Trucking P&L Bookkeeping

What it does

Most owner-operators find out what they made at tax time. This spreadsheet tells you every month. Log each load on the Income tab and each expense on the Expenses tab (category dropdown, how you paid, truck #), type your monthly miles, and the Dashboard shows where the money went — by month and year to date — plus a quarterly tax estimate so the bill never surprises you.

• Twelve live KPIs: net profit, net revenue, expenses, profit margin, revenue per mile and expense per mile for the year to date, and net profit, revenue, expenses, margin and profit per mile for any month you pick
• Expenses by category — 28 trucking categories, each mapped to a Schedule C line label you can rename or re-map
• Top 5 expense categories (LARGE / INDEX / MATCH ranking) and a 12-month view of net revenue, expenses, profit and margin
• P&L snapshot: gross revenue, factoring fees, net revenue, expenses, net profit, miles and profit per mile — month vs. year to date
• Income log tracks linehaul, fuel surcharge, accessorials and factoring fee per load, with Paid Y/N, paid date and days outstanding (unpaid invoices over 30 days turn red)
• Quarterly Tax Estimate: annualizes your taxable profit, figures self-employment tax (92.35% × 15.3%, both editable) and income tax at the federal and state effective rates you type, then divides by four — with the four federal estimated-tax due dates
• Deductible % per category (loan principal 0%, DOT per diem 80%) so the tax estimate uses deductible expenses, not just cash out
• Pick any tax year and month — nothing in the file assumes a year

What's included

• 1 Excel workbook (.xlsx) with 7 tabs: Start Here · Dashboard · Income · Expenses · Categories · Quarterly Tax Estimate · Mileage Log
• Income log (300 rows) and Expenses log (500 rows) — insert rows inside the log for more; every total covers exactly the log rows
• Categories tab with 28 categories, Schedule C line labels, deductible % and notes, plus the dropdown lists (paid with, Y/N, months) you can extend
• Mileage Log for 12 months of loaded and empty miles, with deadhead %
• Nine months of realistic example data (one truck, 72 loads, 156 expense entries, about 9,500 miles a month) so you see a working dashboard on first open — replace it with your own
• Start Here tab with 6 steps, a color legend and a version line
• Instant digital download — no subscription, no macros

Tabs

• Start Here
• Dashboard
• Income
• Expenses
• Categories
• Quarterly Tax Estimate
• Mileage Log