How do you calculate cost per mile in trucking?
Add up everything the truck costs in a month and divide by the miles it ran that month, loaded and empty.
Cost per mile = (fixed costs a month + running costs a mile × miles) ÷ miles
- Fixed costs come due whether the truck moves or not: truck and trailer payments, insurance, plates and permits, ELD and phone.
- Running costs grow with every mile: fuel, driver pay by the mile, repairs, tires.
- Fuel per mile = diesel price ÷ miles per gallon.
Example: fixed costs of 4,900 dollars a month and running costs of 1.42 dollars a mile over 10,000 miles. (4,900 + 14,200) ÷ 10,000 = 1.91 dollars a mile.
The calculator turns yearly and weekly costs into a monthly amount for you.
What is a break-even rate per mile?
It is the lowest rate per loaded mile that covers every cost, including the empty miles you drive to get to the next pickup.
Break-even rate = monthly cost ÷ loaded miles ÷ (1 − fees as a share of revenue)
Rate to quote = (monthly cost ÷ loaded miles + profit you want per loaded mile) ÷ (1 − fee share)
Example: 19,100 dollars a month, 10,000 miles with 12% empty, so 8,800 loaded miles. 19,100 ÷ 8,800 = 2.17 dollars. With a 3% factoring fee, 2.17 ÷ 0.97 = 2.24 dollars a loaded mile to break even.
Step 4 of the tool checks one load: the rate offered against the cost of its loaded and empty miles.
What costs go into cost per mile?
Every cost the truck carries, including the ones paid once a year.
- Truck and trailer payments or lease
- Insurance
- Plates, IRP, IFTA, UCR and the heavy vehicle use tax (HVUT)
- Fuel and DEF
- Driver pay and payroll taxes
- Repairs, maintenance and tires
- Tolls, scales and parking
- ELD, load boards, phone and software
- Factoring or dispatch fees, as a percent of revenue
- Your own pay, if you are the driver
The American Transportation Research Institute (ATRI) put the 2025 industry average at 2.336 dollars a mile. Your own number is the one to quote from.
Fuel prices move every week, so set your fuel surcharge from the same MPG. Time stuck at a dock costs the same fixed costs, which is what detention pay recovers.
How do I get cost per mile for each truck from QuickBooks?
Run Profit and Loss by Class with one class per truck, then choose Use a QuickBooks P&L by truck above.
- Turn on classes. Gear icon > Account and settings > Advanced > Categories > turn on Track classes > Save. Classes come with QuickBooks Online Plus and Advanced.
- Run the report. Reports > Standard reports > Business overview > Profit and Loss by Class.
- Export it. Export/Print > Export to Excel, then in Excel File > Save As > CSV.
- Add each truck’s miles for the same dates.
Office costs in the Not Specified column are shared across trucks by miles. Payroll lands on a truck only if classes are set when you run payroll, under Edit classes and projects (QuickBooks Online Payroll Premium and Elite), and only from then on.
Questions
Should I use total miles or loaded miles?
Cost per mile uses all miles, loaded and empty. Rates are quoted per loaded mile, so the break-even rate divides by loaded miles only.
Where do I put my own pay?
Add it as a monthly cost if you want a set wage. Or leave it out and use the profit you want per loaded mile.
Can I paste my costs from a spreadsheet?
Yes. Copy the cost names and amounts from Excel or Google Sheets and paste them in. Words like “yearly” or “per mile” set how often each one comes due, and rows named Miles, MPG or Diesel price fill in step 2.
Is my data uploaded anywhere?
No. Your browser does the math, and your numbers are kept only in this browser so they are there next time.
Sources
- New ATRI Report Details Accelerating Costs and Low Profitability Despite Cuts, American Transportation Research Institute,
- Run reports by class in QuickBooks Online, Intuit QuickBooks,
- Turn on class tracking in QuickBooks Online, Intuit QuickBooks,
- Export your reports to Excel from QuickBooks Online, Intuit QuickBooks,
- Track payroll expenses by classes and projects in QuickBooks Online Payroll, Intuit QuickBooks,
