Cost Per Mile Calculator
Your true cost per mile, breakeven rate per loaded mile and a rate check that says profit or loss before you quote.
Know what the load pays before you say yes.
Cost per mile, load profit, IFTA, bookkeeping, dispatch, settlements and compliance — ten spreadsheets with real formulas, built for owner-operators and small fleets. Open in Excel or Google Sheets, type in the orange cells, read the answer.
$14–$29 each · instant download · Excel 2016+ and Google Sheets · no subscription needed
| The load — type here | ||
| 1 | ||
| 2 | ||
| 3 | ||
| 4 | ||
| 5 | ||
| 6 | ||
| What it actually pays | ||
| 7 | Total miles | 985 |
| 8 | Revenue for the load | $2,173.75 |
| 9 | Revenue per all miles | $2.21 |
| 10 | Fuel cost | $583.42 |
| 11 | Other cost (cost per mile × all miles) | $1,379.00 |
| 12 | Total cost | $1,962.42 |
| 13 | Profit on this load | $211.33 |
| 14 | Profit per mile (all miles) | $0.21 |
| 15 | Breakeven rate per loaded mile | $2.12 |
| ABOVE BREAKEVEN — clears $211.33 on this load | ||
This is the free one-sheet, running in your browser. Get the Excel / Google Sheets version — or see the full Cost Per Mile Calculator.
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Formulas, not fill-insChange one input and every number on the dashboard moves.
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Excel and Google SheetsStandard .xlsx files. No macros, no add-ins, nothing to install.
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Example data loadedA realistic single-truck operation is already filled in. Replace it with yours.
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Buy once, keep itInstant download, free updates to the file you bought. No seat licenses.
The ten tools
Each one answers a question you ask every week. Start with the one that costs you the most right now.
Load Profit Calculator
Type the miles, rate and days. Get net profit, profit per day and a TAKE IT / NEGOTIATE / PASS verdict.
IFTA Fuel Tax Tracker
Log miles and fuel by state as you go; the quarterly summary does the return math per jurisdiction.
Trucking P&L Bookkeeping
Income, expenses by category with Schedule C mapping, profit per mile and a quarterly tax set-aside.
Truck Maintenance Log
PM schedule with OK / DUE SOON / OVERDUE, repair log, tire log, cost per mile — up to 10 trucks.
Per Diem Days Out Tracker
Every day of the tax year pre-dated. Mark Full, Partial or Home and the deduction totals itself.
Owner-Operator Startup Budget
Every one-time cost, your funding gap, 12 months of cash flow and a 25-step launch checklist.
Dispatch Board & Load Tracker
One line per load, a status you flip, and a board with this week's revenue, aging and top brokers.
Driver Settlement Calculator
Pick a driver and a period: gross pay, deductions, escrow and net pay on a one-page statement.
Trucking Compliance Calendar
IFTA, 2290, UCR, MCS-150, inspections, CDL and medical cards: next due, days left, status.
Bundles
Buy the set you need and save against the singles. The Complete Toolkit is every file for less than half of buying them one at a time.
Rate Check Pair
Know your true cost per mile, then judge every load against it before you say yes.
$29$38 bought one at a timeSave $9
- Cost Per Mile Calculator$19
- Load Profit Calculator$19
Owner-Operator Complete Toolkit
All ten spreadsheets. The whole back office for one truck or a small fleet, bought once.
$79$205 bought one at a timeSave $126
- Cost Per Mile Calculator$19
- Load Profit Calculator$19
- IFTA Fuel Tax Tracker$29
- Trucking P&L Bookkeeping$24
- Truck Maintenance Log$14
- Per Diem Days Out Tracker$14
- Owner-Operator Startup Budget$19
- Dispatch Board & Load Tracker$29
- Driver Settlement Calculator$19
- Trucking Compliance Calendar$19
Dispatcher Pack
For independent dispatchers and small fleets: judge the load, track the loads, pay the drivers.
$49$67 bought one at a timeSave $18
- Load Profit Calculator$19
- Dispatch Board & Load Tracker$29
- Driver Settlement Calculator$19
Tax Season Pack
For quarter-end and year-end: IFTA, the P&L your tax pro needs, and every per diem day counted.
$54$67 bought one at a timeSave $13
- IFTA Fuel Tax Tracker$29
- Trucking P&L Bookkeeping$24
- Per Diem Days Out Tracker$14
Also on Etsy: the Complete Toolkit is listed there too. HaulMath on Etsy.
Free: the Rate Per Mile Quick Check
The one-sheet version of the calculator at the top of this page, as a real Excel / Google Sheets file. Six inputs, a breakeven rate, a profit figure and a rate ladder that shows what the same load earns at 10-cent steps. Keep it on your phone for the next broker call.
The Vault
Every HaulMath spreadsheet, the new tool we add each month, every update to every file, and a request line for the sheet you wish existed. For fleets and dispatchers who want the whole back office and what comes next.
- All ten current tools, plus every tool released while you're a member
- Updated files the day they change — no re-buying
- Request-a-sheet: tell us what you need, members vote, we build it
- Priority email support on any file
Guides
The math behind the tools, worked out in the open. Useful whether or not you buy anything.
How to calculate your cost per mile (with the exact formula)
The one number every rate decision depends on, worked through with real bills for a single dry van — and the two mistakes that make most owner-operators' numbers wrong.
6 min readIFTA explained for new owner-operators: how the quarterly return math works
Fleet MPG, taxable gallons, net taxable gallons, tax due or credit — the five steps behind every IFTA return, worked with example miles and gallons so the form stops being a mystery.
7 min readWhat a load actually pays: rate per mile vs. profit per day
A $4.03-a-mile load that nets $33 and a $2.74-a-mile load that nets $318 a day. The number brokers quote and the number that pays your bills are not the same number.
6 min readQuestions
Do these work in Google Sheets?
Yes. Every file is a standard .xlsx. Upload it to Google Drive and open it with Google Sheets (or File → Import). Formulas, dropdowns and colors carry over. Excel 2016 or newer, Excel for Mac and Excel 365 work as-is.
Are the numbers in the files real rates and fees?
No, on purpose. Tax rates, UCR fees and per-mile state taxes change, so every one of them is an orange input cell with a note on where to look it up. The example numbers are a plausible single-truck operation so the dashboards show something on first open; replace them with yours.
What happens after I buy?
Checkout is handled by Lemon Squeezy. You get a download link on the receipt page and in your email within a minute. Buy once, keep the file; the <a href="/updates">Updates page</a> shows what changed in each version.
What's the refund policy?
Because these are instant digital downloads, all sales are final once a file has been delivered. If a file has an error, email us and we'll fix it or refund you. See the <a href="/terms">terms</a>.
Can I use them for my whole fleet?
The license covers your own business, however many trucks it runs. Dispatchers can use them for their own clients' loads. What you can't do is resell, share or redistribute the files.
Is this one of those AI things?
The layouts and formulas were drafted with AI tools and then reviewed, recalculated and tested by a person. Every file ships with the formulas visible, nothing hidden or locked, so you can check any cell yourself.