Software
Per-mile accounting, IFTA fuel tax, driver settlements, factoring reconciliation, DOT compliance, equipment depreciation. For owner-operators, fleet carriers, and logistics companies on TruckingOffice, AXON, Tailwind, Rose Rocket, or McLeod.
Scope
Software
Trucking is one of the most operationally-intense accounting environments outside of manufacturing. Per-mile margins are thin (5–10% for well-run operations), multiple revenue streams need separate tracking (per-mile, per-load, fuel surcharge, detention, accessorials), and owner-operator relationships create 1099/W-2 classification complexity. Generic bookkeepers treat a trucking P&L like a service business and produce financials that don't help operators make actual decisions.
The single most important metric in trucking is cost-per-mile. Operators need to know what it costs to run a loaded mile vs an empty mile, per tractor, per lane, per driver. Generic bookkeeping reports total expenses; trucking accounting breaks it down by the dimensions that drive operator decisions: what routes to take, which drivers to run, which lanes to drop. Trucking-trained offshore accountants build this reporting monthly.
International Fuel Tax Agreement filings are due quarterly. Late filings trigger penalties in every participating state. Offshore accountants trained on IFTA track mileage by jurisdiction weekly, reconcile fuel purchases by state, and file quarterly returns on time. Most small carriers we meet either handle this in a panic every quarter or hire an IFTA-specific service – offshore accounting absorbs it into standard monthly scope.
Most small-to-mid carriers factor receivables to manage cash flow. Factor company advances 90–97% of invoice face, holds the remainder as reserve, deducts factoring fee when invoice collects. Accounting for this cleanly requires discipline: AR reduces when factor pays, not when customer pays; reserve balances track as AR; factoring fees hit as expense. Generic bookkeepers routinely screw up factoring and end up with AR that never ties to the factor's statements.
Typically pairs with offshore bookkeeping and offshore payroll for the driver W-2/1099 layer.
FAQ
Yes. Quarterly IFTA preparation: mileage-by-jurisdiction tracking, fuel purchase reconciliation, return preparation. Filing done by your firm of record or coordinated through our process.
Yes. TMS data (loads, dispatches, driver assignments) reconciles to accounting daily or weekly. Driver settlement data flows from TMS to accounting for settlement processing.
Year-round tracking of owner-operator payments, W-9 collection, 1099-NEC preparation. Payment data flows from settlement to 1099 year-end automatically.
Yes. Unit-level maintenance cost tracking, preventive maintenance scheduling, warranty claim tracking, tire/fuel/repair cost per mile.
Yes. Factoring reconciliation is standard scope. Factor statements reconciled monthly, advance/reserve balances tracked, factoring fees expensed cleanly.
Yes. Annual HVUT preparation, mileage threshold tracking, IRS e-filing. Part of standard scope for fleet carriers.
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