Trucking Cost per Mile Calculator: Free Spreadsheet

June 7, 2020
Stock photo showing a calculator and a pen sitting on a piece of paper marked with a grid.

To run a successful trucking or delivery business, you need to master the art of bidding low enough to win the job, but high enough to make a profit. To achieve that, you need to do two things:

  1. Know your costs per mile.
  2. Manage your costs per mile, so you can bid low but earn high.

Our spreadsheet makes it easy! You’re going to have to do a little homework and have some figures handy. But get that ready and follow our instructions, and you’ll be one step closer to being in charge of your costs and profitability.

The benefit is twofold. You’ll know what to charge to keep you in business, or, if your number isn’t competitive or where you want it, you have a tool to help you target where you can cut fleet expenses, short- or long-term.

How to calculate trucking cost per mile

In our spreadsheet, you'll need to enter two different kinds of expenses: fixed and variable.

1. Fixed expenses

These are expenses that don’t change much from month to month or year to year. They’re the kind you’re going to have to pay whether you’re on the road or not. These are things like bank payments for your equipment, insurance premiums, permits, accounting fees, and property leases.

2. Variable expenses

These are the expenses you rack up by driving – the more you drive, the more they add up. These include costs for driver pay, fuel, tires, preventive maintenance, repairs, tolls, road taxes and the like. Not only do these add up the more your company is on the road, they can also change by season, by the month, or even by the week, so it pays to stay on top of them to keep your competitiveness and profitability in line with market conditions. 

🚚 Ready to do your own calculations? Check out our free Trucking Cost Per Mile and Profit Calculator now.

How to use the trucking cost per mile spreadsheet

  1. Before you can edit the spreadsheet, you will need to copy or download it.
  2. The white cells are for you to add your information. The green and yellow cells are for our calculations.
  3. Start by adding your total annual mileage — actual or estimated — for all the vehicles in your fleet (even if it’s only one).
  4. Then enter your total fixed and variable expenses. Some of these will be monthly, others will be annual.
  5. In the profit and loss section, enter your average rate per mile.

Our  calculator will take care of the rest, showing both your annual and monthly cost per mile and what your profit or loss is.  

Now you can change any number you entered to find out what it would take to improve your profitability.

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Portrait of Pam Sykes
Pam Sykes
Pam Sykes has a PhD in History and a background in Journalism. She is the Lead Content Strategist at Routific with a focus on delivery management, delivery experience, route planning, and the last-mile industry in general. She has a passion to help delivery businesses scale with her craft of storytelling.

Frequently Asked Questions

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