Cost Per Mile Calculator

What it does

Most owner-operators guess their cost per mile. This spreadsheet does the math for you: enter your fixed bills, your variable costs and how the driver gets paid, and the Dashboard shows exactly what every mile costs — and whether the rate a broker just offered you actually makes money.

• Total cost per mile, split into fixed, variable and driver-pay cost per mile
• Breakeven rate per LOADED mile (so you can quote with confidence)
• Deadhead %, monthly total cost and cost per working day
• Rate check: type an offered rate per loaded mile → profit per mile, profit per month and margin, colored green (profit) or red (loss)
• Cost-per-mile table at 7,000 / 8,000 / 9,000 / 10,000 / 11,000 / 12,000 monthly miles — see how fixed cost spreads as you run more
• Monthly cost breakdown by category with $ per mile and % of total
• Driver Pay tab with a dropdown: per mile (all or loaded miles), percent of revenue, or flat monthly
• 12-month tracker: log actual miles and revenue, compare profit and cost per mile against your model

What's included

• 1 Excel workbook (.xlsx) with 6 tabs: Start Here · Dashboard · Fixed Costs · Variable Costs · Driver Pay · Monthly Tracker
• 18 fixed-cost line items (truck & trailer payments, insurance, plates/IRP, permits, ELD, parking, load boards and more) with a notes column
• Variable-cost inputs for loaded/empty miles, MPG, fuel price, DEF, tire and maintenance reserves, tolls, scales, lumpers, weight-distance taxes, factoring % and dispatch %
• Realistic example numbers already filled in (single truck, about 9,500 miles a month) so you see a working dashboard on first open
• Start Here tab with 6 steps and a color legend
• Instant digital download — no subscription, no macros

Tabs

• Start Here
• Dashboard
• Fixed Costs
• Variable Costs
• Driver Pay
• Monthly Tracker