Accounting for Trucking Business and Truck Drivers

Accounting for trucking businesses and truck drivers can be a challenge.

There are many different trucking companies out there, each with its unique way of doing things.

As a result, trucking companies often have different accounting needs.

Truck drivers also have their own unique set of needs when it comes to accounting.

This can make it difficult to find an accounting solution that meets all of the needs of both trucking companies and truck drivers.

Fortunately, some accounting firms specialize in trucking businesses and truck drivers.

These firms understand the unique challenges that trucking companies and truck drivers face.

As a result, they can provide customized accounting solutions that meet the specific needs of both groups.

If you’re looking for an accounting solution for your business trucking or truck driver, be sure to check out one of these specialized firms.

What's in the article

What is accounting for tracking business and truck drivers?

The trucking industry or trucking management software uses accounting for tracking business and truck drivers.

Accounting lets the trucking company track revenue and drivers’ pay.

Revenue is the total income that the company receives from hauling freight.

Driver pay is what the trucking company pays its drivers after deducting expenses.

The trucking management software can also help with other aspects of trucking accounting, such as invoicing, accounts receivable, accounts payable, and payroll.

With invoicing, the company can send bills to its customers for the freight that was hauled.

Accounts receivable are money that is owed to the company by its customers.

Accounts payable is money that the trucking company owes to its suppliers.

Payroll is used to calculate how much each driver should be paid.

By using accounting software, trucking companies can keep track of all of this information in one place.

This makes it easier to manage their businesses and ensure that their drivers are being paid correctly.

Why is accounting important for the trucking business?

When people think of accounting, they often think of personal finances and budgeting.

While personal accounting is important, it’s not the only type of accounting that is important.

Businesses also need to keep track of their finances, and this is especially true for businesses in the trucking industry.

Trucking bookkeeping is essential for keeping track of personal and business expenses.

Stay organized and on track

This includes fuel costs, maintenance costs, and insurance costs.

Without proper accounting, it would be very difficult to run a business trucking

Thankfully, many accounting services can help trucking businesses stay organized and on track.

These services can provide peace of mind and allow businesses to focus on what they do best: driving trucks.

6 accounting basics for trucking business you need to know about

Business trucking is one of the most popular businesses in the world.

So, it is not surprising that many trucking companies are looking for ways to improve their accounting practices.

Here are six accounting basics for trucking businesses that you need to know about:

1. Keep accurate records of all income and expenses

Maintaining accurate financial records is essential for any business owner.

By keeping track of all income and expenses, you can get a clear picture of your business’s financial health.

Track your business’s progress

This information can be used to create financial statements, which can help you track your business’s progress over time and make informed decisions about where to allocate resources.

Accurate financial records can help you keep tabs on your business’s cash flow.

This is especially important if you rely on credit to finance your business operations.

By tracking your income and expenses, you can ensure that you are using credit wisely and not letting your business fall into financial trouble.

2. Classify expenses

Trucking businesses generally have three types of business expenses: operating expenses, driver expenses, and vehicle expenses.

Operating expenses

Operating expenses include items such as business insurance, fuel, and truck maintenance.

Driver expenses

Driver expenses include items such as wages, benefits, and training.

Vehicle expenses

Vehicle expenses include items such as depreciation, financing, license and registration fees, and fuel costs.

Most trucking businesses have separate business accounts for each type of expense.

This helps business owners to track their spending and keep their business finances organized.

Classifying expenses in this way can also help business owners to save money by identifying areas where they can cut costs.

3. Tax preparation

Tax preparation for trucking businesses can be a complex process, as there are a variety of international and federal regulations that need to be taken into account.

One of the most important elements of preparing taxes for trucking businesses is ensuring that all estimated tax payments are up to date.

Under the international fuel tax agreement, trucking businesses are required to make estimated tax payments every quarter.

If these payments are not made on time, the business may be subject to penalties.

In addition, it is important to accurately file the trucking business’s tax return.

This return must include all income and expenses related to the business, as well as any applicable deductions.

Failure to accurately file the return can result in audits or penalties.

As such, it is essential to seek out professional help when preparing taxes for a business trucking.

4. Understand Accrual Basis Accounting

Most businesses use accrual basis accounting, which matches revenues to expenses incurred in earning them.

This system accumulates both accounts receivable and accounts payable.

With accrual basis accounting, businesses can track their economic performance more accurately over time.

This system is also used to generate financial statements like the balance sheet and income statement.

However, accrual basis accounting can be more complicated than cash basis accounting, which only records transactions when cash changes hands.

As a business trucking owner, it’s essential to understand both systems so that you can make informed decisions about how to run your business.

5. Use accounting software

For trucking businesses, accounting software can save a lot of time and money.

Owner-operators can use accounting software to track expenses and income, as well as manage invoices and billings.

Accounting software can also be used to track mileage, fuel consumption, and maintenance costs.

In addition, accounting software can integrate with an electronic logging device to automatically track hours of service and driver compliance with hours-of-service regulations.

As a result, accounting software can help trucking businesses to run more efficiently and effectively.

6. Hire a qualified accountant

Trucking businesses have very specific bookkeeping needs.

Trucking businesses need to track revenue and expenses by load, truck, and driver.

This information is critical in making business decisions such as which loads to accept and which trucks and drivers are the most profitable.

