Trucking bookkeeping services for carriers and owner-operators.

Yes, we keep the IFTA records and prepare the quarterly totals. You or your permit service file the return, or Twelix tax services can file it if you add them. Miles by state come from your ELD and gallons from fuel card statements, logged as the quarter runs. IFTA records must be kept for four years, and ours are ready if an audit comes.

Yes, every load and every cost is coded to the truck that earned or spent it. Fuel, repairs, insurance, notes and driver pay all land on the unit. You get profit and cost per mile by truck each month. A unit that has turned costly shows up long before it drags down the fleet.

We reconcile each settlement to the loads it covers, so what a driver was paid matches what they earned. Per-mile or percentage pay, fuel advances, escrow and chargebacks are recorded per driver. For leased owner-operators, federal truth-in-leasing rules (49 CFR Part 376) require an accounting of escrow funds and interest on them. Year-end 1099-NEC and W-2 totals then match the settlements.

Yes, we keep the books in QuickBooks Online, QuickBooks Desktop or Xero and work from your trucking systems' reports. Motive (formerly KeepTruckin) or Samsara supply ELD miles. Comdata, EFS or WEX supply fuel, and your factoring portal supplies advances. Load data comes from TMS exports in tools like TruckingOffice or AscendTMS. You keep dispatching the same way.

Yes, our bookkeeping for truckers scales down cleanly to a single truck. Loads are booked, factoring is split, fuel and repairs are tracked and cost per mile is reported. You also get quarterly figures your CPA can use to set estimated tax payments. It is the same discipline a fleet needs, sized for one rig.

At the invoice, not the deposit: each invoice is booked at full value, then the advance, fee and reserve post separately. Reserves are tracked until the factor releases them. Recourse factoring, where you buy back invoices the broker never pays, also needs chargebacks recorded. This shows what factoring really costs and stops owed reserves from being forgotten.

Yes, for the fleet and for each truck. Every operating cost is coded to the unit and divided by the miles it ran, loaded and empty. You then know the floor under every rate you are offered. Fixed costs like truck notes and insurance count even in weeks the truck sits.

The IRS special rate is $80 a day in the continental U.S. from October 1, 2025 through September 30, 2026. That comes from IRS Notice 2025-54. Drivers under DOT hours-of-service rules deduct 80 percent of it for days away from their tax home. We log trip dates from your ELD so your CPA can apply it. Whether it applies depends on how you are paid.

IFTA returns are due on the last day of the month after each quarter: April 30, July 31, October 31 and January 31. If a due date falls on a weekend or holiday, the next business day counts. A late return costs $50 or 10 percent of the tax due, whichever is more, plus interest. We have your miles and gallons ready before each date.

Yes, QuickBooks works well for most small fleets once each truck is a class and factoring has its own clearing accounts. It does not track IFTA miles or dispatch, so those come from your ELD and TMS. Larger fleets sometimes add trucking software for loads. We keep QuickBooks and those reports in step.

Track fuel, repairs, tires, insurance, truck payments, permits, phone and ELD costs, and your days on the road. Each one should tie to a receipt, a settlement or a fuel card line. Form 2290 heavy vehicle use tax belongs here too. It is due August 31 for trucks of 55,000 pounds or more on the road in July. Your CPA decides what is deducted and when.

Twelix prices trucking bookkeeping as a flat monthly fee based on your trucks, drivers, factoring and entities. More loads in a busy month do not raise it, and there is no setup charge. The quote comes in writing within 24 hours of the free review. Months that need rebuilding get a separate cleanup price, and you can stop month to month.