Best Trucking Accounting Software for Owner-Operators
Last Updated November 27, 2024
If you’re a new carrier or someone interested in starting your own trucking business, know that you’re going to need to invest time in setting up your accounting system before taking on your first customer.
Managing your money well is the key to profitability—even if you don’t have any profits yet. Income tracking, expense management, payroll, and taxes can take a toll, especially if you’re operating the business yourself.
Fortunately, the right trucking accounting software simplifies everything for you. Some accounting software even includes specialized features just for trucking businesses, helping you stay on top of expenses.
Check out this guide to learn the ins and outs of accounting software for owner operators, from why you need it to the seven best-rated trucking accounting software solutions on the market.
Understanding the Need for Accounting Software as an Owner-Operator
You might have your trucking business plan sorted out, but you need more than a plan to run a successful company.
Finances are an essential but surprisingly complicated part of running a trucking business as an owner-operator. To top it all off, you have to deal with fuel costs, paying employees, and cutting checks to regulators. Forgetting a single task could put your company in financial jeopardy.
That’s why all owner-operators should use trucking business software. From managing day-to-day expenses to handling payroll and tax documentation, the right owner-operator accounting software offers a one-stop solution for trucking financial management. Track your mileage, income, expenses, and more to get a better snapshot of your business’s health. It’s much more efficient than tracking everything in a spreadsheet or, worse, on paper.
What Can Trucking Accounting Software Do?
You don’t need to be an accounting pro to use accounting software for trucking companies. Many of these solutions are tailored to owner-operators without finance experience. Whether you just want to track expenses or manage taxes, trucking accounting software will keep your business moving forward, helping you:
Spot fraud: Unfortunately, invoice fraud is a problem in the trucking industry. For a new business owner, just one incident of fraud can derail your dreams of self-employment. You can’t always prevent fraud, but trucking accounting software can reduce your chances of being a victim through invoice verification and other practices.
Manage tax prep and compliance: As a trucker, you’re required to pay taxes on a quarterly and annual basis, as well as other taxes. Owner-operator software trucking platforms come with tools to track how much you owe, remind you of payment due dates, and help you stay compliant. You’re ultimately responsible for following the law, but accounting software can certainly keep you on the right track.
Manage payroll: If you’re a solo owner-operator, you don’t have employees to pay, but depending on your business structure, you still might need to run payroll for yourself. Owner-operator payroll software makes the complex payroll process as simple as tapping a button, ensuring on-time payments for you and your employees.
Track mileage and fuel: Fuel is one of the most expensive and variable costs in a trucking business. Most trucking business software includes features for tracking mileage and fuel expenses, making it easy to understand how much you spend per mile. This data is a must-have for tax deductions, although it’s also helpful for optimizing fuel efficiency.
Manage accounts receivable: Overdue invoices are a massive headache. You can’t strongarm customers into paying on time, but trucking accounting software can speed up the accounts receivable process. Some solutions include automated invoicing, due date reminders, and other helpful features for even the most forgetful customers.
Track expenses: Maintenance, fuel, and employee wages are just some expenses you can expect to pay as an owner-operator. But if you don’t track these expenses, you have no way of knowing how much you’re spending. Trucking accounting software tracks and identifies opportunities for savings. For example, maybe you’re paying for a subscription you don’t use. Monitoring these expenses with accounting software will help you pinpoint unnecessary expenses and keep more money in your pocket.
Considerations Before Choosing Software for Your Trucking Business
Opting for any accounting software is better than tracking your finances on paper. Still, you deserve to get the most out of your investment in accounting software. Consider these factors when choosing the best accounting software for trucking businesses.
Pricing
It can cost thousands of dollars to start a trucking company. The best accounting software for trucking companies shouldn’t cost you an arm and a leg. Accounting software usually pays for itself in a few months, but if you’re on a tight budget, look into free trucking software for owner-operators. Free software is more limited, but it can work for some small businesses.
Ease of Use
You can become an owner-operator with no experience, but there’s a big learning curve. The last thing you want is to spend hours learning how to use trucking accounting software. Request a free trial or demo from a few platforms to find the most intuitive option.
Compatibility
Do you use other software in your business? Ideally, you want accounting software that integrates and works well with your existing technology stack. For example, if you already have dispatch or load management software, ensure the accounting software syncs with these tools.
Trucking Features
Every trucking business has unique needs, so flexibility is key. Choose owner-operator software that allows customized features, reports, and workflows to best suit your business model. For example, if you only have one truck, you might not need the additional bells and whistles that enterprise accounting software offers.
