Truck Driver Expenses Worksheet: 4 Free Templates

A truck driver expenses worksheet is an effective tool for helping truck drivers systematically assess their tax write-offs and get the most out of their tax returns.

The complexity of tax laws can be daunting, but following an expenses worksheet can help tuck drivers streamline the tax preparation process.

Top 4 free truck driver expenses worksheets

Understanding which expenses can be deducted from taxes is fundamental for truck drivers to reduce their taxable income. Common tax deductible expenses include:

• Fuel costs: The largest deductible for most truck drivers.

• Maintenance and repairs: Necessary to keep the vehicle in safe working condition.

• Meals and accommodation: While away from home on business.

• Tolls and parking fees: Expenses incurred while on the road.

Worksheets like those listed here allow for a clear breakdown of deductible expenses, such as meals and accommodation, which are unique to the trucking industry.

Here are our top truck driver deductions spreadsheet picks that can guide drivers in identifying and documenting deductible items.

1. Trucker's income and expense worksheet

This template serves as a comprehensive tool for tracking expenses. It also includes truck driver tax deductions for an easy refresher to ensure you're getting all the deductions you can.

Sections include trucking business income, sale of machinery or equipment, car and truck expenses, equipment purchased, and a truck driver expenses spreadsheet on the last page.

👉 Direct download link

2. Transportation expense worksheet

This is another straightforward truck driver expenses worksheet that truckers can download and fill out.

The sections include commissions and fees, insurance premiums, interest paid, legal and accounting, office expenses, truck maintenance, travel costs, and more.

👉 Direct download link

3. H&R Block's long haul/overnight truck driver deductions

This worksheet for truck drivers was prepared by H&R Block. While it does not cover income, it does cover all the main deductions that an owner-operator truck driver and/or a trucking company incurs in the course of a year.

Some sections include supplies, dispatch and licensing fees, medical expenses, and other many other operating costs.

👉 Direct download link

4. Long haul trucker/OTR driver deductible expenses worksheet

Created by Trucking Careers of America, this worksheet is an extensive list of all the tax-deductible business expenses that truck drivers and trucking business owners are eligible for.

Sections include out-of-town travel expenses, miscellaneous expenses, supplies, owner-operated truck expenses, dues, fees, and subscriptions, etc.

👉 Direct download link

Bonus: Shoeboxed's receipt scanning service for truckers

You’ve been on the road for 2 weeks. You have dozens of loose receipts from gas stations and fast food joints in your cabin that you have to get back to the office at the end of your route. You can’t help but lose a few to the wind when you climb in your truck after a 10-hour haul. What’s a guy (or gal) supposed to do?

With Shoeboxed, you can capture receipts from your phone or mail in receipts to be scanned and uploaded to your account.

Shoeboxed is the #1 app for receipt management and expense reporting and lets you capture photos of, categorize, and create expense reports for receipts on the go.

Shoeboxed also offers a mail-in receipt-scanning service, the Magic Envelope, which allows you to send your receipts to a scanning facility and have them uploaded to your account for expense organizing and reports. All without you lifting a finger!

Quite notably, truck drivers in the States are prominent among Shoeboxed’s happy customers; and they recommend keeping a Magic Envelope on the seat next to them on their long hauls. Whenever they stop for gas or for a bite to eat, they stuff the receipt in the Magic Envelope. 

Then at the end of the month, they send the postage pre-paid Magic Envelope off to Shoeboxed’s scanning facility and they get notified when the receipts are processed and viewable in their account. 

Pros

• “Set and forget” expense reporting—use the Magic Envelope to store your receipts, ship at the end of your route, and get them scanned and uploaded to your account. 

• Accurate mileage tracking that can be included in expense reports.

• Add multiple users to a single account for FREE.

• Store digital copies of related documents for loads, including invoices, warranties, contracts, etc.

• Importing e-receipts to your Shoeboxed account is as easy as syncing your Gmail with Shoeboxed, using Shoeboxed's special Gmail Receipt Sync feature.

• Integrate with other software, such as QuickBooks, for tax reporting and accounting purposes.

• Used and trusted by truckers.

Cons

• Plans that include the Magic Envelope cannot be purchased through the mobile app.

Price

• Plans that include the Magic Envelope start at $18/month, up to $54/month. 

• All monthly plans come with a 30-day free trial.

• All annual plans are charged upon sign-up and come with a full money-back guarantee if the plan is terminated at any point within the first 30 days.

Shoeboxed is the only receipt scanner app that will handle both your paper receipts and your digital receipts—saving customers up to 9.2 hours per week from manual data entry!

Expense tracking fundamentals for truckers

Effective expense tracking is critical for truck drivers' financial health. It ensures all costs are accounted for and can help identify potential areas for savings.

Point #1: Track accurately and often

Truck drivers must maintain accurate records of their expenses for several reasons.

Precise expense tracking enables them to understand their financial performance, make informed decisions about their business, and prepare for tax filings accurately.

Essential expenses typically include fuel, truck payments, insurance, and maintenance.

By scanning, categorizing, and recording each cost, drivers can ensure they are not missing out on important deductible expenses. This can have a significant impact come tax season.

Point #2: Use the right tools to help you track with confidence

Accurate records not only assist in maximizing tax returns but also serve as a financial compass. They guide drivers towards more profitable routes and spending habits.

Keeping track of trucking expenses should be an integral part of a trucker's routine.

The methods of tracking expenses vary from manual entries using spreadsheets to apps specifically developed for expense management for truckers.

Additionally, some drivers choose to outsource expense data entry to Shoeboxed, which helps truckers maximize tax deductions with the least amount of effort possible.

Shoeboxed has been voted as the best receipt scanner app for tax season by Hubspot and given the Trusted Vendor and Quality Choice awards by Crozdesk.

Frequently asked questions

How do truck drivers track expenses?

Some truck drivers often use a trucking expenses spreadsheet to keep track of their weekly, monthly, and annual expenses. Other truckers choose to outsource receipt scanning and expense management to Shoeboxed.

What expenses should truck drivers record?

Truck drivers should meticulously record all costs related to their operations:

• Fuel

• Truck payments/lease

• Maintenance and repairs

• Licenses and permits

• Insurance

• Meals and lodging on the road

• Toll charges

How do you calculate trucking cost per mile?

To calculate cost per mile, divide monthly expenses by the number of miles traveled. For example, if a trucker spends $7,000 monthly and drives 20,000 miles, the cost per mile is $0.35.

Are there tools for receipt tracking while on the road?

Many truck drivers utilize services like Shoeboxed for receipt tracking, which can scan and organize receipts digitally, making it convenient for truckers who are constantly traveling.

In closing

By meticulously tracking expenses and using vehicle worksheets, drivers ensure they have detailed records that can aid in budgeting and deducting tax.

Leveraging digital tools, such as a trucking expenses spreadsheet, or outsourcing receipt scanning to Shoeboxed can simplify this process.

Tracking expenses also helps drivers analyze their spending patterns over time. This can lead to more informed decisions on where to cut costs or invest.

Tomoko Matsuoka is managing editor for Shoeboxed, MailMate, and other online resource libraries. She covers small business tips, organization hacks, and productivity tools and software.

About Shoeboxed!

Shoeboxed is a receipt scanning service with receipt management software that supports multiple methods for receipt capture: send, scan, upload, forward, and more!

You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt tracker + receipt scanner app (iPhone, iPad and Android) to snap a picture while on the go. Auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.

Turn your receipts into data and deductibles with our expense reports that include IRS-accepted receipt images.

Join over 1 million businesses scanning & organizing receipts, creating expense reports and more—with Shoeboxed.

Try Shoeboxed today!