Bookkeeping for car hauling and auto transport companies
A car hauler is paid per vehicle or per load, often through brokers who pay days or weeks later. Track each load, its fuel and driver cost and the broker payment so aging receivables and cost per mile are visible.
Best for: Owner-operators and small fleets hauling vehicles for dealers, auctions and brokers.
Reviewed
Load revenue
Reviewed
Broker receivables
Reviewed
Fuel and tolls
Reviewed
Driver pay
Where car hauling books usually go wrong
- Broker payments recorded when they arrive, so thirty-day receivables never show up in cash planning.
- Fuel card statements entered as lump sums with no tie to loads or periods.
- Driver settlements tracked in spreadsheets that never match payroll.
- Trailer and truck payments mixed with repairs, so equipment cost is hard to see.
- Damage claims paid and never linked to the original load.
- Repairs and tires paid on the road and recorded in bulk, with no link to the unit that needed them.
What the books need to show
Industry-specific accounts and categorization, with the reporting scope agreed before work starts.
Load revenue
Record revenue by load and customer, matching dispatch records to invoices.
Broker receivables
Keep an aging list by broker so slow payers are visible.
Fuel and tolls
Match fuel card statements to loads or periods.
Driver pay
Record driver settlements by load or mile, with payroll in the payroll system.
Trailer and truck costs
Keep payments, repairs and insurance separate for asset review.
Damage claims
Track claims and deductions against the original load.
Reports a hauler can use
- Load revenue and cost, by load or by week.
- Broker receivable aging by invoice date.
- Fuel and toll cost per period against miles driven from your records.
- Claims and deductions by load.
- Maintenance by truck and trailer, with cost per mile from your records.
A simple, predictable process
From kickoff to your first clean close, here is exactly what happens.
Review dispatch and invoices
We compare dispatch sheets, invoices and broker statements for a recent month.
Create broker receivables
Each broker gets a receivable view with invoice dates and expected payment.
Match fuel and driver pay
Fuel cards and driver settlements are tied to loads or periods.
Close with aging and claims
Statements arrive with broker aging, open claims and equipment payments listed.
Illustrative example
A broker pays thirty days after delivery. Tracking the receivable by load shows how much working capital is tied up. This is an illustration of the method, not a customer case or a guarantee.
Car Hauling and Auto Transport Companies bookkeeping — your questions
How do I track broker payments?
Keep a receivable aging schedule by broker and invoice date.
Can I see cost per load?
Yes, if fuel, driver pay and equipment costs are tagged to loads or periods.
How are damage claims recorded?
Attach them to the load and keep insurance recoveries separate.
Do you handle fuel tax filings?
Bookkeeping supports the records. Filings go to your tax professional.
Do you work with owner-operators and small fleets?
Yes. Records are set up per truck or driver if you want that detail.
How do you handle detention or layover charges?
They are recorded against the load so the full revenue and cost show together.
Can you track insurance by unit?
Yes. Policies are allocated by unit so cost per truck is visible.
What affects the bookkeeping quote for car hauling and auto transport companies?
Plans start at $229/mo. Transaction volume, account count and the records and reporting needed determine the agreed scope and final quote. Catch-up work is discussed separately.
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