In short

Accounting for trucking companies focuses on unit economics and cash: cost per mile and revenue per mile by truck, broker and lane profitability, cash forecasting around factoring and slow-paying customers, and decisions on buying, leasing or replacing equipment. Year-end work includes the asset and loan schedules for tractors and trailers and documentation the tax preparer needs for depreciation and vehicle taxes.

The numbers that run a fleet

Most carriers manage by three measures: revenue per mile, cost per mile and deadhead percentage. From reconciled books and your mileage records we report each by truck and for the fleet, trended month to month.

Broker and lane profitability

Some brokers pay well but slowly; some lanes look good until deadhead is included. We combine revenue by customer with miles and direct costs so you can see which relationships deserve more capacity.

Equipment decisions

Buying, leasing or keeping an older truck changes cash flow, depreciation and repair costs differently. We model each option from your own maintenance history and financing terms. The IRS explains how equipment is depreciated in Publication 946, and we keep the asset schedule your tax preparer relies on.

Cash forecasting

Fuel and payroll are paid weekly while customers pay in thirty days or more. A rolling thirteen-week forecast that includes factoring advances, reserve releases and loan payments shows when a squeeze is coming.

Year-end

We close the year with reconciled loans, an asset schedule per unit and a summary of vehicle-related taxes paid, ready for your preparer.

Reporting we prepare

Monthly reports show revenue and cost per mile, fuel cost per mile, maintenance by truck and profitability by lane or customer, so you can see which loads are worth taking.

Deadhead miles and detention time are tracked where your dispatch system records them.

Key terms

Definitions for terms used on this page:

  • Depreciation: Depreciation spreads the cost of a long-lived business asset over the years it is used, rather than deducting it all at once.

Trucking & Transportation problems this addresses

  • Factoring companies advance cash net of fees and reserves
  • Fuel is the largest variable cost and is paid with several cards
  • Driver settlements combine pay, advances and deductions
  • Trucks and trailers are expensive assets with loans attached
  • Heavy highway vehicle and fuel tax records must be kept by vehicle