Trucking Chart of Accounts: Free Template & Setup Guide

Key Takeaways

A trucking chart of accounts needs 40-60 accounts covering fleet-specific revenue streams, expenses, assets, and liabilities

Standard numbering: 1000s for Assets, 2000s for Liabilities, 3000s for Equity, 4000s for Revenue, 5000-7000s for Expenses

Separate revenue accounts for linehaul, fuel surcharge, and each accessorial type to track where income comes from

Driver pay and fuel are Cost of Goods Sold (COGS), not operating expenses - this lets you calculate gross margin

Track trucks and trailers as fixed assets with accumulated depreciation, not as expenses

What Is a Chart of Accounts and Why It Matters for Trucking

A trucking chart of accounts is an organized list of every account in your general ledger, tailored to the specific revenue streams, expenses, assets, and liabilities of a trucking operation. Think of it as the filing system for every dollar that flows through your company. Every invoice you send, every fuel purchase, every insurance premium, and every truck payment is recorded against a specific account in your chart. Without a well-structured trucking chart of accounts template, your financial reports will be a jumbled mess that tells you nothing useful about your business.

Generic charts of accounts designed for retail shops or consulting firms do not work for trucking. Fleet operations have unique revenue categories (linehaul, fuel surcharges, detention, accessorials), specialized expenses (fuel, driver settlements, IFTA taxes, tolls, tires), and high-value fixed assets (trucks and trailers) that require proper capitalization and depreciation. A trucking-specific chart of accounts gives you the granularity to track cost-per-mile, per-truck profitability, and margin by revenue type, which are the metrics that determine whether your fleet succeeds or fails.

How to Organize Accounts: Standard Numbering System

The standard numbering system for a chart of accounts groups accounts by type using number ranges. This makes it easy to locate accounts, sort reports logically, and maintain consistency as you add new accounts over time:

1000-1999: Assets - What your company owns (cash, receivables, trucks, trailers, equipment)
2000-2999: Liabilities - What your company owes (loans, payables, accrued taxes, escrow)
3000-3999: Equity - Owner's investment and retained earnings
4000-4999: Revenue - Income from hauling freight and related services
5000-5999: Cost of Goods Sold (COGS) - Direct costs of delivering freight (driver pay, fuel)
6000-6999: Operating Expenses - Overhead expenses (insurance, office, software, professional services)
7000-7999: Other Expenses - Non-operating costs (interest, depreciation, miscellaneous)

Within each range, leave gaps between account numbers (e.g., 1000, 1010, 1020) so you can insert new accounts later without disrupting the order. In QuickBooks Online, enable account numbers under Settings > Advanced > Chart of Accounts before you begin building your template.

Complete Trucking Chart of Accounts Template

Below is a comprehensive chart of accounts designed for small-to-midsize trucking companies. Copy these accounts into your QuickBooks or accounting software, then customize as needed for your specific operation.

