Bookkeeping for trucking and owner-operators.
You get paid by settlement statement, spend most of the month on the road, and the paperwork piles up in the cab. We keep the books current between runs so fuel, repairs and GST are all where they should be.
Sound familiar?
These are the things we see most often in trucking and owner-operators books before we take them over.
- Settlement statements never reconciled against what the carrier actually paid
- Fuel and repair receipts scattered across the cab and the glovebox
- Truck financing recorded as a plain expense instead of principal and interest
- Meal and per-diem claims either missed entirely or overstated
- GST on freight collected and spent before it's filed
- Books untouched for months because you're driving, not filing
What we handle for trucking and owner-operators businesses
- Settlement statement reconciliation against deposits
- Fuel, repair, tire and maintenance tracking per truck
- Truck and trailer financing split into principal, interest and depreciation
- Meal and per-diem claims documented the way CRA expects
- GST filing on schedule, with the amount known in advance
- Payroll or subcontract-driver payments tracked properly
The software trucking and owner-operators businesses already use
You keep the tools you know. We work inside them, so nothing has to be retyped or re-learned.
QuickBooks Online / Xero
The books themselves — bank and fuel-card feeds come in automatically.
Truckbase, Axon or TruckLogics
Dispatch and settlement data; we take the exports so nothing is retyped.
Carrier settlement portals
We reconcile every settlement statement against what actually hit your bank.
Fuel cards and IFTA records
Litres, provinces and mileage kept in a form that stands up to an audit.
Dext or Hubdoc receipt capture
Snap a fuel or repair receipt at the pump and it files itself.
What to send us
Photos are fine. Upload everything at once in your client portal, or email it — whichever is easier.
- Bank and credit-card statements for the business
- Carrier settlement statements or invoices
- Fuel card statements and pump receipts
- Repair, tire and maintenance invoices
- Truck and trailer loan or lease agreements
- Payroll or driver subcontract records, if you have drivers
The dates that matter in trucking and owner-operators
- 15th of each monthPayroll source deductions due to CRA if you have drivers on payroll.
- One month after quarter endQuarterly GST/HST return and payment.
- Last day of the month after quarter endIFTA quarterly fuel tax return for interprovincial running.
- Feb 28T4 slips filed for any drivers on payroll.
- Six months after year endCorporate T2 return filed; tax owing due three months after year end.
How we run your file
We build the file around each truck so you can see cost per unit rather than one blended expense pile. Receipts get snapped from the cab, we reconcile monthly, and you get a short statement showing revenue, fuel, repairs and what's owed to CRA.
Photograph receipts from your phone at the pump; they sync into QuickBooks Online or Xero. Nothing needs to be mailed or dropped off.
Owner-operator
$150/month
One truck, no employees, GST quarterly or annually.
Small fleet
$325/month
Two to four trucks, driver payroll, monthly statements.
Growing carrier
$595/month
Five or more trucks, per-truck costing, full payroll and remittances.
What it costs
Flat monthly fees from $150, set after a quick look at your volume — no hourly surprises and no lock-in contract.
FAQ
Trucking & Owner-Operators bookkeeping questions
Straight answers before you pick up the phone.
Entirely remote. You snap receipts from your phone, we handle the rest, and we call or text when we need something. No office visits required.
Yes. Each truck is tracked separately so you can compare cost per unit and spot the one that's eating your margin.
Yes, documented to CRA's requirements so the claim holds up if it's ever reviewed.
Most small carriers and owner-operators run QuickBooks Online or Xero for the books, plus a dispatch or settlement tool such as Truckbase, Axon, TruckLogics or their carrier's own portal. We work with all of them — you keep the tool you already use and we take the exports from there.
Yes. Long-haul carriers and owner-operators work with us right across Canada, entirely online. GST or HST is filed for your province, and interprovincial fuel and mileage records are kept the way CRA and IFTA expect.
A single-truck owner-operator usually lands at our $150/month flat fee. Small fleets with payroll typically run $325–$595/month depending on truck count and transaction volume. You get the number in writing before anything is billed.