Trucking P&L Template

Each month, pull your freight invoices, fuel receipts, and expense records and enter the totals by category. If you use transportation management software (TMS) or an ERP, most can export a monthly expense summary you can use as your source. Fill in your total miles driven for the month in the Per-Mile Cost Tracker sheet — that unlocks the CPM and RPM calculations that tell you what each loaded and empty mile actually costs. These numbers are the foundation of good rate negotiation and load selection.

A trucking P&L has a specific structure that generic business templates don't reflect. Revenue needs to separate linehaul freight from fuel surcharges, because fuel surcharges are meant to offset fuel costs — if your fuel surcharge revenue and actual fuel costs are misaligned, you're either leaving money on the table or billing incorrectly. Accessorial charges (detention, layover, TONU) are often the most overlooked revenue category, and they matter more as freight markets tighten. On the cost side, expenses need to track per mile — not just as monthly totals — because the measure that drives profitability decisions in trucking is cost per mile, not cost per month.