Industries
Trucking and logistics
Finbryn tracks fuel, maintenance and toll costs per truck instead of as one lump expense, reconciles owner-operator settlements and factoring advances against the invoices they relate to, and organizes mileage and fuel data ahead of IFTA deadlines. We work inside QuickBooks Online alongside Samsara or TruckingOffice.
Management report
Illustrative client · August 2026
USD
| Line | Aug | Jul | |
|---|---|---|---|
| Revenue | 142,380 | 131,904 | +10,476 |
| Cost of sales | (51,260) | (48,115) | (3,145) |
| Gross profit | 91,120 | 83,789 | +7,331 |
| Payroll | (46,300) | (45,900) | (400) |
| SoftwareNoted | (6,480) | (5,490) | (990) |
| Rent | (8,000) | (8,000) | 0 |
| Other operating | (9,215) | (9,870) | +655 |
| Net income | 21,125 | 14,529 | +6,596 |
Reviewer's note
Software is up on last month after two seats were added mid-month. Revenue includes one milestone invoice that will not repeat next month.
Illustrative. An example of the document, not a client's figures.
Exceptions report
Where the books usually hurt
Fuel, maintenance and toll costs get recorded as one lump expense instead of tracked per truck
Owner-operator settlements and driver pay get calculated outside the accounting system and never reconciled to it
IFTA fuel tax reporting depends on mileage and fuel purchase data that is not organized until the deadline is close
Factoring company advances and fees get recorded incorrectly against invoices they were meant to offset
Cost per mile only means something if costs are tracked per truck
A trucking company running a mixed fleet of owned trucks and owner-operators needs to know cost per mile at the truck level to spot which units are actually profitable, and a company-wide fuel and maintenance total cannot answer that. Finbryn codes fuel, maintenance, tolls and repairs to the specific truck or unit that incurred them, pulling data from telematics platforms like Samsara where available, so cost per mile is a real number, not an estimate averaged across the whole fleet.
Owner-operator settlements and factoring
Owner-operator settlements, which subtract fuel advances, insurance and other deductions from a load's gross pay before paying the driver, get calculated in dispatch or settlement software that often never talks to the accounting system. We reconcile settlement detail into the books so driver pay, deductions and the company's actual cost of running each load are all visible in one place, not split across two systems that disagree.
Factoring companies advance cash against invoices and charge a fee, and if that advance and fee are not matched back to the specific invoice they relate to, the accounts receivable ledger stops reflecting reality; invoices look unpaid when they were actually factored, or factoring fees get recorded as unrelated expense. We reconcile factoring activity against the invoices it offsets every month.
IFTA and staying ahead of the deadline
International Fuel Tax Agreement reporting depends on accurate mileage by state and fuel purchase records, and scrambling to assemble that data right before a quarterly deadline is a common and avoidable problem. We keep mileage and fuel purchase data organized as part of the ongoing bookkeeping, so the data needed for IFTA filing is ready well before the deadline, though the filing itself is handled by the carrier or a qualified preparer.
Working with Finbryn
You keep your QuickBooks Online file. A named pod manages your account, with a recorded handover memo if that pod changes, and books close by business day five with per-truck cost data included. Fleets catching up on a backlog of settlement and factoring data typically start with a catch-up project, priced separately from ongoing monthly bookkeeping. Pricing is published on our pricing page.
Questions
Frequently asked questions: Trucking and logistics
Can you track cost per mile or per truck?
Yes. Fuel, maintenance, tolls and other costs are tagged by truck or unit so cost per mile is visible for each vehicle, not just the fleet average.
Do you reconcile factoring company advances?
Yes. Advances and factoring fees are matched back to the specific invoices they relate to, so accounts receivable reflects which invoices were actually factored.
Can you help organize data for IFTA reporting?
We keep mileage and fuel purchase records organized as part of ongoing bookkeeping so the data is ready before the deadline. The IFTA filing itself is handled by the carrier or a qualified preparer.
Do you reconcile owner-operator settlements?
Yes. Settlement detail from dispatch or settlement software is reconciled into the books so driver pay, deductions and the true cost of each load are visible together.
Do you track IFTA fuel tax records?
Miles driven and fuel purchased by jurisdiction are tracked from your fuel card and ELD data so the quarterly IFTA calculation has a clean source to work from. The filing itself is prepared and submitted by your base-state authority process or a credentialed preparer, not by Finbryn.
What are the common bookkeeping challenges for a trucking and logistics business?
Beyond the basics, iFTA fuel tax reporting depends on mileage and fuel purchase data that is not organized until the deadline is close and factoring company advances and fees get recorded incorrectly against invoices they were meant to offset come up often in this industry. We build the chart of accounts and reconciliation process around those specific patterns rather than a generic template that ignores how the business actually operates.
What software do you support for trucking and logistics?
We work inside QuickBooks Online and Xero, along with the other tools listed on this page that are common in the trucking and logistics industry. If you have no file yet, we set one up in your name so you own it from day one.
Related services
- BookkeepingMonthly bookkeepingOngoing monthly bookkeeping: transactions sorted into categories, accounts reconciled and month-end reports delivered in the software you already use.
- BookkeepingCatch-up and cleanup bookkeepingMonths or years of books brought up to date and reconciled, with a written record of every adjustment, so monthly bookkeeping can start from a clean base.
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.