Fleet Bookkeeping & Cost Tracking
Know what each vehicle is actually costing you — every month
A tidy, per-vehicle bookkeeping service that turns your running costs into something you can actually read — and use. Built for hauliers and couriers who want more than a single figure at month end.
What this delivers
A clear picture of what your fleet costs — vehicle by vehicle
When your books are organised by vehicle and by route, the numbers stop being noise. You can see which truck is running lean and which one is quietly eating into margin. That kind of visibility tends to change how you think about the fleet.
- Running costs separated by vehicle — fuel, maintenance, tolls, and driver time kept distinct
- Route-level cost summaries so you understand which lanes are actually working financially
- Clean records ready when VAT returns, year-end, or licence renewals come around
- Per-mile cost data available when you're pricing new contracts
Service investment
$40
per vehicle, per month
Where things often stand
A single total doesn't tell you enough
Most transport businesses end the month with a figure. That figure covers everything — fuel across the whole fleet, repairs, tolls, wages — lumped together. It's not wrong, exactly. It just doesn't tell you which vehicle needed three trips to the garage, or which route barely covered its own costs.
No per-vehicle visibility
You know the fleet costs £X this month. But which vehicle? Hard to say. One might be running fine; another might be quietly over budget.
Pricing based on instinct
When you're quoting a new route, you're working from experience more than data. That can work — until it doesn't, and a contract quietly runs at a loss.
Year-end scrambles
Receipts in a folder, fuel card statements to chase down, invoices filed in three different places. It's manageable — but it takes time and causes stress you don't need.
How this service works
Bookkeeping built around how you operate — not how accountants think
Fleet Bookkeeping & Cost Tracking takes the running costs of each vehicle and organises them in a way that makes operational sense. Fuel goes against the vehicle that used it. Maintenance is tracked per registration. Routes are costed as you run them, not averaged out at month end.
Every cost assigned correctly
Fuel, maintenance, tolls, insurance splits, tachograph costs — each item is allocated to the right vehicle rather than thrown into a single pile. That's where the clarity comes from.
Route coding as standard
We code costs against the routes or contracts you're running. Over time, this builds a picture of what each lane is genuinely costing — which is useful the next time you're asked to quote.
Nothing lost in a folder
Invoices and receipts are collected and filed consistently. When the time comes for VAT or year-end, everything is where it should be — no hunting, no gaps.
What it's like to work together
Steady, low-friction — and you'll always know where your numbers stand
Most of the work happens quietly in the background. You forward invoices, share fuel card data, and flag anything unusual. We handle the rest.
Short onboarding call
We learn how your fleet is structured, what you track today, and agree how you'll share data with us going forward.
You send; we process
Invoices, receipts, fuel card exports — shared simply via email or a shared folder. No complicated software needed on your end.
Monthly report delivered
A clear summary by vehicle and by route — showing what each one cost that month, with notes on anything worth your attention.
Questions answered plainly
If something in the figures needs explaining, or you want to understand a particular cost, we'll walk you through it without jargon.
What's included
$40 per vehicle, per month — everything included
A fixed fee per vehicle. No extra charges for queries, no add-on costs for filing. The fee adjusts as your fleet grows or contracts — so you're only paying for what you have.
What we do each month
- Categorise and record all running costs by vehicle
- Allocate costs to routes and contracts
- File receipts and invoices in an organised structure
- Deliver a per-vehicle cost summary report
- Flag anything unusual or worth your attention
Always available to you
- Access to your organised records at any time
- Email support for questions about your figures
- Per-mile cost data available when you're quoting
- VAT-ready records for each reporting period
- Simple adjustment if fleet size changes
A note on pricing: For fleets with a large number of vehicles, a combined monthly rate is available. Let us know your fleet size and we'll put a clear figure together.
How progress looks
What to expect in the first few months
The first month is mostly about establishing a clean baseline — getting your records into a consistent structure. From there, the value compounds. Each month adds to a picture that gets more useful over time.
Setup and structure
We create a vehicle-by-vehicle file structure, establish cost categories that fit your operation, and agree the data exchange process.
First full report
Your first per-vehicle cost summary. It covers the current month and, where possible, provides a baseline comparison from prior records you can share with us.
Trends become visible
By the third month, patterns start to show — which vehicle costs more to run, which route returns the best margin, where spending has shifted. That's when the data starts to inform decisions.
Our commitment
You should feel comfortable before committing
We start with a conversation, not a contract. If it becomes clear that Fleet Bookkeeping & Cost Tracking isn't the right fit for how your operation is structured, we'll say so. There's no obligation to proceed, and no pressure if you'd prefer to think it over.
No-obligation conversation
Talk through your situation with us before deciding anything. We'd rather you have a clear picture than sign up on a hunch.
Fixed, predictable fees
The monthly fee is fixed per vehicle. No surprise charges, no invoices for extra queries. You'll know the cost before we begin.
Plain language throughout
Reports are written to be read by people running operations, not accountants. If anything isn't clear, we'll explain it.
Getting started
The path forward is straightforward
No complicated intake forms. No long sales process. Just a short conversation to see if this is the right fit for your operation.
Send us a short message
Let us know your fleet size, how you currently track costs, and what you'd most like to change. The form below is a good place to start.
We'll come back to you within a working day
A brief response to clarify anything we'd need to know, and to suggest a time to talk if that would be useful.
We agree a scope and start date
If everything looks right, we'll confirm what's included, the monthly fee, and a date to begin. From there, onboarding typically takes two to three weeks.
Ready to see what your fleet is really costing?
A short message is enough to get things started. Tell us about your operation and we'll take it from there — no pressure, no lengthy forms.
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