The best trucking business accounting software makes it easy and affordable for small or large trucking companies to track loads, expenses, and run trip reports. This helps facilitate billing customers, paying drivers, and filing quarterly International Fuel Tax Agreement (IFTA) reports. We looked at several products and narrowed it down to six, including a free option.
QuickBooks Online gives independent operators access to their accounting data 24/7/365 from desktop and mobile devices. You can track trips, monthly per diems, and vehicle maintenance records. For a limited time only, receive 50% off QuickBooks Online.
Top 6 Trucking Accounting Software 2018
| Truckn Pro | (Best Overall) Independent owners and small fleets needing accounting and trucking management software. |
| Truck Bytes | Independent owner operators with no employees looking for a free accounting software solution. |
| QuickBooks Online | Any size trucking business with employees wanting 24/7 access to their data. |
| ProTransport | Trucking businesses looking for an accounting solution and not a trucking management system. |
| Xero | A business with trucks traveling outside the U.S. and needs multi-currency accounting. |
| RigBooks | Trucking companies with small fleets of five or fewer trucks and deep pockets. |
How We Evaluated Trucking Accounting Software
Based on our research for this guide, we learned a few key features that owners and operators of both independent and small to large fleets require. Having the ability to generate a trip report that includes all expenses for a load is key. In addition, the ability to track the details of a load so IFTA reports can be filed is another important feature an accounting software should have.
Based on our extensive research and product demos to learn how each software works, we evaluated each product based on cost, user friendliness, customer reviews and the following key features:
- Track loads – Track detailed information for each load, including delivery date and time, truck info, driver details and expenses.
- Generate trip report – Run a report that includes all expenses, vehicle mileage and maintenance to bill customers, pay drivers and do IFTA reporting.
- Track expenses – Keep track of tolls, parking, fuel and other expenses for each trip.
- Track income – Ability to bill customers immediately after a load has been delivered or soon thereafter.
- IFTA tracking/reporting – Track all of the required data by municipality in order to complete quarterly filing of the IFTA reports.
We sat down with W. Joel Baker, who has been in the trucking business for more than 34 years and started his trucking company, Partners in Trucking, LLC, back in 2004. Check out Baker’s blog learntotruck for articles covering best practices for trucking businesses. Joel shared with us why he decided to create his own trucking accounting software, Truck Bytes:
When I first started out, I didn’t have a lot of money. I researched a lot of the accounting software that was on the market and I could not find a software that allowed me to manage the books the way a trucking business operates.
If you’re just starting out, be sure to check out our How to Get Semi Truck Financing guide to learn about financing options for startup trucking companies.
After learning how each software works and sizing each of them up to our list of criteria above, we chose Truckn Pro as our top pick. It is customized for the trucking industry and goes beyond the basics of tracking income and expenses to include trucking management tools such as trip planners and vehicle maintenance logs.
Truckn Pro: Best Overall Trucking Accounting Software for Small Businesses
Truckn Pro by Fog Line Software is ideal for any independent owner of a small fleet of trucks. Truckn Pro is an affordable desktop trucking accounting software that includes payroll, which is not currently available in Truck Bytes, and it also includes trucking management features like vehicle maintenance logs and trip planners that Pro Transport does not have.
Truckn Pro Pricing and Features
Truckn Pro comes in three editions that start at $79 per user. Unlike many of its competitors, this is a one-time fee and it includes all future upgrades to the software along with free tech support. With a one-time fee starting at $79, it is the second most affordable paid plan that we looked at (behind Truck Bytes).
Truckn Pro Tiered Features
| Pricing | |||
| Track trips | |||
| Track revenue | |||
| Track expenses (fuel) | |||
| IFTA logs | |||
| Profit and Loss | |||
| Track monthly per diems | |||
| Multiple database info: | |||
| Truck | |||
| Truck Stop | |||
| Broker/Client | |||
| Shipper/Receiver | |||
| Built-in BING map to plan routes | |||
| Track vehicle maintenance | |||
| Trip planner | |||
| Manage Accounts receivable | |||
| Manage Accounts payable | |||
| Digital File Cabinet | |||
| Drivers Database | |||
| Driver Payroll | |||
| Get Started |
Out of the three plans offered, the Truckn Pro Basic edition is the most economical plan that will cost you a one-time fee of $79/user. With this edition, your drivers can track trips, expenses, monthly per diems, IFTA logs and vehicle maintenance. Unfortunately, you cannot create customer invoices or manage accounts receivable or accounts payable like you can with the Owner Operator and Small Fleet plans.
