InsightTrack Bookkeeping gives trucking companies full-service monthly bookkeeping in QuickBooks Online — transaction coding, bank reconciliations, AR/AP, and monthly financial statements — on flat-rate packages starting at $300 per month. One bookkeeper on your file every month. See package pricing or book a free consultation.
Who This Is For
Arkansas is a trucking state, and a lot of the industry's small operators are here — owner-operators leased to a carrier, one- to ten-truck fleets running their own authority, and hot-shot and regional haulers. The bookkeeping is different from almost any other business: revenue arrives through settlement statements or a factoring company net of deductions, fuel is the largest variable cost and has its own tax filing, and the biggest asset in the company is depreciating on the highway every day.
InsightTrack sets up trucking books that reconcile settlements and factoring remittances back to gross revenue, capture fuel by state for IFTA, record per diem and truck expenses correctly, and keep the truck, trailer, and their loans on the balance sheet. Every month you get a P&L, a balance sheet, and revenue and cost per mile.
Built for owner-operators and small fleets across Arkansas and remotely nationwide. Your CPA handles IFTA, 2290, and the return; we make sure the numbers they need are already in the books.
What Makes Bookkeeping for Trucking Companies Different
Settlements and factoring
A settlement or factoring remittance is net of fuel advances, insurance, plate fees, factoring charges, and reserves. We record gross revenue and each deduction separately so you can see what the load paid and what it cost to get paid.
Fuel, fuel cards, and IFTA
Fuel is tracked by purchase with state and gallons captured from fuel card statements, so your IFTA preparer has what they need and fuel cost per mile is accurate.
Per diem, maintenance, and truck costs
Per diem, tires, repairs, tolls, scales, and permits are coded to the right accounts so the P&L shows the true cost of operating the truck and your CPA gets clean deductions.
Equipment, loans, and depreciation
Trucks and trailers go on the balance sheet with their loans. Interest is separated from principal, and your CPA gets a depreciation list for Section 179 and bonus depreciation decisions.
How We Set Up Your Books
Trucking books use a chart of accounts built around per-mile costs: fuel, driver pay or per diem, maintenance and tires, insurance, permits and tolls, and factoring or dispatch fees as operating costs, with equipment financing and depreciation below. Revenue is recorded gross with deductions shown separately.
- Settlement and factoring reconciliation — gross revenue and every deduction recorded, remittances tied to the bank
- Fuel by state — fuel card statements captured with gallons and state for IFTA
- Miles tracked — loaded, empty, and total miles recorded monthly so per-mile metrics work
- Equipment and loans — trucks and trailers as fixed assets, loans with principal and interest split
- Driver pay — W-2 drivers through payroll or 1099 owner-operators with W-9s on file, coded per truck where you run more than one
The Numbers We Track for Trucking Companies
Every client gets a monthly P&L, balance sheet, and cash flow statement. For trucking companies we also report the operating numbers that drive decisions, and can build them into a dashboard that updates as the books close.
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Revenue per mile
Gross revenue divided by total miles, and by loaded miles. The number you price loads against.
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Cost per mile, fixed and variable
Fuel, maintenance, and driver pay per mile on the variable side; truck payment, insurance, and permits per mile on the fixed side. Together they set the floor for any load you accept.
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Fuel as a percent of revenue
Tracked monthly so a fuel price spike or a bad fuel-surcharge negotiation shows up immediately.
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Cash after truck payments
Operating cash flow less equipment debt service and a maintenance reserve — what's really available to take home or put toward the next truck.
Serving Trucking Companies in Arkansas and Nationwide
InsightTrack is based in Conway, Arkansas, and works with trucking companies in Little Rock, Conway, Maumelle, and across Central Arkansas, plus Fayetteville, Rogers, Bentonville, and Springdale in Northwest Arkansas.
The work is done in QuickBooks Online with documents shared through a secure portal, so location doesn't limit who we can help. We also serve trucking companies in Texas and nationwide. See all locations.
Frequently Asked Questions
Can you reconcile my settlement statements and factoring remittances?
Yes. We record gross load revenue and each deduction — fuel advances, factoring fees, insurance, plates, reserves — separately, then match the net remittance to the bank so you can see what each load actually paid.
Do you file IFTA and 2290?
No. Those are filed by your CPA or a permit service. We keep fuel purchases by state and gallons, and miles by month, so whoever files has the numbers ready without a scramble each quarter.
What does trucking bookkeeping cost?
Flat-rate packages start at $300 per month, which covers most owner-operators. Small fleets with multiple trucks, driver payroll, and factoring would usually run $500 to $1,200 per month depending on volume.
Can you track cost per mile?
Yes. We record total and loaded miles monthly alongside the books and report revenue per mile and cost per mile, split into fixed and variable costs, every month.
Do you work with trucking companies in Arkansas?
Yes. InsightTrack is based in Conway and works with owner-operators and small fleets in Little Rock, Conway, Northwest Arkansas, Fort Smith, and statewide, plus remotely nationwide.
Get In Touch
Bring your current setup — QuickBooks file, spreadsheet, or shoebox — and we'll tell you what the monthly close would cost and what a cleanup would involve. Call (501) 697-1919 or email marcus@insighttrackbookkeeping.com.