Account #	Account Name	Account Type	Detail Type	Description
1000	Business Checking	Bank	Checking	Primary operating checking account
1010	Business Savings	Bank	Savings	Reserve and tax savings account
1020	Petty Cash	Bank	Cash on Hand	Cash on hand for small expenses
1100	Accounts Receivable	Accounts Receivable	A/R	Unpaid customer invoices
1200	Driver Advances Receivable	Other Current Asset	Other Current Asset	Cash advances to drivers not yet deducted
1300	Prepaid Insurance	Other Current Asset	Prepaid Expenses	Insurance premiums paid in advance
1310	Prepaid Permits	Other Current Asset	Prepaid Expenses	Annual permits paid in advance
1500	Trucks - at Cost	Fixed Asset	Vehicles	Purchase price of owned trucks
1510	Accumulated Depreciation - Trucks	Fixed Asset	Accumulated Depreciation	Total depreciation on trucks
1600	Trailers - at Cost	Fixed Asset	Vehicles	Purchase price of owned trailers
1610	Accumulated Depreciation - Trailers	Fixed Asset	Accumulated Depreciation	Total depreciation on trailers
1700	Shop Equipment and Tools	Fixed Asset	Machinery & Equipment	Maintenance shop equipment and tools
1710	Office Furniture and Equipment	Fixed Asset	Furniture & Fixtures	Desks, computers, printers, office equipment
2000	Accounts Payable	Accounts Payable	A/P	Money owed to vendors
2100	Credit Card Payable	Credit Card	Credit Card	Outstanding credit card balances
2200	Truck Loans Payable	Long-Term Liability	Notes Payable	Outstanding truck loan balances
2210	Trailer Loans Payable	Long-Term Liability	Notes Payable	Outstanding trailer loan balances
2300	IFTA Tax Payable	Other Current Liability	Other Current Liability	Accrued IFTA fuel tax for the quarter
2310	Sales Tax Payable	Other Current Liability	Sales Tax Payable	Sales tax collected and due
2400	Insurance Payable	Other Current Liability	Other Current Liability	Insurance premiums due but not yet paid
2500	Payroll Liabilities	Other Current Liability	Payroll Tax Payable	Accrued payroll taxes and withholdings
2600	Driver Escrow Payable	Other Current Liability	Other Current Liability	Driver escrow deposits held in trust
2700	Accrued Expenses	Other Current Liability	Other Current Liability	General accrued but unpaid expenses
3000	Owner's Equity / Capital	Equity	Owner's Equity	Owner's investment in the business
3100	Owner's Draw	Equity	Owner's Equity	Withdrawals by the owner
3200	Retained Earnings	Equity	Retained Earnings	Accumulated profits from prior years
4000	Freight Revenue - Linehaul	Income	Service/Fee Income	Revenue from hauling freight (line-haul rate)
4010	Fuel Surcharge Revenue	Income	Service/Fee Income	Fuel surcharge billed to customers
4020	Accessorial Revenue	Income	Service/Fee Income	Detention, layover, stop-off, TONU, lumper fees
4030	Detention Pay Revenue	Income	Service/Fee Income	Fees for driver detention at pickup/delivery
4040	Layover Revenue	Income	Service/Fee Income	Fees charged for overnight layovers
4050	Stop-Off Revenue	Income	Service/Fee Income	Additional stop charges beyond origin/destination
4060	TONU Revenue	Income	Service/Fee Income	Truck Order Not Used cancellation fees
4099	Other Revenue	Income	Other Primary Income	Miscellaneous income
5000	Driver Settlements / Pay	COGS	Other COGS	Gross driver compensation (all pay types)
5010	Fuel Expense	COGS	Other COGS	Diesel and gasoline purchases
5020	Fuel Taxes - IFTA	COGS	Other COGS	IFTA fuel tax payments
5030	Dispatcher Pay	COGS	Other COGS	Dispatcher wages or commission
5100	Truck Maintenance and Repairs	COGS	Other COGS	Routine maintenance and unscheduled repairs
5110	Tires	COGS	Other COGS	Tire purchases, recaps, and tire services
5120	Truck Wash	COGS	Other COGS	Interior and exterior truck washing
5200	Tolls	COGS	Other COGS	Highway tolls, bridge tolls, E-ZPass
5210	Scales and Weigh Stations	COGS	Other COGS	Scale fees, PrePass, Drivewyze
5300	Truck Lease Payments	Expense	Equipment Rental	Monthly truck lease or rental payments
5310	Trailer Lease Payments	Expense	Equipment Rental	Monthly trailer lease or rental payments
6000	Insurance - Auto/Truck	Expense	Insurance	Commercial auto liability and physical damage
6010	Insurance - Cargo	Expense	Insurance	Cargo insurance premiums
6020	Insurance - General Liability	Expense	Insurance	General liability and umbrella policies
6030	Insurance - Workers Comp	Expense	Insurance	Workers compensation premiums
6100	Permits and Licensing	Expense	Taxes & Licenses	IRP, UCR, MCS-150, oversize permits
6110	Registration Fees	Expense	Taxes & Licenses	State vehicle registration, IFTA decals
6200	ELD and Telematics	Expense	Other Expense	ELD devices, Motive, Samsara subscriptions
6210	Software Subscriptions	Expense	Other Expense	TMS (FleetLegend), load boards, accounting software
6220	Communications	Expense	Telephone Expense	Cell phones, internet, satellite for trucks
6300	Office Rent	Expense	Rent or Lease	Office and yard rental or lease payments
6310	Office Supplies	Expense	Office/General Admin	Paper, printing, postage, office supplies
6400	Professional Services - Accounting	Expense	Legal & Professional Fees	Bookkeeping, CPA, tax preparation
6410	Professional Services - Legal	Expense	Legal & Professional Fees	Attorney and legal services
6500	Bank Fees	Expense	Bank Charges	Bank service charges, wire fees
6510	Credit Card Processing Fees	Expense	Bank Charges	Merchant processing and transaction fees
6600	Meals and Entertainment	Expense	Meals & Entertainment	Business meals (subject to IRS limits)
6700	Travel Expenses	Expense	Travel	Airfare, hotels, and non-truck travel costs
7000	Depreciation Expense	Other Expense	Depreciation	Annual depreciation on fixed assets
7100	Interest Expense	Other Expense	Interest Paid	Interest on truck loans, trailer loans, credit lines
7200	Miscellaneous Expense	Other Expense	Other Miscellaneous Expense	Expenses that do not fit other categories

