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Small Fleet Load Profit Tracker

See profit on every load and every truck, check a rate before you accept it, and keep IFTA, per diem, settlements and renewals in one workbook.

Made for: Small fleets running 2 to 10 trucks with company drivers or leased owner-operators.

$27
Buy on EtsyWatch the walkthrough
Instant download · 1 Excel workbook (.xlsx) · Opens in Google Sheets too
Small Fleet Load Profit Tracker dashboard with example numbers

What it does

  • Built for fleets of 2 to 15 trucks. Shows what every load and every truck nets after driver pay, empty miles, fuel, fees, maintenance and each truck's fixed costs.
  • Keeps the records you need at tax time: IFTA miles and fuel by state, expenses by Schedule C line, per diem days, maintenance history and renewal dates.
  • Estimates the tax to set aside and tracks your quarterly estimated payments against the IRS due dates.

Watch the walkthrough

Jay walks through every tab with example numbers, so you know exactly how to set it up.

What's inside

15 tabs, including a Start Here guide. Example rows show the format; type over them with your own numbers.

DashboardYour year at a glance: profit, profit per mile, money owed to you, taxes to set aside and what's due.
TrucksList each truck, its driver and how they're paid. Shows profit and MPG for every truck.
LoadsOne row per load. Profit, profit per mile and a GOOD / THIN / LOSS verdict for every load, plus who still owes you.
Load CalculatorCheck an offered rate BEFORE you accept: break-even rate and the rate you need to hit your target.
Fuel LogEvery fuel purchase: gallons, cost and state. Feeds MPG and IFTA.
IFTA MilesMiles driven in each state or province. Feeds the IFTA Summary.
IFTA SummaryQuarterly IFTA worksheet: miles, taxable gallons, tax-paid gallons and tax due or credit by jurisdiction.
ExpensesEvery other business cost, with a Schedule C line for each category.
MaintenanceService and repair history by truck, with next-due miles and dates.
Per DiemDays away from home for the per diem meal deduction.
Tax & ProfitYour real profit for the year by Schedule C line, the tax to set aside and quarterly estimated payments.
RenewalsIFTA, 2290, UCR, IRP, CDL, medical card, insurance and inspection due dates, with countdowns.
Settlement CheckCatch short pay and unexplained deductions on broker or carrier settlements.
SettingsYour costs, fees, tax rates, per diem rate and drop-down lists. Set these first.

How to set it up

  1. Settings: set the report year, your fees, maintenance reserve and target profit per mile, plus your tax rates.
  2. Trucks: one row per truck with its driver, how the driver is paid, monthly fixed costs, expected miles and current odometer.
  3. Loads: one row per load. Add the Date paid when the broker pays so you can see who still owes you.
  4. Fuel Log and IFTA Miles: log fuel stops and miles by state (from your ELD or trip sheets). IFTA Summary does the quarter's math.
  5. Expenses, Maintenance and Per Diem: log everything else as it happens. Renewals keeps your deadlines in one place.
  6. Dashboard and Tax & Profit: everything adds up automatically for the report year.

Questions

Does it work in Google Sheets?

Yes. It is built in Excel and opens in Google Sheets: upload the file to Google Drive and choose Open with Google Sheets. Excel (desktop or Microsoft 365) gives the smoothest experience. Apple Numbers is not supported.

Do I need to know formulas?

No. Blue text on a yellow cell is something you type. Everything else calculates for you, and the Start Here tab explains each step.

How do I get the file?

Buy it on Etsy and download it instantly from your Etsy purchases. Nothing is shipped.

Is this tax or legal advice?

No. Tax figures are planning estimates to help you set money aside. Check with a tax professional for your situation.

Something else? Message us on Etsy or tap Ask Jay at the bottom of the page.

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