Bookkeeping · trucking

Bookkeeping for Trucking Companies and owner-operators

Trucking bookkeeping for owner-operators with one truck and small fleets with drivers, in any state: we categorize fuel, repairs and truck payments, track profit per truck in QuickBooks Online or Zoho Books and hand over tax-ready books. Packages start at $200 a month.

Who our trucking bookkeeping is for

Owner-operators with one truck

You drive yourself, under your own authority or leased on to a carrier. We keep the books so the numbers for Schedule C or your LLC's return are ready at year-end.

Small fleets

You have drivers on payroll or 1099 contractors. We track each truck separately and tie the books to payroll.

Books not ready for tax time

Fuel and repair receipts pile up and statements aren't categorized. We start with the current month and catch up the missed months separately.

No idea which truck makes money

Revenue comes in, but you can't see which truck or lane is profitable and which one eats the profit in repairs and downtime.

What trucking bookkeeping includes

Trucking expense categories

Fuel, repairs and tires, insurance, truck payments, tolls, parking, factoring fees — every transaction goes into its own category, the way it will show up on your return.

Gross revenue, not net

If a carrier or broker sends a settlement with fuel, insurance and other deductions already taken out, we record the full revenue and each deduction as an expense.

Profit per truck

QuickBooks Online uses classes for this (Plus and Advanced plans), Zoho Books uses reporting tags and projects. Every month you see revenue and costs for each truck.

Truck loans, lease-purchase and depreciation

A loan payment is split into interest and principal: interest is a business expense, while the truck itself is written off through depreciation. If the truck becomes yours under a lease-purchase agreement, the IRS doesn't let you deduct the payments as rent.

Drivers on W-2 or 1099: bookkeeping and filings

A driver's status depends on how the work is actually done, not on the contract: the IRS looks at how much the company controls how and when the driver works. If it's unclear, you can ask the IRS to determine status with Form SS-8.

Employee drivers (W-2)

You need payroll: pay and withholding calculations, Form 941 every quarter, Forms 940 and W-2 every year. We run payroll in QuickBooks Payroll or Gusto — from $150 a month for up to 3 employees.

Contract drivers (1099)

Before the first payment we collect Form W-9 from the driver. If a driver is paid $2,000 or more in 2026, Form 1099-NEC goes out by January 31 — $30 per form. Without a W-9, you may have to withhold 24% from payments (backup withholding).

Per diem for truck drivers: an example

An owner-operator (self-employed or a single-member LLC owner) can deduct meals on the road with the IRS special per diem rate for the transportation industry instead of receipts: $80 a day for travel within the continental US (Notice 2026-60, effective October 1, 2026; the rate was the same a year earlier). Drivers subject to the DOT hours of service rules deduct 80% of that amount instead of the usual 50%.

IRS rate

$80

per day on the road in the continental US, transportation industry

200 full days on the road

$16,000

per diem for the year: 200 × $80

80% deductible

$12,800

instead of $8,000 at the usual 50%

Per diem applies only to days on the road away from your tax home; on the day you leave and the day you return you can claim 3/4 of the rate. You need records of the dates, places and business purpose of each trip. If you use the special rate, you use it for all trips that year.

Trucking bookkeeping pricing

The price depends on your monthly transaction volume and how complex the books are. We pick the package after a short conversation about your business.

up to 75 transactions/mo

$200

BASIC · an owner-operator with one truck and one or two accounts

up to 150 transactions/mo

$350

STANDARD · several trucks and 1099 drivers; + balance sheet and contractor tracking

up to 250 transactions/mo

$570

PREMIUM · + 1099 preparation and quarterly estimated tax reminders

One-time: QuickBooks or Zoho Books setup — $200, catch-up bookkeeping — from $180 per month, Form 1099-NEC — $30. Payroll for drivers — from $150 a month. The software subscription is not included. See all bookkeeping prices →

How our bookkeeping for trucking companies works: 4 steps

We work online with trucking companies in every state. Documents are shared through our secure client portal.

A call about your business

How many trucks and drivers, your own authority or leased on, which return you file. We pick a package and quote a price.

Software setup

A chart of accounts for trucking, classes or tags for each truck, bank and card connections. No software yet? Setup is $200.

Monthly bookkeeping

We categorize transactions, reconcile bank and card accounts and send a Profit & Loss report — for the whole business and per truck.

Year-end

We close the year, prepare 1099-NECs for contract drivers by January 31 and hand over the books for your return: Schedule C, Form 1065 or 1120-S.

What to prepare

Statements for business bank and card accounts, including fuel cards — or online banking access

Settlement statements from your carrier or brokers for the period

Truck documents: loan, lease or lease-purchase agreement, bill of sale

A list of drivers: W-9s for contractors or payroll records

Trucking bookkeeping FAQ

How much does trucking bookkeeping cost?

Packages start at $200 a month. The price depends on transaction volume and complexity: BASIC, up to 75 transactions a month — $200; STANDARD, up to 150 — $350; PREMIUM, up to 250 — $570. We pick the package after a short call.

Should my drivers be 1099 contractors or W-2 employees?

It depends on the actual working conditions, not the contract: the IRS looks at how much the company controls how and when the driver works, who bears the expenses and how permanent the relationship is. If it's unclear, you can ask the IRS to determine status with Form SS-8. We run payroll for employee drivers and handle W-9s and 1099-NECs for contractors.

Do I need to send Form 1099-NEC to contract drivers?

Yes, if you paid a driver $2,000 or more in 2026 (the threshold used to be $600). The form goes to the driver and the IRS by January 31 of the following year. It's generally not required for corporations, including LLCs taxed as S-corps or C-corps, and payments by card or through payment apps are left off it — they're reported on Form 1099-K. Preparation is $30 per form.

Can I see profit for each truck?

Yes. QuickBooks Online uses classes for this (Plus and Advanced plans), Zoho Books uses reporting tags or projects. Each transaction is assigned to a truck, and the report shows revenue, fuel, repairs and profit for each one.

How do I write off the cost of a truck?

Through depreciation. For equipment acquired after January 19, 2025, the One Big Beautiful Bill Act brought back 100% bonus depreciation, so the cost can be deducted in the first year. We decide what works best when preparing your return; a depreciation schedule is $50 per asset.

Can I deduct per diem?

Yes, if you're an owner-operator traveling away from your tax home. The IRS special rate for the transportation industry is $80 a day in the continental US, and drivers subject to the DOT hours of service rules deduct 80% of it. You need records of trip dates and places.

My books are months behind. Where do we start?

With the current month: we connect your bank and cards and keep the books on a package. The missed months are rebuilt from statements — from $180 per month — so you have a full year at tax time.

Do you work with trucking companies in other states?

Yes, we work online across the US, in English and Russian. Documents go through our secure client portal, and bank and card accounts connect to the software directly.

Let’s start with a free 15-minute interview

Send us a request — we’ll get back to you within one business day, hold a free 15-minute interview and give you a price.

Send a request — it’s free Call: +1 (929) 340-2427