The Truckn Pro Basic edition is ideal for a trucking company looking for a software solution for their drivers. It has everything that your drivers need to track without all of the bells and whistles. Since there is no way to manage accounts receivable or accounts payable, you will need to use an accounting software like QuickBooks for these tasks or upgrade to the Truckn Pro Owner Operator edition.
Truckn Pro Owner Operator Edition
The Truckn Pro Owner Operator edition is the next plan up from the Basic. It is a one-time cost of $149/user, which is $70/user more than the Basic edition. In addition to the features included in Basic, you can manage accounts receivable and accounts payable and you get access to a digital file cabinet so you can scan all receipts, invoices, bills and other documents and store them electronically.
The Truckn Pro Owner Operator edition is ideal for lease operators looking for a software that has all of the truck management features drivers need plus the accounting functionality required to run the business.
Truckn Pro Small Fleet Edition
The Truckn Pro Small Fleet edition is the top tier plan that will cost you a one-time fee of $219/user. This is $70/user more than the Owner Operator edition and $140/user more than the Basic edition! On top of the features included in the Owner Operator edition, you get a drivers database to keep all of your contact information, trucking insurance and other data on each driver. In addition, you can run payroll to pay your drivers.
The Truckn Pro Small Fleet edition is ideal if you own a small fleet with several drivers on the payroll. This edition of the software allows you to manage payroll for drivers and office employees.
What Truckn Pro Is Missing
The only feature that Truckn Pro is missing is the ability to access the data when you’re not in the office. The software can only be installed on two computers, which means drivers would have to send in their paperwork or log their information in the system when they return from being out on the road.
Truckn Pro User Reviews
While there were not a lot of online user reviews for Truckn Pro, the ones we found were very positive overall. Users like how user friendly the software is and all of the detailed reports that you can run. In addition, users have had great experiences whenever they needed to contact the tech support team for help.
Truck Bytes: Best Free Trucking Accounting Software for Small Businesses
Truck Bytes is ideal for truckers who are just starting out as well as veterans who don’t have employees. By offering a free plan, it crushes the competition when it comes to affordability and features included for the cost. Unlike its competitors, it is the only company that offers a free plan.
Truck Bytes Pricing and Features
Truck Bytes has the most economical plan of all its competitors: a free plan and a paid plan that runs $15/month per truck. When it comes to the number of features included, Truck Bytes is no slouch. It includes the ability to manage truck loads, customers, vendors, verify payments, run income and expense reports, track accounts receivable and monitor IFTA compliance.
Truck Bytes Tiered Features
| Monthly Pricing | ||
| Truck loads | ||
| Manage customers | ||
| Manage vendors | ||
| Create invoices | ||
| Enter expenses | ||
| Income reports | ||
| Expense reports | ||
| Track accounts receivable | ||
| Trip reports | ||
| Monitor quarterly Int’l Fuel Tax Agreement ( IFTA) reports | ||
| Automatic Trip Report verification | ||
| Analyze truck performance | ||
| Verify all loads completed | ||
| Profit and Loss statements | ||
| Get Started |
When compared to our top pick (Truckn Pro), Truck Bytes is missing the following features:
- Track monthly per diems
- Integrated BING map for trip planning
- Digital filing cabinet to store documents electronically
- Driver payroll processing
- Driver database
Truck Bytes Free Plan
Truck Bytes has a free plan packed with a wide range of features, such as the ability to track loads, manage customers and vendors, create invoices, run income and expense reports, and track accounts receivable. It also comes with unlimited free email tech support. Out of all the products that we looked at, Truck Bytes is the only one that offers a free plan.
