For school-bus contractors who bill a district per route, per school day. Type each school's calendar once — its first and last day, holidays, breaks and snow days — and the Excel template counts every route's school days for the month, takes off the days a route didn't run, and totals the invoice.
Opens in Excel, Google Sheets, Numbers or LibreOffice. This school year's federal holidays come filled in. Free — no sign-up.
| School | Route | School days | Days it didn't run | Days billed | Price per day | Amount |
|---|---|---|---|---|---|---|
| Lincoln Elementary | Route 7Didn't run one day (breakdown) | 21 | 1 | 20 | $425.00 | $8,500.00 |
| Lincoln Elementary | Route 8 | 21 | 21 | $380.00 | $7,980.00 | |
| Jefferson Middle | Route 12 | 21 | 21 | $450.00 | $9,450.00 | |
| Total due | $25,930.00 | |||||
The example lines it comes with, for October 2026: 21 school days (22 weekdays, less Columbus Day).
Yellow cells are for you; everything else is worked out. School days are Monday to Friday, less each school's closed days.
Usually not — check your contract. Add snow days and emergency closures to the school's closed days as they happen, and they come off the count.
Work it out from your driver and aide pay, fuel, maintenance, insurance and the bus with the free route price calculator.
Yes — each school has its own column, so an early-release or a closure at one school doesn't change the others.
Your company name
Address · phone · email
INVOICE
Bill to
School district
Attn: billing contact
Address
| School | Route | School days | Days it didn't run | Days billed | Price per day | Amount |
|---|---|---|---|---|---|---|
| Total due | ||||||
How to pay
Notes (days a route didn't run, and why)
Free template from FleetCommander — fleet-commander.us
FleetCommander keeps every school's calendar, counts each route's school days × its price per day, flags the days a route shows no sign of running (from driver clock-ins and student attendance), and sends the district a branded PDF invoice — then tracks what's paid and what's overdue. See district invoicing.
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