Trucking Expense Tracker Template

Log expenses as you go or in weekly batches. For each expense, enter the date, pick the category from the dropdown, enter the vendor and amount, and optionally attach a load number if you want to track per-load costs. The Monthly Summary pulls from the Expense Log automatically. At the start of each month, enter your total miles for the period in the Monthly Summary — the template will calculate your cost per mile for fuel, maintenance, driver pay, and total operating expenses without any additional work on your part.

The five expenses that dominate trucking cost structure are fuel, driver compensation, maintenance and tires, insurance, and equipment financing. Fuel is the largest variable cost — typically 25–35% of gross revenue — and the one most influenced by daily decisions around routing, fuel stop selection, and truck speed. Driver pay runs 25–35% of revenue for company drivers on percentage-of-load arrangements, and slightly lower for owner-operators paying themselves. Maintenance and tires should budget at $0.10–0.18 per mile for well-maintained equipment; anything higher is a signal that scheduled maintenance is being deferred. Insurance premiums are fixed monthly costs that are easy to track but worth reviewing annually since trucking insurance rates have risen significantly in recent years. Equipment payments — truck and trailer financing — represent the largest fixed obligation for most operators, and knowing the exact monthly amount against your revenue is essential for understanding true break-even mileage.