The Truck Bytes free plan is ideal for independents, owner operators and small fleets with no employees. Whether you are a one-person, one-truck operation or you own a small fleet between five and 10 trucks, Truck Bytes can meet your accounting and truck management needs.
Truck Bytes Standard Plan
While the Truck Bytes standard plan isn’t free, it’s still the most affordable paid plan among its competitors at $15/month per truck ($180/year per truck). For the additional cost, you get several more features: quarterly IFTA monitoring service, automatic trip report verification, an analysis of each truck’s performance, profit and loss statement, and unlimited free phone and email support versus just email support with the paid plan.
The Standard plan is ideal for independents, owner operators and small fleets with no employees who want the additional truck management features like analyze truck performance and those who don’t want to worry about completing the quarterly IFTA forms.
What Truck Bytes Is Missing
One feature that Truck Bytes is missing is payroll. If you have employees or contractors who work for you, you will need to find a payroll solution outside of Truck Bytes. However, when we spoke with W. Joel Baker, he said that “adding payroll services is definitely one of our top priorities.”
Truck Bytes User Reviews
Finding online reviews for Truck Bytes was like finding a needle in a haystack! However, I did find a number of positive customer testimonials on their website. To summarize, customers like how responsive tech support is if they need help and they like that the program is custom designed for truck drivers.
QuickBooks Online: Best Trucking Accounting Software for Anytime, Anywhere Access to Data 24/7/365
Whether you are an independent operator with a single truck or a large fleet of trucks, you can use QuickBooks to manage all of your income and expenses. When it comes to accessing data, QuickBooks beats the competition hands down. Your drivers can enter data using their mobile device out on the road as long as they have an internet connection.
QuickBooks Online Pricing and Features
QuickBooks Online has three pricing plans: Simple Start, Essentials and Plus. In this guide, we will focus on just Essentials and Plus because the Simple Start plan has too many limitations. Both the Essentials and the Plus plans are capable of managing accounts payable, accounts receivable, document management, and payroll for an additional fee of $30 per month. They accept credit card payments for a starting fee of 2.9 percent plus 25 cents per transaction.
QuickBooks Online Tiered Features
| Monthly Pricing | ||
| Users Included | ||
| Manage Accounts Receivable | ||
| Manage Accounts Payable | ||
| Connect Bank/Credit Card Accounts | ||
| Reports | ||
| Documents Management | ||
| Budgeting/Forecasting | ||
| 1099 Tracking & Reporting | ||
| Payroll | ||
| Accept Online Payments | ||
| Get Started |
In comparison to our top pick (Truckn Pro), QuickBooks Online does not have the trucking management features such as an integrated BING trip planner, the ability to maintain IFTA trip logs and a driver database. However, you can customize QBO to track trips, monthly per diems and vehicle maintenance records.
QuickBooks for Trucking Essentials
QBO Essentials is the most affordable out of the two plans that we recommend. You will pay $35 per month ($420/year) and it comes with a total of five users. You can easily manage all aspects of accounting with this plan: accounts payable, accounts receivable, business loans and bank reconciliations and unlike its competitors, you can connect all of your bank/credit card accounts to reduce manual data entry.
QBO Essentials is ideal for a small trucking company with no more than three to four drivers. Each driver can easily access QBO with their own user id and password to track their income and expenses. If they don’t have a laptop or iPad in the truck, they can easily download the QBO app and enter information directly from their mobile phone.
QuickBooks for Trucking Plus
QBO Plus is the pricier of the two plans at $60 per month ($720/year); that’s $300 more/year than Essentials! For the additional cost, you get two additional users (seven versus five included in Essentials), you can do 1099 tracking and reporting, and you can create budgets and forecasts.
QBO Plus is ideal for an owner who has a medium to large fleet. Similar to Essentials, each driver can keep track of their income and expenses directly from their mobile device while out on the road.
What QuickBooks Online Is Missing
Unfortunately, QuickBooks Online is not customized for the trucking industry, which means that you will have to invest a few more hours when you set up your trucking company than you would for a software like RigBooks or Truck Bytes, which are customized for trucking accounting.
