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EasyTrucking
© 2025 · Licensed Copy
Fleet Job Cost Tracker
© 2025 EaseSheets · All Rights Reserved · Unauthorized reproduction prohibited · easesheets.com
📊 Dashboard
⚙️ Job Inputs
💸 Cost Breakdown
🧾 Invoice
💰 Cash Flow
📅 Schedule
📒 Revenue & Costs
🔧 Dispatch Order
⏱ Driver Log
📝 Rate Adjustments
🤝 Carrier Agreement
📦 Parts Estimate
✅ Inspection
🗂 Projects
🛣️ Mileage & Fuel
⏰ HOS Log
🔧 PM Tracker
📋 DVIR
💲 Cost Per Mile
📦 Load Profit
👤 Driver QFile
⛽ Fuel Surcharge
🔄 70-Hr Recap
🗺️ State Mileage
📖 Read Me
Project —
Client —
Phase —
Start Date —
End Date —
Load Revenue
$0
Total freight revenue
Budgeted Cost
$0
Estimated run costs
Actual Cost
$0
Total spend to date
Net Profit
$0
0.0%
Variance
$0
On Budget
Profit Waterfall
Cost Distribution
Expense Detail
Category Phase Budgeted Actual Cost Intensity Variance
Enter data in the Cost Breakdown tab to see results.
ℹ️ Fill in the fields below to configure your project. All input cells are highlighted in blue. Changes apply automatically when you click Recalculate.
🏗 Project Information
💰 Financial Summary
⚠️ Enter your budgeted and actual costs per line item. The dashboard updates when you click Recalculate.
Line Item Cost Entry
Category Phase Description Budgeted ($) Actual ($) Del
📋 How to Use This Tool

Getting Started

This Fleet Job Cost Analysis tool has four tabs. Work through them in order for best results:

  • Job Inputs — Enter your project name, client, dates, contract value, overhead rate, and target margin. All blue fields accept user input.
  • Cost Breakdown — Add each line-item cost with a budgeted and actual amount. Use the "+ Add Row" button to expand the table.
  • Dashboard — View your KPI summary, waterfall chart, cost distribution, and detailed variance table.
  • Click ↻ Recalculate (top right or at the bottom of each input tab) after making changes.

Metric Definitions

Load Revenue
The total value agreed with the client, including any approved change orders.
Budgeted Cost
Sum of all estimated line-item costs plus overhead allocation.
Actual Cost
Sum of all actual spend entered in the Cost Breakdown tab.
Net Profit
Load Revenue minus Actual Cost (including overhead). Positive = profitable.
Profit Margin %
Net Profit ÷ Load Revenue × 100. Compare to your Target Margin in Inputs.
Variance
Budgeted Cost minus Actual Cost. Positive (green) = under budget. Negative (red) = over budget.
Overhead Rate
Applied as a % on top of direct costs to account for indirect expenses (admin, equipment, insurance).
Retainage
% of contract value held back by the client until project completion.

Color Guide

  • ■ Green — Under budget / profitable
  • ■ Red — Over budget / loss
  • ■ Amber — Within 5% of budget (watch closely)
  • ■ Blue — Informational / neutral
  • Blue cell — User input field

Tips

  • Use the Phase dropdown on each line item to group costs by project stage.
  • Include overhead as a separate line item or use the Overhead Rate in the Inputs tab — not both.
  • Use the Print Report button to generate a PDF of the dashboard for client or management review.
  • The tool runs entirely in your browser — no data is sent anywhere. Save your work by using File → Save As in your browser, or keep this HTML file on your desktop.
⚙️ Support & Branding

This tool was built to accompany the Fleet Cost Analysis System Design specification. To customize it for your company, open the HTML file in a text editor and update the logo text and color palette at the top of the file.