Best Trucking Accounting Software for Owner-Operators
Not sure where to start? We’ve compiled the seven best accounting software for small trucking companies to help you find the right fit for your business.
| Accounting Software | Cost | Pros | Cons | Known for |
| Quickbooks | $17.50 – $117.50 / month | Compatibility
Wide range of tools Highly scalable Options to hire a QuickBooks ProAdvisor for help |
Extra charges for trucking-specific integrations and modules
Learning curve for advanced features Limited support |
Comprehensive accounting |
| Zoho | Free – $60 / month | Mobile-friendly
Features for quoting and invoicing Online payments |
Limited trucking features
Doesn’t integrate well with non-Zoho products |
Mobile accounting |
| Rigbooks | $19 – $149 / month | Designed specifically for trucking companies
Very affordable Helpful features like expense tracking, mileage tracking, and IFTA reporting |
Limited advanced accounting features
Not very scalable |
Owner-operator focus |
| Axon | Contact for pricing | All-in-one solution
Real-time data Integrated view of accounting, dispatching, and fleet management |
You have to request a custom quote
Limited mobile functionality |
Complete fleet management |
| TruckingOffice | $20 / month | TruckingOffice offers expert help and support
Cloud-based solution Track maintenance, accounting, and IFTA reporting in one view |
Limited advanced accounting features
Routing and mileage features are an add-on |
Trucking accounting |
| Tailwind TMS | $135 – $265 / month | All-in-one solution
Self-service customer portals available Mobile-friendly |
Limited accounting features
Expensive |
Transportation management |
| Freshbooks | Easy to use
Mobile-friendly Strong invoicing features and templates |
Limited trucking features
Not very scalable |
Easiest to use |
QuickBooks
QuickBooks is a popular accounting software that’s affordable, easy to use, and compatible with almost everything.
Pros:
- Compatibility
- Wide range of tools
- Highly scalable
- Options to hire a QuickBooks ProAdvisor for help
Cons:
- Extra charges for trucking-specific integrations and modules
- Bigger learning curve for its more advanced features
- Lower-tier plans have limited support
Zoho
Zoho Books is part of the Zoho suite, so if you already use Zoho products, this option is a shoo-in.
Pros:
- Mobile-friendly
- Features for quoting and invoicing
- Online payments
Cons:
- Limited trucking features
- Doesn’t integrate well with non-Zoho products
Rigbooks
Rigbooks accounting software is designed specifically for owner-operators, making it ideal for anyone who wants accounting software for trucking companies.
Pros:
- Designed specifically for trucking companies
- Very affordable
- Helpful features like expense tracking, mileage tracking, and IFTA reporting
Cons:
- Limited advanced accounting features
- Suited for small fleets and owner-operators, so not very scalable
Axon
Axon is a suite of trucking solutions that are on one platform. If you want a holistic solution for managing dispatching, your fleet, taxes, maintenance, and accounting, this is it.
Pros:
- All-in-one solution for running all aspects of a trucking business
- Real-time data
- Integrated view of accounting, dispatching, and fleet management
Cons:
- You have to request a custom quote
- Limited mobile functionality
TruckingOffice
TruckingOffice is primarily a transportation management system (TMS) for IFTA reporting and dispatching, but it also includes accounting features.
Pros:
- Expert help and support
- Cloud-based solution accessible from any device
- Track maintenance, accounting, and IFTA reporting in one view
Cons:
- Limited accounting features
- Routing and mileage features are an add-on
Tailwind TMS
Tailwind is a TMS from Envase Technologies. This platform combines accounts receivables, routing, and even a customer portal in one solution.
Pros:
- All-in-one solution for transportation management
- Self-service customer portals available
- Mobile-friendly
Cons:
- Limited accounting features
- Expensive
Freshbooks
Like QuickBooks, FreshBooks is an affordable and easy-to-use accounting solution for businesses in all industries.
Pros:
- Easy to use
- Mobile-friendly
- Robust invoicing features and templates
Cons:
- Limited trucking features
- Not very scalable
Best Free Accounting Software for Trucking Companies
Paid trucking accounting software is usually the best route because of its advanced features. But if you’re starting from scratch, sometimes free accounting software is the best option. These are some of the best free options for truckers:
Other Types of Trucking Software
Accounting software will help you manage finances, but you’re still on the hook for dispatching, running payroll, and much more. You can streamline your small business with these trucking software solutions.
Dispatch Software
Dispatching software keeps your small business on the straight and narrow. Automate load assignment, route optimization, and communication with dispatching software.
Best Dispatch Software:
Payroll Software
Some accounting platforms will manage payroll for you. But if you need something more specialized, payroll software can handle mileage-based compensation, complex pay structures, and more.
Best Payroll Software:
Tax Software
Filing taxes in the trucking industry can feel confusing. Specialized tax software streamlines the process so you can accurately prepare and file taxes.
Best Tax Software:
Management Software
Managing a trucking business takes a lot of hard work. Streamline the entire process with trucking management software.
Best Management Software:
Don't let customers stall your cash flow
The No. 1 cause of cash flow issues for businesses is not getting paid on time. Your business's growth doesn't have to be hindered by late payments
In-Summary: Accounting Software for Trucking
Choosing the right accounting software for trucking will have a huge impact on your profitability. Whether you’re an established owner-operator or just getting started, plugging your finances into trucking accounting software will keep your finances clean and organized, laying the groundwork for a thriving business moving forward. There’s free trucking software for owner-operators, but paid platforms generally provide more trucking-specific features and scalability.
From mileage tracking to IFTA reporting, trucking accounting software helps ensure compliance, improve cash flow, and manage finances effectively—allowing you to focus on the road ahead.
Jim is the General Manager of altLINE by The Southern Bank. altLINE partners with lenders nationwide to provide invoice factoring and accounts receivable financing to their small and medium-sized business customers. altLINE is a direct bank lender and a division of The Southern Bank Company, a community bank originally founded in 1936.
