Accounting Software for Trucking Companies, Built From the Loads
Dispatch, driver pay, fuel and factoring already hold the facts. Truckvisor turns them into a general ledger as the week happens, refuses anything that does not balance, and lets any figure open the record that produced it.
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Accounting software for trucking companies turns the week's freight into books. Every delivered load, driver statement, fuel purchase, vendor bill and factoring batch posts itself to a double-entry ledger, tagged with the truck, driver, load and customer behind it. Nobody types a journal entry, and no entry is accepted unless it balances.
Who it's for
- Carriers small to mid-size, where the owner does the books at night and the bookkeeper meets the shoebox in January.
- Offices where dispatch, driver pay and the books are all one desk, and all three have to agree on the same load.
- Carriers who factor, and need the funded batch, the holdback and the fee to land in three places instead of one lump on the bank line.
- Owner-operator fleets where driver pay is the largest expense in the business and has to trace load by load.
The problem
The books are three weeks behind the trucks
The loads delivered in March. The money moved in March. The books get written in April, from a spreadsheet, by somebody reading rate cons after the fact. By the time a figure looks wrong you are two months past the week that made it wrong, and nobody remembers which lumper receipt belonged to which load. The answer is always the same: somebody has to go back and look.
Netted figures nobody can explain a year later
You pay the occupational insurance bill for the whole fleet, then take part of it back on drivers' statements. In a spreadsheet those two halves collapse into one number. Twelve months on, the insurance line reads low, the driver recovery reads nowhere, and the honest answer is that it netted somewhere. That is the figure a lender or a factor asks about first.
A report is not a ledger
Most trucking software adds up what you typed into it and prints a profit and loss. Nothing has to balance. Nothing points back to a document. So when somebody underwriting you wants to know how the insurance line was arrived at, there is nothing to open.
Driver pay is the biggest expense and the least traceable
Pay runs in the settlement tool. The books get one weekly total. So the largest cost in the business arrives as a lump with no driver, no truck, no load and no customer on it.
How Truckvisor handles it, start to finish
Load delivered and priced
Dispatch marks the load delivered at the rate on the load. That is the moment revenue exists in the books, and the receivable with it.
Driver pay posts as an expense, line by line
Every pay line on a settlement becomes its own expense entry, carrying the driver, truck, load and customer it belongs to.
Deductions land on the accounts they belong to
Each deduction on a statement lands on the account it belongs to instead of netting into one pay figure.
Fuel and vendor bills come in
Upload your fuel-card statement and each fill posts against the truck that bought it. Enter a vendor bill once, categorised by line, and it becomes a cost and an open AP item.
Factoring funding splits three ways
A funded batch closes the receivable out, and the money lands in three places: your bank, the factor's reserve, and the fee.
The books check themselves overnight
Overnight the ledger is re-read against the records it came from, account by account.
Close the month, in order
Months close in order, oldest first. Anything that turns up afterwards for a closed month is filed in the open month as a labelled correction, so a figure you already filed does not quietly change.
What the software actually does
Double-entry books that post themselves
Truckvisor keeps a general ledger, not a report. Every delivered load, driver statement, vendor bill, fuel purchase, factoring batch and repair order posts itself, and an entry that is a penny out of balance is refused. The trucking chart of accounts is already built — freight revenue, driver pay, fuel, card fees, tolls, lumper, dispatch fees, factoring fees, repairs, insurance, permits, equipment lease. You do not set it up. Nobody types a journal entry, which also means no entry exists that nothing produced.
A trial balance where every figure clicks through to the load
Pick a month and read the trial balance; it has to come out at zero. Open a figure and you get the entries behind it, then the load, then whatever paperwork was stored against it. The accrual profit and loss keeps revenue, the costs that move with the freight, and overhead apart, so gross profit means something. A cash-basis statement runs off the same ledger beside it: what cash actually moved this month, and what it went to.
Both halves of a deduction, instead of one netted figure
The company carries the whole fleet's occupational insurance bill and recovers part of it from drivers' statements. The accrual profit and loss prints both, on the same line, split by whose money it was: occupational insurance, whole company, $4,960.00, and occupational insurance, drivers on Truckvisor, −$1,240.00. A year later you can still say what the insurance cost the company and what the drivers carried.
Factoring money that lands in three places, and the receivable with it
When a batch is funded the books close out the receivable and split the money three ways: what hit your bank, what the factor held back as reserve, and the fee. The reserve is shown on the funded batch — Truckvisor records that the factor owes it to you, and cannot yet record them paying it back. A batch whose parts do not add up to its face value is refused with the reason rather than posted. On the direct-billed side, record what a customer paid and against which loads, and the books know what is still owed and how old it is.
Ten statements your bookkeeper used to assemble by hand
Pick a period and download ten statements as CSV files, the ones a bookkeeper used to rebuild by hand out of the shoebox. Where you already run QuickBooks, Truckvisor only reads and never writes — and when QuickBooks says an invoice was paid, it matches the payment back to the load that earned it, automatically where it is unambiguous, and asks you where two loads look alike.
What the books left out, stated on their face
Rebuild a month and the books list what they excluded and why, instead of dropping it quietly. And you pick the day your books start. While only part of the fleet has moved over, Truckvisor will not print a profit figure built from part of your revenue and all of your costs — every statement says on its face how much of the fleet it covered.