Trucking businesses also need to track fuel usage, mileage, and truck maintenance costs.

Owner-operator and self-employed truck drivers have an added complexity in that they need to track their income and expenses for tax purposes.

A qualified accountant can help trucking businesses set up their bookkeeping systems and train them on how to use them.

A qualified accountant can also help trucking businesses with their tax planning and preparation.

Trucking businesses that hire a qualified accountant will be in a better position to make informed decisions, save money on taxes, and minimize the risk of costly mistakes.

How to start with accounting for your trucking businesses?

If you’re an owner-operator or a self-employed truck driver, then you need to know how to do your trucking bookkeeping.

It’s not as difficult as it might sound, and it’s something that you can do yourself with a little bit of effort.

The first step is to set up a separate bank account for your business trucking.

This will help you keep track of your expenses and income.

Next, you’ll need to keep track of all of your receipts and invoices.

This can be done by creating a simple spreadsheet or by using accounting software.

Finally, you’ll need to file your taxes every year.

This can be done online or by using a tax preparer.

By following these steps, you’ll be able to keep your business trucking finances in order and avoid any penalties from the IRS.

Accounting for trucking businesses: DIY or outsource?

For trucking businesses, the question of whether to do bookkeeping in-house or to outsource often comes up.

There are pros and cons to both options.

In-house can save money

For owner-operator, doing bookkeeping in-house can save money since they won’t have to pay for outside services.

However, it can also be time-consuming and may take away from other aspects of running their business.

Outsourcing bookkeeping

Outsourcing bookkeeping can be more expensive, but it can also free up time for trucking owners of the business to focus on other aspects of their business.

Ultimately, the decision of whether to do trucking bookkeeping in-house or to outsource should be based on the specific needs of the trucking businesses.

Tips for trucking businesses

Trucking businesses are an important part of the transportation industry.

Without business trucking, it would be difficult to move goods from one place to another.

However, trucking businesses can be challenging to operate. Here are a few tips for trucking businesses:

Know your cost per mile

In business trucking, it is important to know your cost per mile.

This will allow you to make informed pricing decisions, bid on contracts, and choose routes.

By knowing your cost per mile, you can ensure that you are making a profit and not losing money on your operations.

Several factors go into calculating your cost per mile, including fuel costs, maintenance expenses, and driver salaries.

By understanding all of the factors that impact your bottom line, you can make sure that your trucking businesses are successful and profitable.

Keep notes

In trucking businesses, it is important to keep track of all your expenses, incomes, and other relevant information.

This can be accomplished by taking good notes.

You should always have a notepad and pen with you in your truck so that you can jot down any pertinent information.

For example, if you make a delivery, be sure to note the address, the time, the amount of money you were paid, and any other relevant details.

If you pick up a load, be sure to note the weight, the type of load, the origin and destination, and so on.

Keeping track of this information will help you keep tabs on your business and ensure that you are making money.

In addition, if you ever have any problems with a load or delivery, having good records will enable you to quickly resolve the issue.

Therefore, taking good notes is essential to running successful trucking businesses.

Review your money frequently

It’s no secret that trucking businesses are expensive to operate.

The cost of fuel, maintenance, and repairs can quickly add up, eating into your profits.

That’s why it’s so important to review your finances regularly.

By tracking your income and expenses, and cash flow you can identify areas where you’re spending too much money and make adjustments accordingly.

This will help you keep more of your hard-earned cash in your pocket and improve your bottom line.

Additionally, reviewing your finances regularly will give you a better understanding of your business’s financial health and help you make more informed decisions about where to invest your money.

So if you want to stay ahead of the curve, be sure to keep a close eye on your business trucking finances.

Use a Business Credit Card

A business credit card is an essential tool for any type of trucking business.

First, it provides a way to track expenses and keep track of mileage.

This is important for tax purposes and budgeting.

Second, a business credit card can help build credit for the business, which can be important for getting loans or leasing vehicles.

Third, a business credit card can offer discounts on fuel, maintenance, and other trucking-related expenses.

This can save the company money over time.

Finally, a business credit card can help build relationships with suppliers and vendors.

These relationships can be beneficial when it comes time to negotiate contracts or prices.

In short, a business credit card is an essential tool for any business with trucks.

By using one wisely, the company can save money, build credit, and develop relationships that will benefit the company in the long run.

Use the right software

Businesses with trucking are complex operations that need to carefully track many different types of information.

From bookkeeping services to dispatch, there are a lot of moving parts that need to be coordinated.

That’s why it’s important to use the right software to manage all of this information.

A good accounting system can help you keep track of expenses, revenues, and bookkeeping services.

It can also help you coordinate your dispatch and bookkeeping services.

Using the right software can help you run your business more efficiently and effectively.

It can also save you time and money in the long run.

So if you’re running a business with trucking, make sure you’re using the right software to help you stay organized and on top of all your bookkeeping needs.


Operating a business trucking can be fraught with a unique set of challenges, not the least of which is keeping track of all the expenses associated with running the operation.

Fortunately, there are several accounting software programs designed specifically for trucking businesses.

These programs can help business owners keep track of fuel costs, maintenance and repair expenses, and even driver payroll. In addition, many of these programs come with a range of features that can make managing a business trucking easier, such as GPS integration and online invoicing.

For any business owner looking to get a handle on the finances of their operation, investing in one of these accounting software programs is a wise decision.