I recommend you hire a QuickBooks ProAdvisor who can provide training and ensure everything is set up properly to work for your trucking business.
QuickBooks Online User Reviews
Overall, QuickBooks users have positive things to say about their experience using the software. What users like most is how easy it is to setup and use. The mobile app is very popular and users like the ability to easily access their information from anywhere. On the negative side, some customers feel that some of the support staff are not as knowledgeable as they should be. Visit our QuickBooks Online reviews page to read more about what users are saying.
ProTransport: Best Trucking Accounting Software for Small to Large Fleets
ProTransport is ideal if you own and operate a fleet of five or more trucks; it can easily manage multiple drivers and trucks for both small and large fleets. The extensive catalog of financial and productivity reports is quite impressive and will go a long way to help you make informed business decisions. ProTransport also integrates with QuickBooks.
ProTransport Pricing
Unlike its competitors, ProTransport does not publish its pricing. This is due to their model of customizing the software to meet each client’s needs. With that said, you will have to visit their website and complete a short information form with your contact details and someone will get back to you.
ProTransport Features
When it comes to features, ProTransport has everything you need to do trucking accounting, from creating customer invoices to managing and paying bills to tracking fuel, tolls and other expenses incurred by truck drivers. It also includes detailed reports that you can run by truck and by driver for detailed analysis into income and expenses.
Manage Accounts Receivable
ProTransport allows you to manage your customer billing, payments and outstanding balances. Drivers can upload PODs and other documents directly to the accounting module so you can bill your clients within a few minutes after delivery has been made.
Manage Accounts Payable
With ProTransport, you can enter and track all of your bills and write checks directly from the program. Run the accounts payable aging report to stay on top of unpaid bills so that you can pay them on time and remain in good standing with vendor suppliers and creditors.
QuickBooks Integration
You can export load invoices, load payments and driver/contractor statements from ProTransport to your QuickBooks software. This will allow you to have access to up-to-date financials so that you can make business decisions quickly.
Import Fuel Card Data
Unlike its competitors, ProTransport integrates with all of the major fuel card providers, allowing you to automatically import fuel expenses for all drivers. This data will enable you to run reports by driver and by truck so you can stay on top of your fuel costs throughout the month instead of waiting to get the credit card statements at the end of the month.
Detailed Reports
ProTransport has a number of accounting reports that will give you insight into various aspects of your trucking business. You can run profit and loss statements as well as balance sheet and bank reconciliation reports. On the management side of the business, you can run truck economy and MPG reports and fleet productivity reports by truck and by driver.
Document Management
Similar to Truckn Pro, you can scan all paperwork such as receipts, bills of lading, other bills and invoices directly into the software and organize them. This eliminates the need to keep paperwork that can get lost or become illegible after a period of time.
What Pro Transport Is Missing
When it comes to a trucking accounting software, Pro Transport can handle all aspects of managing income and expenses for any trucking business. When compared to the other three companies we looked at that offer customized software for the industry, Pro Transport does not include trucking management features such as vehicle maintenance logs and trip planners.
ProTransport User Reviews
Overall users seem to be pleased with Pro Transport. Most customers feel that the software is easy to use, they like the ability to scan all receipts and bills, and the customer service team is very responsive when you contact them with questions.
Xero: Best Trucking Accounting Software with Multi-Currency
Xero is ideal for trucking businesses that have trucks traveling outside of the United States. Xero can handle more than 160 currencies, which means that you can create invoices, receive payments and record expenses by your drivers in just about any currency.
Xero Pricing and Features
Similar to QuickBooks, Xero has three pricing plans: Early, Growing and Established. However, only the Growing and Established plans would work best for a trucking business. The plans start at $30 per month and are capable of handling all of the accounting basics. In addition, you can add payroll for an additional $39/month plus $6 per employee.
Xero Tiered Features
| Monthly Pricing | ||
| Users Included | ||
| Manage Accounts Receivable | ||
| Manage Accounts Payable | ||
| Connect Bank/Credit Card Accounts | ||
| Reports | ||
| Documents Management | ||
| Payroll | ||
| Accept Online Payments | ||
| Get Started |
In comparison to our top pick (Truckn Pro), Xero does not have trucking management features such as an integrated BING trip planner, the ability to maintain IFTA trip logs, and a driver database. However, you can customize Xero to track trips, monthly per diems and vehicle maintenance records.
