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Accounting and finance
Books that understand trucking
Monthly bookkeeping and fixed-scope reviews for US motor carriers, from the team that wrote a driver-settlement engine. We work alongside your CPA.
Monthly
Monthly bookkeeping
Your books kept every month by people who know what a settlement, an escrow deduction and a factoring reserve are. You get statements you can make decisions from, and a clean year-end handover to your CPA.
- Who it's for
- Carriers whose books are behind, kept by someone who doesn't know trucking, or kept by the owner at night.
- What you get
- Transactions recorded to a trucking chart of accounts
- Bank and card accounts reconciled every month
- Driver settlements and factoring remittances reconciled against the ledger
- Month-end close with a P&L and balance sheet
- A year-end package for your CPA
- Typical length
- Monthly. Cancel with 30 days notice.
- What we need from you
- Read access to your bank and card accounts and your existing accounting software, plus your settlement and factoring reports each month.
Advisory · fixed scope
Cost-per-mile review
What each truck, driver and lane really costs you per mile, built from your own books and fuel data rather than an industry average.
- Who it's for
- Carriers pricing loads off a gut-feel rate, or who suspect one truck or one lane is eating the margin.
- What you get
- A written report: cost per mile by truck, driver and lane
- Deadhead share and what it costs you
- Break-even rate per loaded mile for your lanes
- A spreadsheet model you keep and update yourself
- Typical length
- 2–3 weeks after we receive the data.
- What we need from you
- Three to six months of books, fuel card exports, settlement statements and load records.
Advisory · fixed scope
Driver pay design
A pay structure and deduction policy you can explain to a driver in two minutes and defend on a settlement.
- Who it's for
- Carriers changing pay, losing drivers over settlement disputes, or running a different deal for every driver.
- What you get
- Pay structures compared on your own loads: percentage, flat, per loaded mile and per total mile
- A written deduction, escrow and negative-balance policy
- A driver statement template that shows every line
- A rollout note for your drivers
- Typical length
- 2–4 weeks.
- What we need from you
- Current pay agreements, recent settlement statements and a sample of loads.
Advisory · fixed scope
Back-office cleanup
For the back office that grew one spreadsheet at a time. We put the ledger, receivables and paperwork calendar in order and write down how it runs.
- Who it's for
- Carriers with a backlog, a bookkeeper who left, or a scramble every renewal season.
- What you get
- A trucking chart of accounts mapped from your current one
- Receivables aging cleaned up, with what is collectable and what is not
- A factoring workflow from invoice to reserve release
- A compliance and renewal calendar (IFTA, UCR, 2290, insurance, plates) with owners and dates
- A written process for each
- Typical length
- 3–6 weeks, depending on the backlog.
- What we need from you
- Access to your existing accounting software, bank statements, factoring reports and current renewal paperwork.
Example deliverable
What a report looks like
One page from a cost-per-mile review. Every number traces back to your books, and the report shows the arithmetic.
| Truck | Miles | Cost | CPM |
|---|---|---|---|
| 101 | 31,240 | $66,541 | $2.13 |
| 104 | 28,900 | $64,736 | $2.24 |
| 107 | 33,410 | $67,822 | $2.03 |
| Fleet | 93,550 | $199,099 | $2.13 |
Truck 104 runs 11¢ a mile above the fleet. Next step: split its repair spend out of the maintenance line.
What we don't do
- We don't prepare or file tax returns or tax filings.
- We don't perform audits.
- We don't give legal or investment advice.
- We don't hold or move your money.
We work alongside your CPA, not instead of one.
Questions
Are you a CPA firm?
No. We do bookkeeping and back-office finance work. Tax returns and tax filings stay with your CPA, and we hand over clean books to work from.
Do you file IFTA or 1099s?
No. We keep the mileage, fuel and payment records those filings are built from and track the deadlines, but you or your CPA file them.
Do I need to use DispatchTrace?
No. We work with the accounting and dispatch tools you already have. If software is part of the problem we'll say so, and we'll tell you up front that we make a TMS.
How is a project priced?
After a first call we send a written scope and a fixed price. Monthly bookkeeping is a fixed monthly fee based on your volume.
Do you work with small fleets?
Yes. Bookkeeping and the reviews suit fleets of any size. The cost-per-mile review is most useful once you run more than a few trucks.
Tell us where the back office hurts
A 30-minute call. Tell us your fleet size and what you want fixed, and we'll say whether we can help and what it would take.