Expenses and fuel

On the "Expenses" tab, click "+ Add expense". Fill in the "Date", "Category" (Fuel, Tolls, Repairs, Maintenance, Insurance, Lumper, Parking, Permits, Truck payment, Office payroll or Other), "Amount (USD)", and optionally the "Vendor" and a "Note".

The tab shows this month by category and "Per loaded mile" (revenue, fuel and all expenses per loaded mile; driver pay and profit only for people who can see driver pay). Filter the list by category or by "Truck, trailer or driver". The list covers the last 12 months.

Only people with the "Expenses, fuel and IFTA" permission can open this screen.

Expenses are never deleted. To fix a mistake, click "Void" on the expense, type a "Reason" (for example "Entered twice") and click "Void expense".

A voided expense stays on record with your reason, shows as voided in the list, and stops counting in totals. It can’t be changed again. If the amount was wrong, void it and add it again.

On the "Fuel log" tab, click "+ Add fill-up". Enter the "Date", "Truck", "Gallons", "Pump price ($/gal)", "State or province", "Station", "City", "Fuel type", "Purchaser" (your company is filled in), the "Driver" and a "Receipt photo" (PDF, JPG or PNG, under 10 MB).

Fill-ups that drivers log in the driver app show up here too, marked "Driver app". An entry sent more than 14 days late is marked "Entered late, date adjusted".

If a fill-up has no receipt, click "Add" in the "Receipt" column to upload one; "View" opens it. Fuel receipts are part of your IFTA records. See /help/ifta.

Under "Fuel settings", enter your "Pump discount ($ per gallon)" once and click "Save". Every new fill-up then records what you really pay. The boxes show gallons, "Avg price paid", "Discounts saved" and "Fleet MPG" for the quarter.

To charge fuel back to a driver, tick it on their pay statement. See /help/driver-pay.

On the "Recurring bills" tab, click "+ Add bill" for costs that repeat, like a truck payment or insurance. Enter the "Description", "Category", "Amount (USD)", "Repeats" (Monthly, Weekly or Yearly), "Next due" and optionally the "Truck".

You get a reminder on the dashboard 5 days before each bill is due, and the list marks bills "Due today", "Due in" a few days, or "Overdue". Click "Record payment" when you pay it: it’s added to expenses and the due date moves forward. "Remove" takes a bill off the list.

The "Per diem" tab estimates each driver’s per diem for a quarter. Enter your "Per diem rate ($ per full day away)" and click "Save". New companies start at the IRS transportation rate from Oct 1, 2025 for the continental U.S., shown under the field. Check each October.

Only overnight trips count: a load adds its days (first pickup to last delivery) only when it spans at least 2 calendar days, so a load picked up and delivered the same day adds none. Days away in a row make one trip. With "75% on the first and last day of each trip" ticked (on by default), the first and last day of each trip count at 75% of the rate, and the table shows full days and partial days apart. For back-to-back loads where the driver stayed out (or a day that wasn’t overnight), click "Add or remove days" on the driver’s row, enter the days (a minus number removes days) and a note. Each change is listed under the table with who made it; to undo one, add the opposite.

Estimate for your tax preparer, not tax advice. Owner-operators and carriers that pay per diem under an accountable plan can usually deduct 80% for drivers under federal hours-of-service rules. Company drivers generally can’t deduct unreimbursed per diem themselves.