Growing
The Xero Growing plan is $30/month ($360/year), which is about $60/year cheaper than the QuickBooks Essentials plan. Xero allows you to give an unlimited number of users access to your data, and you can manage accounts payable, accounts receivable and upload documents. It also allows you to process payroll for up to five employees.
Xero Growing is an ideal plan for a trucking business that has no more than five employees that they need to pay. It includes most of the features offered by QuickBooks Online except the ability to track and pay 1099 employees. If you have 1099 employees you will need to go with QuickBooks Online Plus.
Established
Xero Established is the top tier at $60 per month ($720/year), which is double the cost of the Growing plan ($360/year) and the same as QuickBooks Plus! In addition to the features included with the Growing plan, you can add payroll processing with Gusto for an additional $39/month plus $6 per employee.
Xero Established is ideal for a trucking business that has between six and ten employees and no 1099 contractors. If you don’t have any employees or you have less than five, then the Xero Standard plan will be sufficient.
What Xero Is Missing
Similar to QuickBooks Online, Xero is not customized for the trucking business, but by investing a few hours upfront during the setup of your trucking business, you can make it work. Similar to QuickBooks Online, I recommend you contact a Xero Advisor, who can train you and ensure that your account is properly set up to manage your trucking business.
Xero User Reviews
Xero users like the user-friendly interface and how easy it is for someone who is not tech-savvy to use the program. However, users feel like the software is lacking when it comes to inventory management and there is no telephone support. However, you can contact the support team 24/7/365 via email or chat. Check out our Xero reviews page for more customer feedback.
RigBooks: Best Trucking Accounting Software for Small Fleet
RigBooks is ideal for a trucking business with five or fewer trucks. Unfortunately, it is the most expensive trucking accounting software package that we looked at, which is why we do not recommend that you use them. Most of the competitors we looked at offer the same features as RigBooks for a much more affordable price.
RigBooks Pricing and Features
RigBooks has two pricing plans that start at $129/month. RigBooks includes all of the features we listed above and even some trucking management features like vehicle maintenance and a shipper/consignor Rolodex. On top of bookkeeping basics, you can create invoices and email them to customers, create IFTA logs and manage multiple drivers, including up to five trucks.
RigBooks Tiered Features
| Monthly Pricing | ||
| Number of trucks included | ||
| Track trips | ||
| IFTA logs | ||
| Track revenue | ||
| Track expenses | ||
| Reports | ||
| Track vehicle maintenance | ||
| Track monthly per diems | ||
| Shipper/Consigner rolodex | ||
| Send Trip Invoices | ||
| Automate 1099 Payroll | ||
| Manage multiple drivers | ||
| Get Started |
The RigBooks leased plan is the least expensive plan starting at $129/month ($1,548/year)! This plan includes the ability to track trips, keep IFTA logs, track revenue and expenses, keep vehicle maintenance records and track monthly per diems.
Unfortunately, we do not recommend this plan because of how steep the cost is. Instead, you should consider using the Truck Bytes free plan. It includes all of the features of the RigBooks Leased plan and you don’t have to pay a dime for it!
Independent Plan
The RigBooks Independent plan is the second plan and it runs $149/month ($1,788/year)—this is an additional $240/year more than the Leased plan! In addition to the features included in the Leased plan, this plan comes with an electronic Rolodex so you can access contact information when you need it, you can do 1099 payroll, and you can have up to five trucks with this plan.
Unfortunately, we do not recommend this plan because of how steep the cost is. Instead, you should consider using QuickBooks Online Plus. On top of managing your income and expenses, you can also do 1099 reporting and you will pay a lot less at $720/year for QBO Plus versus $1,788 for the RigBooks Independent plan.
What RigBooks Is Missing
While RigBooks doesn’t seem to be missing any key features, their pricing is so steep that they exclude any sized trucking business that can’t afford to spend between $1,548 and $1,788 per year on accounting software.