© 2025 EaseSheets · All Rights Reserved

🏗 Company Info
📋 Invoice Details
👤 Client Information
🔢 Line Items
Service / Item Qty/Hrs Rate ($) Total
💰 Totals & Signatories
Live Preview
EasyTrucking
950 92nd St, Irving, CA 92606
(949) 555-0100 | info@easytrucking.com
BILLING INVOICE
Invoice No: INV-2025-001
Date: —
Payment Due: —
Client Information
NameJohn Smith
Emailinfo@easytrucking.com
Address950 92nd St, Irving, CA 92606
Contact(949) 555-0100
Project Period
Start Date—
End Date—
Invoice #INV-2025-001
Service / Item Hour / Qty Rate Total
Subtotal$0.00
Discount−$0.00
TOTAL DUE$0.00
John Smith
Architect
John Smith
Dispatcher / Fleet Manager
Total Inflows
$0
Tax refunds + injections
Total Outflows
$0
Operations + invest + finance
Closing Balance
$0
Year-end cash position
Net Annual Change
$0
Increase / decrease
Monthly Cash Flow Overview
Inflows
Outflows
Net Closing Balance
Category JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC YEARLY TOTAL
Total Tasks
0
excluding milestones
Milestones
0
key dates
Project Duration
0d
first to last task
Peak Daily Load
0
max workers/day

Non-Work Days

These days are highlighted in the Gantt chart and excluded from scheduling.

🏗 Company & Project
👤 Client & Financials
Project Estimate
$0
contract value
Total Income
$0
all received payments
Total Expenses
$0
all payments made
Current Balance
$0
income − expenses
Receivables
$0
estimate − income
Running Balance
— —
Expenses by Payee
Transaction Ledger
# Date Mode of Payment Paid To / Received By Description Income ($) Expense ($) Subtotal ($)
Prepared By
John Smith
Project Secretary
Approved By
John Smith
Corporate CEO
🏗 Company
📋 Dispatch Order Details
👤 Shipper
🔧 Labor / Services
Service / Description Hours / Qty Rate ($) Total
✍ Approval
Live Preview
EasyTrucking
950 92nd St, Irving, CA 92606
(949) 555-0100 | info@easytrucking.com
DISPATCH ORDER
D.O. #: 78678
Shipper ID: ANF98346
Date: —
Status: ● Approved
NameJohn Smith
CompanyJohn Smith
Address950 92nd St, Irving, CA 92606
Contact(949) 555-0100
Emailinfo@easytrucking.com
Labor / Service Hours / Qty Rate Total
Subtotal$0.00
Tax (5%)$0.00
TOTAL$0.00
Notes / Special Instructions
All work to be completed in accordance with applicable applicable regulations and safety regulations.
Approved By
John Smith
President, John Smith
EasyTrucking — Work Order · Thank you for your business.
👷 Driver Info
🏗 Company
💵 Pay Settings
📊 Pay Summary
Regular Hours 0h
Overtime Hours 0h
Regular Pay $0.00
Overtime Pay $0.00
Total Pay $0.00
Total Hours
0
this pay period
Regular Hours
0
standard time
Overtime Hours
0
extra hours worked
Gross Pay
$0
reg + overtime
Daily Hours Breakdown
Hours Split
0%
overtime
Regular: 0h
Overtime: 0h
Daily Time Log
# Day Date Time In Time Out OT Hrs Total Hrs Status
EasyTrucking
950 92nd St, Irving, CA 92606
(949) 555-0100 | info@easytrucking.com
STAFF TIMESHEET
Pay Period: —
Generated: —
EmployeeJohn Smith
Driver IDID-0001
Fleet / DivisionOperations
PositionDispatcher / Fleet Manager
Hourly Rate$27.16
OT Rate$40.74 (×1.5)
Day Date Time In Time Out OT Hrs Total Hrs Status
Regular Hours0h
Overtime Hours0h
Regular Pay$0.00
Overtime Pay$0.00
TOTAL HOURS0h
GROSS PAY$0.00
John Smith
Employee's Signature over Printed Name
EasyTrucking — Driver Log Sheet · Confidential
🏗 Company
📋 Change Order Details
👤 Shipper / Broker
📝 Scope & Reason
🔢 Cost Items
Description Qty Unit ($) Total
✍ Signatures
Original Contract
$0
base contract value
This Change Order
$0
additions − deductions
Revised Contract
$0
original + all changes
Schedule Impact
0d
calendar day change
Load Revenue Impact
Original
+
Original: $0 This C.O.: $0 Revised: $0
Change Order Register
C.O. # Date Project Scope Summary Amount Schedule Status
EasyTrucking
950 92nd St, Irving, CA 92606
(949) 555-0100 | info@easytrucking.com
CHANGE ORDER
CO-001
Date: —
Status:
Project Information
Project—
Site Address—
Carrier / Operator—
Shipper / Broker
Owner—
C.O. NumberCO-001
Date—
Scope of Change
—
Description of Work Qty Unit Cost Total
Original Load Revenue
$0.00
This Change Order
$0.00
Revised Load Revenue
$0.00
Schedule Adjustment
0 Days
Reason for Change
—
Carrier / Operator Signature
John Smith
Dispatcher / Fleet Manager
Owner / Client Signature
John Smith
Owner Representative
EasyTrucking — Change Order · Both parties must sign to make this change order binding.
📄 Document Type
🏗 Carrier / Operator
👷 Vendor
💰 Contract & Payment
✍ Signatures
Agreement
Conditional Freight Lien Waiver
Final Freight Lien Waiver
EasyTrucking
950 92nd St, Irving, CA 92606
CARRIER AGREEMENT
Doc #: SUB-001
Date: —
Carrier / Operator
CompanyEasyTrucking
Address—
License—
Vendor
Company—
Address—
Trade—
License—
Project & Financial Summary
Project
—
Contract Amount
$0.00
Amount Paid
$0.00
Scope of Work
—
Payment Terms
Payment shall be made within 30 days of satisfactory completion of the work described above, subject to inspection and approval by the Carrier / Operator. Progress payments may be made based on percentage of work completed.
Insurance Requirements
Vendor shall maintain General Liability Insurance of not less than $1,000,000 per occurrence and Workers' Compensation Insurance as required by law. Certificates of insurance shall be provided before work commences.
Compliance & Safety
Vendor shall comply with all applicable federal, state, and local laws, codes, and regulations including applicable safety standards. Vendor is responsible for the safety of its employees and for maintaining a safe work environment.
Warranty
Vendor warrants all work for a period of one (1) year from the date of substantial completion. Defective work shall be corrected at no additional cost to the Carrier / Operator or Owner.
Carrier / Operator
John Smith
Dispatcher / Fleet Manager
Vendor
John Smith
Owner
EasyTrucking — This document is legally binding when signed by both parties.
Fleet Parts & Supply Estimate
Total Materials
0
line items
Material Cost
$0
before markup
Markup Amount
$0
15% applied
Total Estimate
$0
cost + markup
Cost by Category
# Category Material / Description Qty Unit Unit Cost ($) Total Cost w/ Markup
Total Items
0
on inspection checklist
Completed
0
items signed off
Remaining
0
before final payment
Completion Progress 0%
0%
Inspection Checklist Items
Final Sign-Off
John Smith
Carrier / Operator Signature
John Smith
Owner / Client Signature

