Trucking Bookkeeping
BOOKKEEPING FOR TRUCKERS & OWNER-OPERATORS
Settlement statements, fuel, IFTA, per diem. We keep the books so you can keep the wheels turning.
The Short Answer
Trucking bookkeeping tracks the money behind the miles. Settlement statements from your carrier or brokers, fuel and IFTA, maintenance, insurance, truck payments, and per diem. Done right, it shows your real cost per mile and what you actually clear after expenses. We keep it current so tax season and fuel-tax filings aren't a scramble.
Trucking runs on thin margins and a lot of moving paper. Settlement statements, fuel receipts, scale tickets, maintenance invoices. Miss the tracking and you have no idea if a load actually made money.
Trucking bookkeeping isn't general bookkeeping with a truck parked next to it. It has its own rules. Here's what we handle and why it's different.
Where Trucking Books Are Different
WHAT MAKES TRUCKING BOOKKEEPING ITS OWN THING
Cost Per Mile
The number that runs your business. We track every expense against your miles so you know your real cost per mile and which lanes and loads are worth running.
Settlement Statements
Carrier and broker settlements bundle gross pay, advances, fuel, insurance, and deductions into one document. We break each one apart so income and expenses land correctly.
Fuel and IFTA
Fuel is your biggest cost, and IFTA filing depends on clean fuel and mileage records by state. We keep that data organized so quarterly IFTA isn't a shoebox emergency.
Per Diem
The per diem deduction for meals on the road is real money, and most owner-operators leave some of it on the table. We track your days out so the deduction is right.
Equipment and Depreciation
Your truck and trailer are major assets. We set up depreciation correctly, track payments and interest, and keep maintenance and repairs categorized.
Owner-Operator or Fleet
One truck or five, the books work differently. We set yours up for where you are now and keep them ready for when you add equipment or drivers.
What We Handle
WHAT WE DO FOR YOUR TRUCKING BOOKS
Let's talk about your books.
15 minutes. No pitch. Just a straight answer about where things stand.
Why Trucking Books Are Different
A general bookkeeper sees a deposit from a broker and calls it income. A trucking bookkeeper knows that deposit is a settlement, and inside it are a fuel advance, a chargeback for a missed appointment, an insurance deduction, and the actual gross pay. Record it as one lump and the books are already wrong.
Trucking also carries expense categories most businesses never touch. IFTA, scale fees, lumper fees, ELD subscriptions, truck washes, parking. Each one matters at tax time, and each one needs to land in the right place.
We set up a chart of accounts built for trucking, not a generic template. That's the difference between books that tell you your cost per mile and books that just tell you money moved.
Fuel, IFTA, and the Records That Matter
Fuel is usually 30 to 40 percent of an owner-operator's costs, so getting it right matters more here than almost anywhere else. Every fuel purchase needs to be recorded, and for IFTA, it needs to be tracked by the state where you bought it.
IFTA, the International Fuel Tax Agreement, makes you file quarterly based on miles driven and fuel bought in each state. If your records are a glovebox full of receipts, every quarter is a panic. If they're organized as you go, it's a quick filing.
We keep fuel and mileage records clean throughout the quarter so the IFTA numbers are ready when the deadline hits. No reconstructing three months of driving from memory.
Knowing What You Actually Clear
Plenty of owner-operators stay busy and still come up short at the end of the year. Loads are running, money is moving, but nobody is tracking what's left after fuel, the truck payment, insurance, and maintenance. Gross pay feels like income. It isn't.
Real trucking books show you net, not gross. What did this month actually clear? Is your cost per mile creeping up? Can you afford that next truck, or does the math only work on paper? Those are the questions clean books answer.
And when tax season comes, your per diem is tracked, your depreciation is set up, your fuel is documented. Your CPA gets real numbers, you get every deduction you earned, and nothing is a scramble.
Simple, Transparent Pricing
PLANS FROM $399/MO
ESSENTIALS
Starting at
$399/mo
Clean books every month for solo operators and straightforward finances.
GROWTH
Starting at
$599/mo
Strategy calls and deeper reporting for growing businesses.
SCALE
Starting at
$1,199/mo
A full financial operations partner for complex, multi-entity businesses.
“I highly recommend Jordan for anyone needing help with QuickBooks or bookkeeping. Super knowledgeable, professional, and easy to work with. Jordan is passionate about helping businesses stay organized and grow.”
Matthew M.
Google Review
Common Questions
FREQUENTLY ASKED QUESTIONS
Our monthly plans start at $399. A single owner-operator often fits the Essentials plan, while a small fleet usually needs Growth at $599. Your price depends on how many trucks you run and your transaction volume.
Both. Most of this work is for single-truck owner-operators, but we also handle small fleets. The books get set up for where you are and scale as you add trucks.
We keep your fuel and mileage records organized by state so your IFTA filing is fast and accurate. We prepare the numbers. The filing itself is quick once the data is clean, and we can hand it to your filing service or CPA.
Yes. Catch-up work is common in trucking, and it's a one-time project separate from monthly bookkeeping. We rebuild from your settlements, fuel records, and bank statements until it all reconciles.
No. You're on the road, and we work entirely through QuickBooks Online. We're based in Cranberry Township, PA, and we work with truckers wherever they run.
Explore More
KEEP LOOKING AROUND
Monthly Bookkeeping
Clean books every month, settlements and all.
Learn moreHow Much Does Bookkeeping Cost?
The full price breakdown, with real numbers.
Learn moreCatch-Up Bookkeeping
Behind on your trucking books? We clean up the backlog.
Learn moreSee Our Pricing
Three plans, every price published.
Learn moreREADY TO KNOW WHAT EACH MILE EARNS?
Book a free call and see exactly where your business stands. No pressure, no jargon. Just a clear picture of your finances. 100% satisfaction guarantee your first month.
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