A worked example
| Line | Amount |
|---|---|
| Freight revenue — 41 delivered loads | $186,400.00 |
| Driver pay, posted per pay line | −$121,160.00 |
| Fuel, from the fuel-card statement | −$27,890.00 |
| DEF | −$1,050.00 |
| Fuel card fees | −$412.00 |
| Lumper | −$1,940.00 |
| Tolls | −$1,240.00 |
| Factoring fees | −$4,660.00 |
| Gross profit before overhead | $28,048.00 |
| Occupational insurance billed to the company | −$4,960.00 |
| Insurance recovered on driver statements | $1,240.00 |
| Repairs and maintenance | −$9,120.00 |
| Net income after overhead | $15,208.00 |
| Line | Amount |
|---|---|
| Receivable closed out at face value | $48,000.00 |
| Advanced to your bank | $43,200.00 |
| Held back by the factor as reserve | $3,600.00 |
| Factoring fee | $1,200.00 |
| Refused to post if these three do not add to face value | $48,000.00 |
Accounting software for trucking companies vs. the way it works today
| How it works today | With Truckvisor |
|---|---|
| A profit and loss written in April out of March's paperwork, where a figure that looks wrong cannot be traced to the load that made it. | The books are written as the week happens, and any figure opens the entry, the load and the record behind it. |
| Deductions netted into one weekly line, so nobody can say afterwards what insurance actually cost the company. | The profit and loss prints both halves — what the company carried and what came back off the drivers' statements — so both stay readable for the whole year. |
| A factoring deposit keyed in as one lump, with the fee and the holdback lost inside it. | The funded batch closes the receivable, and the bank deposit, the reserve and the fee each land on their own line. |
| Month end happens whenever the bookkeeper gets to it, and a late invoice quietly changes a figure you already filed. | Months close in order, and anything that arrives late is filed against the month that is still open, labelled as a correction. |
| Driver pay reaches the books as one weekly total that no load or truck can be read out of. | One expense entry for every pay line, carrying its driver, truck, load and customer, so the biggest cost in the business is readable load by load. |
Questions carriers ask
Is this real accounting software, or just reports?
Real books. Truckvisor keeps a double-entry general ledger with a trucking chart of accounts already built, and turns away any posting that does not balance to the penny. The trial balance has to add up to zero, and every figure on it clicks through to the entry, then the record behind it — the load, the statement, the bill or the fuel line — and the paperwork stored against it. A report cannot do that.
Does Truckvisor replace QuickBooks?
No, and it does not sync with it either. Truckvisor does the trucking half and keeps its own books; QuickBooks stays where it is. Where you already run QuickBooks, Truckvisor reads from it and never writes to it: your invoices and your revenue and profit totals, refreshed once a day and again the moment an invoice is paid. Nothing Truckvisor does changes anything inside your QuickBooks.
Can my accountant post adjusting entries at year end?
No. Nobody types a journal entry in Truckvisor, including your accountant. Every posting comes from an operational record — a delivered load, a settlement pay line, a vendor bill, a fuel line, a funded factoring batch — so there is always something to point at. Year-end adjustments happen where your return is prepared, from the statements you export.
What can I hand my bookkeeper at month end?
Ten statements, downloadable for any period you pick. Each file states on its first two lines what it is, what period it covers, and which date rule chose the rows in it. Every figure is an actual; no estimate is ever exported. They are plain CSV files, so the bookkeeper imports or keys them — there is no direct posting into another accounting package.
How does driver pay show up in the books?
As an expense, one entry per pay line, tagged with the driver, the truck, the load and the customer. Deductions route to their own accounts: escrow is money you owe him, a cash advance is an asset until he works it off, trailer rent and occupational insurance are costs. Because every pay line carries its own load and truck, the largest cost in your business is readable per load and per truck instead of arriving as one weekly lump — and those tagged pay lines are what the profit-per-truck figures are built from.
Can I connect my bank account or my fuel card?
Not today. You upload your fuel-card statement, or enter fills by hand. Each fill lands on the truck that bought it — fuel, DEF and card fees — and shows as money owed on the card until the card's bill comes in. There is no automatic bank or fuel-card feed today.
Who in my office can see the books?
The owner, and the office side of your team. An office seat you have assigned to another department — dispatch, safety, fleet — cannot open them, and drivers never can. Only the owner or the head of your finance team can close a month, and whoever closes one has five minutes to undo it; after that it stays closed, which is the point. The books sit on the same records as dispatch and settlements, so nobody re-keys anything to get there.
What happens if the books are wrong?
Every night Truckvisor re-checks its own ledger against the original records, account by account, and publishes how many days in a row nothing was left unexplained. Two loads wrong in opposite directions cannot cancel into a clean result. It is a self-check with a visible streak, not a guarantee.
The rest of the system
- Driver Settlements — Automate driver and owner-operator settlements. Truckvisor calculates pay, applies advances and deductions, runs nine checks and builds the statement.
- Fleet Profitability — See which trucks, drivers and loads make money. Truckvisor puts real costs on every load, grades drivers against their own normal and flags a losing week.
Keep reading
- Why your settlement never matches the driver's math — Three deductions cause most Friday arguments, and the one drivers shout about loudest usually isn't the one that moved the number.
- Four people read the statement. It was still wrong. — Four separate readings signed off on one owner-operator's settlement. Three errors survived all four, because on the page every one of them looks correct.
- How to calculate profit per truck, on one sheet of paper — Profit per truck is a question about a period, not a load. Here is the arithmetic in the order it has to go in, and the four places it usually goes wrong.
Bring one week of your paperwork — rate cons, settlements, the spreadsheet — and we run it end to end. The statement pack for that week is yours whether or not you sign.