Running a trucking company means balancing a lot of moving parts—managing fuel costs, maintenance, payroll, dispatching, and ensuring that every trip is profitable. I’ve seen trucking company owners struggle with outdated accounting methods and miss out on potential savings just because their bookkeeping wasn’t optimized. Finding the right bookkeeping software can make all the difference in staying profitable and compliant, especially when managing multiple trucks and drivers.
When it comes to trucking businesses, you need bookkeeping software that handles more than just income and expenses. Fuel tracking, mileage logs, driver payroll, maintenance costs, invoicing, and compliance reporting are all critical. Below are the top bookkeeping software options designed to handle these complexities and make your business run smoother.
Key Features to Look for in Trucking Bookkeeping Software:
Before we dive into the best options, here’s what bookkeeping software should offer for trucking companies:
- Fuel and mileage tracking: Monitor fuel expenses and miles driven for each truck.
- Expense tracking: Track maintenance, repairs, and tolls.
- Driver payroll: Handle wages for drivers, whether they’re hourly, salaried, or paid by the mile.
- Invoicing and payments: Send invoices for deliveries and track client payments.
- Compliance reporting: Generate reports for IFTA (International Fuel Tax Agreement) and other industry-specific regulations.
- Profitability tracking: Monitor profits for each load, trip, or customer.
- Integration with dispatching: Sync with dispatch and route planning systems for seamless tracking.
- Mobile access: Keep track of your finances while on the road.
1. FreshBooks
FreshBooks might not be the first software you think of for a trucking company, but it’s surprisingly well-suited for small to mid-sized trucking businesses. It’s easy to use, and its powerful invoicing and expense tracking features make it a great fit for managing client payments, fuel costs, and other expenses on the go.
Why It Works for Trucking:
- Expense tracking: Easily categorize and track expenses, including fuel, maintenance, tolls, and more.
- Invoicing: Create professional invoices for each delivery, with options for recurring invoices if you have repeat clients.
- Mobile-friendly: Manage your books from anywhere, whether you’re in the office or on the road.
- Time and mileage tracking: FreshBooks allows you to track billable hours and mileage, which is ideal for owner-operators or small fleets.
- Simple reports: Generate basic financial reports to monitor profitability and keep expenses in check.
FreshBooks is an excellent choice for small trucking companies that need easy, user-friendly software to track expenses, send invoices, and manage their finances without a steep learning curve.
2. QuickBooks Online with Trucking Add-Ons
QuickBooks Online is a well-known name in accounting, and it’s a great fit for trucking companies when paired with trucking-specific add-ons like Trucker Accounting or Rigbooks. These integrations bring specialized tools for the trucking industry into the already powerful QuickBooks platform.
Why It Works:
- Fuel and mileage tracking: QuickBooks can integrate with apps that track mileage and fuel costs, making IFTA reporting easier.
- Payroll management: Handle payroll for drivers, whether they’re paid by the hour, mile, or trip.
- Expense tracking: Track vehicle maintenance, repairs, fuel, tolls, and other job-related costs with ease.
- Invoicing: Send professional invoices for each load or client and track payments easily.
- IFTA reporting: Add-ons like Rigbooks or Trucker Accounting help you generate IFTA reports automatically, saving time and reducing errors.
- Mobile access: QuickBooks Online allows you to manage your business from anywhere, perfect for trucking companies with drivers on the road.
QuickBooks Online is perfect for trucking companies that need a comprehensive solution with robust add-ons for tracking fuel, mileage, and IFTA compliance. It’s scalable, making it ideal for growing businesses.
3. Rigbooks
Rigbooks is specifically designed for trucking businesses, making it an ideal choice if you want industry-specific features right out of the box. It covers everything from tracking fuel costs and expenses to managing invoices and profitability for each load.
Why It Works:
- IFTA reporting: Built-in tools make IFTA compliance easy, automatically calculating fuel taxes based on miles traveled and fuel purchased.
- Load profitability tracking: Rigbooks lets you track the profitability of each load, so you always know which jobs are worth taking.
- Fuel and maintenance tracking: Track fuel purchases, vehicle repairs, and maintenance expenses for each truck in your fleet.
- Expense tracking: Keep a close eye on all your operating expenses, from tolls to driver wages.
- Driver settlement and payroll: Automatically calculate driver pay based on miles, percentage, or flat rate.
Rigbooks is tailor-made for owner-operators and small to mid-sized trucking companies looking for an industry-specific solution. It simplifies everything from job costing to tax reporting, making it a great fit for those who want trucking-specific features without extra complexity.
4. Truckn Pro
Truckn Pro is another specialized bookkeeping and trucking management software designed to help owner-operators and small trucking businesses track everything from expenses and fuel to truck maintenance.
Why It Works:
- Expense tracking: Track all operational expenses, including fuel, repairs, and tolls, in one place.
- IFTA tracking and reporting: Built-in IFTA compliance tools make it easy to manage fuel taxes and mileage across state lines.
- Profitability per load: Keep track of revenue and expenses for each load to ensure profitability.
- Maintenance tracking: Record maintenance and repair history for each truck, ensuring that your fleet stays in top shape.
- Driver payroll: Automatically calculate and manage driver payroll based on mileage, hours, or percentage of the load.
Truckn Pro is a good choice for trucking companies that want software dedicated to the specific needs of their industry, with easy tools for load tracking, maintenance, and IFTA compliance.
5. Tailwind TMS
If you’re looking for more than just bookkeeping software and want a Transportation Management System (TMS) that also handles accounting, Tailwind TMS is an excellent option. It combines dispatch, fleet management, and accounting tools in one platform, specifically designed for trucking companies.
Why It Works:
- All-in-one solution: Tailwind handles everything from dispatch and load management to invoicing and payroll, all in one platform.
- IFTA reporting: Track fuel usage and miles automatically for accurate IFTA reports.
- Invoicing and payments: Generate invoices as soon as loads are completed and keep track of payments from clients.
- Driver payroll: Manage payroll, including pay-per-mile or per-trip options.
- Fleet management: Track maintenance, repairs, and fuel consumption for your fleet to ensure everything runs smoothly.
- Profit tracking: Track revenue and expenses for each load to ensure you’re making money on every trip.
Tailwind TMS is an excellent choice for trucking companies that need a comprehensive solution to manage both their operations and their accounting. It’s designed for companies that want to streamline dispatch, driver management, and financials in one system.
Final Thoughts: Why FreshBooks Is a Top Option for Small Trucking Companies
For small trucking companies and owner-operators, FreshBooks stands out for its simplicity and ease of use. It’s perfect for handling invoicing, expense tracking, and mileage tracking on the go, making it a solid option for smaller businesses that don’t need the more complex features of dedicated trucking software. The mobile app and user-friendly interface make it easy to manage your finances no matter where you are.
If you need more specialized trucking features, QuickBooks Online with add-ons like Rigbooks, Truckn Pro, or Tailwind TMS are fantastic options for handling fuel tracking, IFTA compliance, and driver payroll in a more detailed way. These are better suited for mid-to-large fleets or companies that need more advanced tools to manage dispatch, load profitability, and compliance.
Ultimately, the right software depends on your business size and needs. If you want easy-to-use software for basic bookkeeping tasks, FreshBooks will do the job well. But if you need detailed trucking management and compliance features, one of the industry-specific solutions will serve you best.