In this article
Most fleet owners know what a trip earned. Fewer know what it actually cost. A few unrecorded expenses per trip add up quickly, and they are usually where the profit disappears. Here is a simple system to record every expense and see the real result of each trip.
What expenses should you track on a truck trip?
Track every cost that can be tied to a trip: fuel, tolls, driver advance and allowances, repairs and tyres, loading and unloading charges, and any weighbridge or permit-related fees. If a cost happens because the truck went on that trip, it belongs on that trip.
- Fuel: litres, price and where it was filled.
- Tolls: including FASTag deductions.
- Driver costs: advances, daily allowances and food.
- Repairs and tyres: even small roadside fixes.
- Loading, unloading and weighbridge charges: common on mining routes.
How do you calculate the profit of a trip?
Trip profit is the freight you earn minus the total expenses recorded for that trip. For example, if a trip earns a fixed freight amount and the fuel, toll, driver and other costs add up to less, the difference is your profit. If you do not record all the costs, the number looks better than it really is.
What is a simple system for recording expenses?
- Record each expense the moment it happens, with the amount, type and trip.
- Attach a photo of the bill or receipt so it can be checked later.
- Note who paid and how, whether cash, UPI or card, so reconciliation is easy.
- Review expenses per truck and per driver every week to spot unusual spending.
Why track expenses per truck and per driver?
Totals hide problems. When expenses are recorded against a truck and a driver, a truck that burns more fuel on the same route or a driver whose repair claims are consistently higher becomes visible. That lets you act on facts instead of guesses.
How can an app help?
Bohiba lets owners and drivers record trip expenses in the app, so costs, trips and trucks stay linked. See the features for how expense tracking works, or start on the free plan.
