AICACarrier Alliance

Resources Research About Bookkeeping Plan

Home/Free tools

Free bookkeeping checklist

The Monthly Trucking Bookkeeping Checklist

You do not need to become a bookkeeper. Use this list to see what a clean trucking back office should handle every week and every month.

0 of 25 checked

Set the books up once

Use a separate business bank account and card for trucking costs.
List each truck and trailer you want to track.
Gather the last 30 days of bank and card statements.
Gather truck loans, leases, insurance papers, and beginning balances.
Connect the business accounts to the bookkeeping system.
Choose clear trucking categories for income and costs.

Keep these records coming in

Carrier settlement statements and load payment details.
Invoices sent directly to brokers, shippers, or customers.
Fuel, DEF, repair, tire, toll, scale, permit, and parking records.
Truck and trailer purchase, loan, and lease papers.
Mileage totals, including loaded and empty miles.
Notes for unusual charges, cash purchases, refunds, or personal spending.

Close every month

Match every bank and card balance to the books.
Match settlement deposits to the loads and deductions behind them.
Check that truck payments are split correctly in the books.
Review open invoices and flag anything late.
Check for duplicate, missing, or personal charges.
Review money in, money out, and money left.
Review revenue, cost, and money left per total mile.
Save the monthly report and the records behind it.

Stay ready for your tax professional

Keep 1099s and year-end carrier or factoring statements.
Keep records for equipment bought, sold, traded, or placed in service.
Keep payroll and contractor records when other people are paid.
Keep business and personal costs clearly separated.
Give your tax professional clean year-to-date books and supporting records.

Your checks stay only on this device and reset when the page reloads. Download the CSV if you want to save your progress.

Want this handled every month?

Your books get done while you drive.

We set up the books, keep them current, and give you one clear trucking report. First month $1, then $59 a month.

No setup fee. No long contract.

Official sources

This resource is educational. Your records and tax treatment depend on your operation and should be reviewed by a qualified professional.

IRS: Recordkeeping for businesses
IRS Publication 583: Starting a Business and Keeping Records

AICACarrier Alliance

Practical back-office support, source-linked trucking-service comparisons, and tools for independent carriers.

AICA currently has no affiliate relationships and does not sell carrier information.

Back office

Trucking Bookkeeping Bookkeeping Cost Guide Profit Per Mile Calculator Bookkeeping Checklist Compliance Calendar Trucking P&L Guide

Compare

Freight Factoring Load Boards Fuel Cards Trucking Software ELD Options Compliance Help

AICA

Resource Library Factoring Cost Checkup About AICA Research Standard

© 2026 American Independent Carrier Alliance. All rights reserved.

Privacy Policy Terms and Conditions