RigBooks User Reviews
Online user reviews are scarce for RigBooks. However, the few we were able to find were positive. Overall, users like being able to manage their books and file their taxes without the need to hire a third party to do it. Users also like how easy the software is to use.
Other Popular Alternatives to Truckn Pro
In case you’re looking a few more alternatives, we’ve provided you with a list of popular products on the market that have advanced fleet management capabilities, such as GPS tracking, monitoring of driver behaviors, and optimal routes based on proximity and traffic.
Listed below are popular alternatives to Truckn Pro:
HCSS Telematics
HCSS Telematics enables users to track the location and performance of one truck or a fleet of trucks. It captures location, speed and run time. In addition, HCSS Telematics can track vehicle schedules, delivery times, location data and costs. You can export cost analysis and invoices and send data to other HCSS solutions, log equipment hours for time cards and schedule preventative maintenance. Visit the HCS Telematics website to request a custom quote.
JFleet
JFleet is a transportation management software for TL and LTL trucking and delivery companies. It also includes billing and payroll, GPS tracking, freight brokerage, route planning and optimization, fleet maintenance, and load optimization. Visit the JFleet website to request a custom quote.
Linxup
Linxup is a cloud-based fleet management solution for GPS tracking for any size fleet. This product is designed to track the precise location of a fleet. You can see the direction and speed that a vehicle is traveling. You can also monitor driver behaviors and receive a daily driver safety score. Linxup also keeps track of the vehicle maintenance schedule to alert drivers when it’s time to take a vehicle in for an oil change or other preventative maintenance. Visit the Linxup website to request a custom quote.
OPT Runner
OPT Runner is a fleet management system that is ideal for trucking and transportation businesses of any size. Transport planning, fleet scheduling and vehicle routing are some of the key features included in this software. The system uses a combination of map and traffic data to alert drivers of optimal routes to take. Visit the OPT Runner website to request a custom quote.
Agile FleetCommander
FleetCommander is a fully-featured software used to manage very large fleets. It is used primarily in state, local and federal governments, universities, utilities and other industries. Some of the features included in this product are accident tracking, dispatch management, maintenance scheduling, mileage tracking and fuel management. Visit the FleetCommander website to request a custom quote.
Trucklogics Software
Trucklogics is a fleet management solution designed for small and mid-size LTL and FTL fleet operations. It includes fleet management applications such as dispatch, route planning, freight brokerage, load optimization and fleet maintenance. Trucklogics is a monthly subscription based on the number of trucks in your fleet. Starting price is $7.95 for one truck and $49.95 for eight to 14 trucks.
FleetHolder Software
FleetHolder is a comprehensive field service and fleet management platform. Dispatchers can assign jobs based on proximity and availability. Field workers can add, update and synchronize jobs using their mobile device. The system also stores history on vehicle maintenance and inspections. Visit the FleetHolder website to request a custom quote.
Drivewyze PreClear
Drivewyze PreClear is an application designed for truckers who want to reduce the amount of time they spend at weigh stations. GPS technology is used to weigh station bypass service in participating stations in the U.S. and Canada only. Download the app to your phone and it will automatically detect the locations of weigh stations and alert the driver when they are within two miles of an inspection site. Visit the Drivewyze website to request a custom quote.
FleetSoft
FleetSoft is a vehicle maintenance software that includes warranty tracking, work order management, vehicle maintenance, and personnel management. They offer four pricing plans starting at $95/month. You can also try the product before you buy it by going to their website and selecting the demo version.
Bottom Line
As an owner/operator of one truck or a fleet of trucks, you know the importance of managing your expenses in order to make a decent profit on each load that you deliver to your customers. Having the right accounting software can go a long way to help you stay on top of income and expenses for each trip that you make. We recommend that you go with Truckn Pro, which is customized to meet the needs of any trucking business.
Truckn Pro not only does basic accounting, but it also includes truck management features like vehicle maintenance reports and a trip planner. You can purchase Truckn Pro directly from the website by adding the edition that you want to your shopping cart. Upon payment, you will be able to download the software and get started tracking your data right away!
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