Revenue Accounts Explained

Trucking revenue is not a single number. Breaking it into distinct accounts gives you visibility into where your income originates and which revenue streams are growing or shrinking:

Freight Revenue - Linehaul (4000): This is your core revenue, the rate you charge to move freight from point A to point B. It should be the largest revenue account by far. If it is not, investigate whether you are undercharging on linehaul rates and over-relying on accessorials.
Fuel Surcharge Revenue (4010): Tracked separately so you can compare it against your actual fuel expense (5010). If fuel surcharge revenue consistently falls short of fuel costs, your surcharge rates need adjustment or your fuel efficiency needs improvement.
Accessorial Revenue (4020-4060): Detention, layover, stop-off, TONU, and lumper fees. These accounts reveal how much revenue comes from extra services. High detention revenue may indicate that shippers and receivers are routinely holding your drivers, which is a problem worth addressing even if the fees partially compensate for it.

Expense Accounts Explained

Expenses in trucking fall into two broad groups: direct costs of moving freight (COGS) and overhead operating expenses. Separating them allows you to calculate your gross margin (revenue minus COGS) and your net margin (revenue minus all expenses).

Driver Settlements / Pay (5000): Usually the largest or second-largest expense after fuel. Track gross driver pay here, including per-mile, percentage, and flat-rate compensation. If you use both company drivers and owner-operators, consider creating sub-accounts (5001 - Company Driver Pay, 5002 - Owner-Operator Pay) to analyze the cost difference.
Fuel Expense (5010): All diesel and gasoline purchased for fleet vehicles. This is typically 25-35% of revenue for most fleets. Monitoring fuel expense as a percentage of revenue is one of the most important KPIs for fleet profitability.
Maintenance and Repairs (5100): Covers oil changes, brake jobs, engine repairs, DOT inspection repairs, and all other maintenance. Tracking per truck (via class tracking) lets you identify aging trucks that are costing more to maintain than they are worth.
Insurance (6000-6030): Separate accounts for auto, cargo, general liability, and workers comp allow you to see the true cost of each insurance type. Insurance is typically the third-largest expense for trucking companies after driver pay and fuel.
Permits and Licensing (6100): IRP (International Registration Plan), UCR (Unified Carrier Registration), IFTA decals, oversize/overweight permits, and state-specific permits. These are annual costs that should be prepaid and amortized monthly for accurate monthly financial statements.
ELD and Telematics (6200): Monthly subscription costs for electronic logging devices, GPS tracking providers like Motive or Samsara, and related hardware.
Software Subscriptions (6210): Your TMS (like FleetLegend), accounting software (QuickBooks), load board subscriptions (DAT, Truckstop), and any other operational software.

Asset Accounts Explained

Trucks and trailers are the largest assets on a trucking company's balance sheet. Proper asset accounting is essential for accurate financial reporting and tax purposes:

Trucks at Cost (1500) and Trailers at Cost (1600): Record the full purchase price of each vehicle when acquired. This is the cost basis for depreciation calculations. Do not record truck purchases as expenses, which is a common mistake that massively distorts your income statement.
Accumulated Depreciation (1510, 1610): These are contra-asset accounts that reduce the book value of your trucks and trailers over time. Depreciation is recorded monthly or annually to expense account 7000 (Depreciation Expense). Common depreciation methods for trucks are straight-line over 5-7 years or MACRS for tax purposes.
Driver Advances Receivable (1200): When you give a driver a cash advance, it is not an expense. It is an asset (money owed to you) until it is deducted from a future settlement. Track advances here and clear them when deducted.

Liability Accounts Explained

Liabilities represent what your company owes to others. Key trucking-specific liabilities include:

Truck and Trailer Loans Payable (2200, 2210): Outstanding loan balances for financed equipment. When you make a loan payment, part goes to interest (expense account 7100) and part reduces the loan balance (this liability account). QuickBooks does not split payments automatically, so you may need to set up memorized transactions or journal entries for each payment.
IFTA Tax Payable (2300): At the end of each quarter, accrue the estimated IFTA tax you owe. When you file and pay the return, debit this account. This ensures your quarterly financial statements accurately reflect all liabilities, not just the ones you have already paid.
Driver Escrow Payable (2600): If you withhold escrow from driver settlements as a security deposit, those funds belong to the driver and are a liability on your books. When a driver leaves and you return the escrow, debit this account.
Insurance Payable (2400): If you pay insurance premiums monthly but the policy period is annual, you may have an accrued liability for the remaining premiums. Also use this for insurance installment plans where the total annual premium is financed.

