ToolsCost per mile, truck by truck
What does each truck cost you per mile?
For fleets that keep a class for each truck in QuickBooks Online. Drop your Profit and Loss by Class, type each truck’s miles, and see what every mile cost, truck by truck, and the cost line behind the difference. A calculation from your own books, not accounting advice.
Sample fleet, July to September
A small trucking firm’s QuickBooks report and miles, all made up for this demo
Check your own trucks
Your report stays in this browser
Cost a mile, all your trucks
$1.98
From July to September your trucks cost $1.98 a mile on average, but Truck 104 cost $2.55 a mile, 57 cents more on its 20,703 miles, $11,800.71 in all, and $11,386.65 of that was Truck repairs.
$27,543.33 of costs were not given to any truck in QuickBooks, 19 cents a mile across all your trucks’ 145,351 miles. They are in no truck’s figure.
Cost a mile, each truck, against $1.98 for all of them
Each truck, most above the fleet’s rate first
| Truckthe miles you typed | Costsits cost lines added up | Cost a milecosts ÷ miles | Against the fleetits cost a mile − $1.98 | On its milesthe difference × its miles |
|---|---|---|---|---|
| Truck 10420,703 miles | $52,720.3114 cost lines added up | $2.55$52,720.31 ÷ 20,703 miles | 57 cents more a mile$2.55 − $1.98 | $11,800.71 more57 cents × 20,703 miles The most above the fleet’s rate |
| Truck 10917,856 miles | $39,680.1213 cost lines added up | $2.22$39,680.12 ÷ 17,856 miles | 24 cents more a mile$2.22 − $1.98 | $4,285.44 more24 cents × 17,856 miles |
| Truck 11226,383 miles | $51,415.6313 cost lines added up | $1.95$51,415.63 ÷ 26,383 miles | 3 cents less a mile$1.95 − $1.98 | $791.49 less3 cents × 26,383 miles |
| Truck 10724,637 miles | $45,708.2613 cost lines added up | $1.86$45,708.26 ÷ 24,637 miles | 12 cents less a mile$1.86 − $1.98 | $2,956.44 less12 cents × 24,637 miles |
| Truck 11528,064 miles | $50,052.4612 cost lines added up | $1.78$50,052.46 ÷ 28,064 miles | 20 cents less a mile$1.78 − $1.98 | $5,612.80 less20 cents × 28,064 miles |
| Truck 11827,708 miles | $48,472.6814 cost lines added up | $1.75$48,472.68 ÷ 27,708 miles | 23 cents less a mile$1.75 − $1.98 | $6,372.84 less23 cents × 27,708 miles The most below the fleet’s rate |
| All 6 trucks145,351 miles | $288,049.466 trucks added up | $1.98$288,049.46 ÷ 145,351 miles |
Truck 104, cost line by cost line, most above the fleet’s rate first
| Cost linewhere it is in your report | Truck 104its line, a mile | All your truckstheir line, a mile | Against the fleetTruck 104 − all | On its milesthe difference × its miles |
|---|---|---|---|---|
| Truck repairsin Repairs & maintenance | $0.75$15,538.27 ÷ 20,703 miles | $0.20$29,606.85 ÷ 145,351 miles | 55 cents more a mile$0.75 − $0.20 | $11,386.65 more55 cents × 20,703 miles |
| Dieselin Fuel | $0.87$18,027.02 ÷ 20,703 miles | $0.80$116,431.74 ÷ 145,351 miles | 7 cents more a mile$0.87 − $0.80 | $1,449.21 more7 cents × 20,703 miles |
| Lumper feesCost of Goods Sold | $0.04$803.00 ÷ 20,703 miles | $0.02$3,346.00 ÷ 145,351 miles | 2 cents more a mile$0.04 − $0.02 | $414.06 more2 cents × 20,703 miles |
| TollsCost of Goods Sold | $0.05$1,113.86 ÷ 20,703 miles | $0.04$6,352.77 ÷ 145,351 miles | 1 cent more a mile$0.05 − $0.04 | $207.03 more1 cent × 20,703 miles |
| Permits & licensesExpenses | $0.03$550.00 ÷ 20,703 miles | $0.02$3,300.00 ÷ 145,351 miles | 1 cent more a mile$0.03 − $0.02 | $207.03 more1 cent × 20,703 miles |
| Driver payroll taxesCost of Goods Sold | $0.05$1,019.22 ÷ 20,703 miles | $0.05$7,709.65 ÷ 145,351 miles | The same$0.05 − $0.05 | None0 cents × 20,703 miles |
| Truck washesExpenses | $0.01$243.30 ÷ 20,703 miles | $0.01$1,784.20 ÷ 145,351 miles | The same$0.01 − $0.01 | None0 cents × 20,703 miles |
| DEFin Fuel | $0.01$232.59 ÷ 20,703 miles | $0.01$1,581.06 ÷ 145,351 miles | The same$0.01 − $0.01 | None0 cents × 20,703 miles |
| ELD & softwareExpenses | $0.01$122.31 ÷ 20,703 miles | $0.01$748.08 ÷ 145,351 miles | The same$0.01 − $0.01 | None0 cents × 20,703 miles |
| ParkingExpenses | $0.00$22.55 ÷ 20,703 miles | $0.00$113.63 ÷ 145,351 miles | The same$0.00 − $0.00 | None0 cents × 20,703 miles |
| Tiresin Repairs & maintenance | $0.04$830.47 ÷ 20,703 miles | $0.05$7,237.19 ÷ 145,351 miles | 1 cent less a mile$0.04 − $0.05 | $207.03 less1 cent × 20,703 miles |
| Preventive maintenancein Repairs & maintenance | $0.03$645.09 ÷ 20,703 miles | $0.04$5,932.80 ÷ 145,351 miles | 1 cent less a mile$0.03 − $0.04 | $207.03 less1 cent × 20,703 miles |
| Driver wagesCost of Goods Sold | $0.64$13,323.17 ÷ 20,703 miles | $0.67$97,472.91 ÷ 145,351 miles | 3 cents less a mile$0.64 − $0.67 | $621.09 less3 cents × 20,703 miles |
| Loan interestOther Expenses | $0.01$249.46 ÷ 20,703 miles | $0.04$6,432.58 ÷ 145,351 miles | 3 cents less a mile$0.01 − $0.04 | $621.09 less3 cents × 20,703 miles |
What this counts
- Costs are every line in your report’s Cost of Goods Sold, Expenses and Other Expenses, each under the class QuickBooks gave it. Income is not used.
- A truck’s cost a mile is its costs ÷ the miles you typed. All your trucks’ is their costs added up ÷ their miles added up. The money on a truck’s miles is its difference a mile × its miles.
- Every figure a mile is rounded to the cent before it is compared, so a truck’s lines can come to a cent or two a mile more or less than the truck’s own figure.
- Costs with no class, the Not Specified column, and classes marked Not a truck are in no truck’s figure.
- The miles are yours, and the page only divides, so type each truck’s miles for the same dates as your report.
Also in your file
- Office, marked Not a truck, has $23,304.94 of costs, in no truck’s figure.
- 1 cost line is money back for a truck, a refund or a rebate, and is taken off its costs.
- Your report is on an accrual basis, as QuickBooks ran it.
In QuickBooks Online, go to Reports, open Profit and Loss by Class, set the dates, then Export to CSV or Excel.
No export to hand? Download our sheet to try it, or use it as a template. Swap our made-up rows for yours and drop it back in.