Add Inspection Checklist Item

Dispatcher / Fleet Manager
ℹ️ Save your current project data here, then switch between projects. Each save captures all inputs, expenses, cash flow, and invoice data. Your data is saved in this browser only — use Ctrl+S to also save the HTML file itself.

Export Data to CSV

📊
Cost Breakdown
All line items with budgeted, actual, and variance
📒
Income & Expenses Ledger
All transactions with dates, payee, and running balance
💰
Cash Flow Data
All 12 months of inflows, outflows, and balances
⏱
Timesheet
All daily log entries with hours and pay calculations
✅
Inspection Checklist
All items with status, priority, and assignments
📝
Change Order Register
All saved change orders with amounts and status
Mileage & Fuel Log
Total Miles
0
this period
Total Fuel
0 gal
gallons purchased
Avg MPG
0.0
vs target
Fuel Cost
$0
total spent
Cost/Mile
$0.00
fuel only
MPG by Fill-Up
Fuel Cost by Week
# Date Type Odometer (mi) Miles Since Last Gallons Price/Gal ($) Fuel Cost MPG State Notes
⚠ HOS Violation Detected — Review your driving hours
Driving Today
0.0h
11h limit
On-Duty Today
0.0h
14h window
Cycle Hours Used
0.0h
of 70h
Add Duty Status Entry
24-Hour Duty Status Grid
—
Driving
On-Duty
Off-Duty
Sleeper
8-Day On-Duty Hours Recap
Total on-duty last 8 days: 0h Available: 70h
PM Maintenance Tracker
🛣️ Current Odometer (mi)
Truck / Unit
Update mileage to get accurate due alerts
All Good
0
services current
Due Soon
0
within 1,000 miles
Overdue
0
action required
Total Items
0
tracked services

