Service 01 — Monthly Accounting
Your Fleet's Finances, Tracked the Way the Industry Works
Monthly bookkeeping designed around trucking operations — per-mile costs, driver settlements, equipment leases, and fleet profitability summaries that reflect what's actually happening in your business.
What This Delivers
A Clear Financial Picture, Month After Month
When your records are organized around how your operation actually runs, the numbers start telling a story worth reading. Which routes are pulling their weight. Where fuel costs are climbing relative to revenue. Which drivers' settlements keep needing adjustments. That kind of clarity doesn't come from generic bookkeeping — it comes from accounting built around transportation.
Financial Outcomes
- — Monthly cost-per-mile and cost-per-load visibility
- — Accurate fuel tax records, maintained throughout the quarter
- — Equipment lease and maintenance costs properly allocated
- — Driver settlement calculations reviewed and reconciled
Operational Benefits
- — Less time piecing together records at month-end
- — Consistent reports that don't require interpretation
- — Data that supports conversations with lenders or partners
- — Year-end preparation without scrambling through the year
Where Things Often Stand
Transportation Finance Is Its Own Language
Most accounting software and most accountants work from a general business model. They'll categorize expenses, produce a P&L, and call it done. For a trucking company or freight broker, that's often where the useful information gets lost.
Generic reports don't show load-level economics
A standard P&L will show fuel as an expense line. It won't tell you which routes are consuming fuel at a rate that doesn't make sense relative to the revenue they generate.
Driver settlements are a recurring source of friction
Per-diem pay, layover fees, fuel card charges, and advances all need to flow through payroll and the books in a consistent way. When they don't, errors accumulate and reconciliation takes hours.
Equipment costs get blurred across categories
Lease payments, insurance, maintenance, and depreciation often land in different places depending on who entered them. That makes it difficult to understand the true carrying cost of each vehicle.
Records fall behind during busy freight cycles
When loads are moving and the phone doesn't stop, bookkeeping tends to wait. By the time things slow down, catching up is a real project — and the numbers for busy months are the ones that matter most.
How We Approach It
Built Around What Transportation Operators Track
Lithvane's monthly accounting service is organized around the data points that matter to fleet operators — not adapted from a retail or service-business template. The categories, the report structure, and the review cadence are shaped by how trucking companies actually measure their own performance.
Per-Mile Cost Analysis
Revenue and costs tracked at the route and load level. Monthly summaries show where margin is healthy and where it's not.
Driver Settlement Reconciliation
Per-diem, layover, advances, and deductions processed consistently each pay cycle and matched against dispatch records.
Equipment Lease Tracking
Lease payments, insurance, and maintenance costs organized by vehicle and properly allocated across accounting periods.
Monthly Report Includes
Working Together
What the Ongoing Relationship Looks Like
Once your records are set up the way we need them, the monthly process runs on a consistent rhythm. You won't be chasing us for updates or wondering what's happening behind the scenes.
Data Comes In From Your Operation
We work with what you already use — dispatch software exports, fuel card statements, bank feeds, and settlement records. The goal is minimal manual entry on your end.
We Process and Categorize
Every transaction is reviewed against your chart of accounts. Driver settlements are reconciled. Fuel purchases are tagged by jurisdiction for IFTA. Equipment costs land where they belong.
Reports Arrive on Schedule
Your monthly report is ready within the first week after month-end. It's formatted around your operation's key metrics — not a standard template you'll need to interpret.
Periodic Review Calls
Every quarter, we walk through the numbers together — flagging anything worth a closer look and adjusting the scope as your fleet or route mix changes.
Investment
Transparent Pricing for Monthly Accounting
Monthly Accounting
Designed for operators managing five to fifty vehicles. The scope covers the core financial layer of a functioning trucking or freight operation.
What This Replaces
Many operators currently split this work between an office manager, a part-time bookkeeper, and a CPA who reviews at year-end. That structure often means inconsistent records and gaps that surface at tax time.
Fleet Size Considerations
This service is scoped for operations running five to fifty vehicles. Operators at the higher end of that range may have additional complexity — reach out and we'll discuss what makes sense.
Can Be Paired With IFTA Preparation
Because monthly accounting already tracks your fuel data by jurisdiction, the step to quarterly IFTA filing is shorter. See IFTA preparation service →
The Framework
How Results Are Measured
Accounting isn't something you measure like a fitness result — it's operational infrastructure. The value shows up in the quality and consistency of what you have to work with over time.
What We Track for You
Monthly record accuracy
Every transaction reviewed and categorized — no end-of-quarter reconstruction needed.
Cost-per-mile consistency
Tracked consistently so month-over-month comparisons actually mean something.
Settlement accuracy rate
Driver settlement reconciliations reviewed for discrepancies before they become disputes.
Timeline and Expectations
Initial records review and account setup. Establish data flow from your systems.
First full reporting cycle. Some back-and-forth to calibrate categories to your operation.
Reporting on a consistent schedule. Monthly reports arrive without prompting.
Our Commitment
How We Stand Behind the Work
Accuracy Review
If something in your monthly report doesn't add up or a categorization looks off, we revisit it. Records are only useful if they're accurate.
Consistent Delivery
Monthly reports delivered on schedule, every month. You won't need to follow up to get your numbers.
Responsive Communication
Questions about a line item or a settlement calculation get answered within one business day — not at the next scheduled call.
No-Pressure Consultation
An initial conversation about your operation carries no commitment. If we're not a fit, we'll tell you — and we may point you toward something that works better for your situation.
Getting Started
A Simple Path Forward
There's no complicated onboarding process. We start by understanding your operation, then build the account structure around what you run.
Reach Out
Send us a message with your fleet size, what you're currently doing for bookkeeping, and what's not working. We follow up within one business day.
Initial Review
We look at what you currently have and discuss how the account structure would be organized. No preparation required on your end before this call.
First Reporting Cycle
Setup typically takes one to two weeks. After that, reporting runs monthly on the schedule we agree on — no disruption to how your operation works day-to-day.
Transportation & Logistics Accounting — $620 USD/month
Let's Sort Out Your Financial Records
If your bookkeeping isn't keeping pace with your fleet, or the reports you're getting aren't telling you anything useful, a conversation is the right place to start. No commitment involved.
Get in TouchAlso Available
Other Services from Lithvane
Service 02
IFTA Fuel Tax Preparation
Quarterly IFTA reports prepared and filed. Mileage and fuel data compiled by jurisdiction, tax liabilities calculated, documentation ready for submission.
$200 / quarter →Service 03
Fleet Cost & Depreciation Analysis
Comprehensive vehicle cost tracking — depreciation schedules, maintenance history, and lifecycle comparisons to inform replacement timing decisions.
$800 USD →