Tips for Customizing the Template to Your Fleet

The template above covers the majority of accounts a small-to-midsize trucking company needs. However, every operation is different. Here are guidelines for customization:

Start with the template as-is, then add or remove accounts after your first quarter of operations. It is easier to merge accounts that have few transactions than to split an overloaded account into sub-categories retroactively.
Do not over-engineer your chart. If you only have two or three transactions per month in a category, it probably does not need its own account. Use the parent account and add a memo or note to distinguish transaction types.
Match your TMS account mapping. If you use FleetLegend, its QuickBooks sync maps invoice line items and settlement details to specific accounts. Align your chart of accounts with the categories FleetLegend uses so synced transactions land in the right place automatically.
Add sub-accounts for owner-operators if needed. If you have a mix of company drivers and owner-operators, their cost structures are different. Owner-operator payments are typically higher per load but do not include fuel, insurance, or maintenance costs that the carrier covers for company drivers.
Review quarterly with your accountant. At the end of each quarter, review your chart for accounts with zero activity (candidates for removal) and accounts with an unusually high number of varied transactions (candidates for splitting into more specific sub-accounts).

How FleetLegend's Chart of Accounts Works with QuickBooks Sync

When you connect FleetLegend to QuickBooks, the integration maps your TMS data to the appropriate accounts in your chart of accounts:

Invoices: Linehaul revenue, fuel surcharges, and accessorial charges from completed loads are synced to the corresponding revenue accounts (4000, 4010, 4020-4060) automatically.
Settlements: Driver pay calculated in FleetLegend flows to the Driver Settlements account (5000) in QuickBooks, along with deduction details mapped to the correct expense categories.
Customer records: Customers created in FleetLegend (brokers, shippers) sync to QuickBooks customer records with billing details and payment terms.
Real-time updates: Changes in either system are reflected in the other via webhooks, so your books stay current without manual intervention.

The key benefit is eliminating double data entry. Your dispatch team works in FleetLegend, your bookkeeper works in QuickBooks, and data flows between them automatically, always landing in the correct account.

For a complete guide on setting up QuickBooks for your trucking operation, including customer setup, vendor configuration, and reconciliation tips, read our QuickBooks for trucking companies setup guide.

Frequently Asked Questions

How many accounts should a trucking chart of accounts have?

A typical small trucking company needs between 40 and 60 accounts. The template above includes approximately 55 accounts, which covers the vast majority of transactions a fleet encounters. Avoid creating more than 70-80 accounts unless you have a specific reporting need, as excessive accounts create complexity without adding value. The goal is enough granularity to make informed decisions, but not so much that categorizing transactions becomes burdensome.

Should driver pay be classified as COGS or an operating expense?

Driver pay is best classified as Cost of Goods Sold (COGS) because it is a direct cost of providing your service (hauling freight). The same is true for fuel, tolls, and maintenance. Categorizing these as COGS allows you to calculate your gross margin (revenue minus direct costs), which is a critical profitability metric. Overhead costs like insurance, office rent, software, and professional services are operating expenses below the gross margin line.

Can I import this template directly into QuickBooks?

QuickBooks Online does not have a direct import function for charts of accounts from a web page. However, you can add accounts manually (it takes about 30-45 minutes to set up the full template) or create a CSV file with the account details and import it via Settings > Chart of Accounts > Import. If you connect FleetLegend, the integration setup process can also help configure the accounts it needs automatically.

How often should I review and update my chart of accounts?

Review your chart of accounts at least once per quarter. Look for accounts with zero transactions (candidates for removal or consolidation), accounts with a very high number of diverse transactions (candidates for splitting), and any new expense categories your operation has taken on. Also review when you make structural changes to your business, such as adding owner-operators, opening a new terminal, or changing pay structures.

Conclusion

A well-structured chart of accounts is the foundation of useful financial reporting for your trucking company. Without trucking-specific accounts, your profit and loss statements will be meaningless jumbles that tell you nothing about cost-per-mile, per-truck profitability, or where your money is actually going. Use the template in this guide as your starting point, customize it to your operation, and review it quarterly to ensure it still matches how your business operates. When connected to FleetLegend, your chart of accounts becomes even more powerful as TMS data flows automatically into the correct accounts.