed amountRegardless of loads completed | Long-term project placements where client wants cost certainty and a dedicated truck | $1,950/day |
Example Rate Cards
These are illustrative structures. Fill in your own rates for each client based on your agreed terms.
Client A — Civil Construction (Aggregate Supply)
Rate type: Per Tonne · Billing: Weekly · Xero contact: Client A Pty Ltd
| Material | Site/Zone | Rate | Notes |
|---|---|---|---|
| 20mm Aggregate | Site A — Eastern Zone | $9.20/t | Min 40t per call |
| 10mm Aggregate | Site A — Eastern Zone | $9.80/t | Min 40t per call |
| Road Base | Site A — All zones | $8.50/t | — |
| Sand Fill | Site A — Western Zone | $7.90/t | Surcharge if <20t |
| Standby / Waiting | All sites | $145/hr | After 30min free wait |
Client B — Earthworks Contractor (Mixed Materials)
Rate type: Mixed (per load + per hour) · Billing: Fortnightly · Xero contact: Client B Ltd
| Service | Rate Type | Rate | Notes |
|---|---|---|---|
| Spoil removal (tipper) | Per Load | $195/load | 8–10m³ tipper assumed |
| Spoil removal (semi) | Per Load | $295/load | Semi tipper |
| Plant placement (tipper) | Per Hour | $130/hr | 4hr minimum |
| Fill placement (aggregate) | Per Tonne | $10.50/t | Includes delivery |
Client C — Long-Term Project (Dedicated Fleet)
Rate type: Day rate + per tonne overflow · Billing: Monthly · Xero contact: Client C Group
| Item | Rate | Notes |
|---|---|---|
| Dedicated tipper — day rate (Mon–Fri) | $1,850/day | Driver + fuel included |
| Weekend availability (if requested) | $2,200/day | 48h notice required |
| Additional loads (overflow) | $280/load | Above baseline schedule |
| Fuel surcharge adjustment | Quarterly review | Linked to AIP average diesel price |
What to Include in Every Rate Card
- Effective date: When this rate schedule applies from
- Rate review clause: When rates can be reviewed (typically 12 months, or linked to fuel / CPI)
- Minimum charges: Per load, per call, or per hour minimums
- Waiting time: After how many minutes does waiting time apply, and at what rate
- Fuel surcharge: Whether a surcharge applies and how it's calculated
- Weekend / after-hours: Whether a premium applies outside standard hours
- Payment terms: Net 14, Net 30, or your standard
- GST statement: Confirm all rates exclude or include GST
Rate Cards in HaulageOps
In HaulageOps, each client has a rate card configured against their account. When a job is created:
- The system automatically applies the correct rate for the material and job type
- Dockets are linked to the rate — weight in = invoice line item out
- No manual calculation needed at billing time
- If rates change, update once in the rate card and all future jobs use the new rate
- Rate audit trail shows when each rate was last updated and by whom