Add Service Item

🚛 Vehicle & Trip Info
📋 Inspection Checklist
⚠️ Defects / Remarks
✍ Signatures
Live Preview — FMCSA Compliant
EasyTrucking
950 92nd St, Irving, CA 92606
PRE-TRIP DVIR
Date: —
Driver: John Smith
Vehicle Info
Unit #Unit 001
Trailer #TRL-042
Odometer—
Inspection Details
TypePre-Trip
Location—
Time—
Driver Signature
John Smith
Driver certifies the above is accurate
Mechanic / Carrier
John Smith
Defects corrected / vehicle safe to operate
EasyTrucking — FMCSA-Compliant Driver Vehicle Inspection Report · Licensed to: John Smith <info@easytrucking.com>
💲 Cost Per Mile Calculator
🏠 Fixed Monthly Costs
Truck Paymentmonthly lease or loan
Trailer Paymentlease or loan
Liability Insuranceper month
Physical Damage Ins.per month
IFTA / Permitsper month avg
Base Plate / Licensingper month avg
Phone / ELD / Dispatchper month
🚛 Variable Costs (per mile)
Fuel Costenter $/mile or use calculator below
Tiresper mile avg
Maintenance & Repairsper mile avg
Driver Payper mile (if not owner-op)
Miles Per Monthtotal miles you run
Target Profit Margin% above costs
%
⛽ Quick Fuel $/Mile Calculator
→ Fuel $/mile:
$0.598
Your True Cost Per Mile
$0.00
This is your break-even rate. Never accept a load below this number.
Fixed/Mile
$0.00
Variable/Mile
$0.00
Total Cost/Mile
$0.00
Monthly Cost
$0
Minimum Rate to Charge (with 15% profit)
$0.00 / mile
📦 Load Profit Calculator
💵 Load Revenue
💸 Load Costs
%
⚙️ Your Minimums (from CPM Calculator)
🤔
CALCULATING
Fill in load details to see recommendation
Gross Revenue
$0
Total Costs
$0
Net Profit
$0
Effective $/Mile
$0.00
Loaded miles revenue$0
Accessorial extras$0
Fuel cost (loaded + deadhead)−$0
Driver pay−$0
Fixed overhead−$0
Tolls + lumper + other−$0
Broker fee−$0
NET PROFIT$0
👤 Driver Qualification File
Current / Valid
0
Expiring Soon
0
Expired / Missing
0
⛽ Fuel Surcharge Calculator
⚙️ Your Setup
Fuel Surcharge Per Mile
$0.000
Base Price
$2.50
Current Price
$3.89
Total FSC on Load
$0
Add $0.000/mile as a fuel surcharge line item on your invoice.
EIA Fuel Surcharge Rate Table
🔄 70-Hour / 8-Day Recap
Enter on-duty hours for each day
Hours Used (8 days)
0.0h
of 70h limit
Hours Available
70.0h
remaining in cycle
Today's On-Duty
0.0h
14h window limit
Drops Off Tomorrow
0.0h
oldest day exits cycle
FMCSA Hours of Service Rules
State Mileage Log
Total Miles
0
States Traveled
0
Total Fuel (gal)
0
Total Fuel Cost
$0
Miles by State
IFTA Filing Reminder: Use the mileage data above when filing your quarterly IFTA return. Export to CSV and match with your fuel receipts per state. IFTA due dates: Apr 30, Jul 31, Oct 31, Jan 31
# Date Origin → Destination State Miles in State Gallons Purchased Price/Gal Fuel Cost Notes