--- title: "Trucking Chart of Accounts | Ledgerbrook" source: https://ledgerbrook.com/tools/chart-of-accounts/trucking/ description: "QuickBooks Online chart of accounts for trucking companies. Diesel fuel, driver per diem, and free QBO CSV download." --- Industry Accounting BlueprintIRS and IFTA reporting requirements # Trucking & Freight Logistics Chart of Accounts A trucking company chart of accounts must break out diesel fuel (5010), driver wages (5020), driver per diem (5025), and factoring discount fees (5030) as direct operating costs. Revenue should distinguish base freight rate billings from fuel surcharge reimbursements to monitor line-haul profitability. 📥 QuickBooks Online Ready CSV Includes all 26 numbered accounts, types, and official QBO detail types. [Download QBO CSV](/downloads/chart-of-accounts/trucking-chart-of-accounts-quickbooks.csv) Industry Gotchas ## Key Accounts Most Bookkeepers Set Up Incorrectly Account #1150Other Current Assets ### Factoring Reserve / Escrow Receivable Why It Matters: Tracks the part of each invoice the factor holds back as a reserve until the broker or shipper pays. ⚠️ Common Mistake: Expensing full invoice factoring reserves instead of treating them as temporary receivables. Account #5010Cost of Goods Sold ### Diesel Fuel Why It Matters: About a fifth of cost per mile. Keep diesel apart from DEF so fuel dollars tie to the gallon records behind quarterly IFTA returns. ⚠️ Common Mistake: Mixing roadside truck repair bills into fuel expenses on fleet fuel card statements. Account #5025Cost of Goods Sold ### Driver Per Diem (Accountable Plan) Why It Matters: Tracks tax-free meal per diem ($80/day CONUS) paid to W-2 employee drivers. Only 80% is deductible for drivers under DOT hours-of-service rules. ⚠️ Common Mistake: Mixing per diem into wages, or paying it tax-free to 1099 owner-operators, who must deduct their own meal costs instead. Account #5030Cost of Goods Sold ### Factoring Discount Fees Why It Matters: Captures the 1.5% to 5% financing haircut taken by freight factors for same-day load payment. ⚠️ Common Mistake: Netting factoring fees directly against freight billing revenue on load settlements. Account Hierarchy ## Complete Trucking Account Tree All (26)Assets (1000s)Liabilities (2000s)Equity (3000s)Revenue (4000s)COGS (5000s)Expenses (6000s) | Code | Account Name | QuickBooks Account Type | QuickBooks Detail Type | Action | | --- | --- | --- | --- | --- | | 1010 | Operating Checking Account | Bank | Checking | Copy | | 1100 | Accounts Receivable - Brokers & Shippers | Accounts Receivable (A/R) | Accounts Receivable (A/R) | Copy | | 1150 | Factoring Reserve / Escrow Receivable | Other Current Assets | Other Current Assets | Copy | | 1200 | Driver Advances | Other Current Assets | Employee Cash Advances | Copy | | 1500 | Semi-Trucks & Tractors | Fixed Assets | Vehicles | Copy | | 1510 | Trailers (Dry Van/Reefer/Flatbed) | Fixed Assets | Vehicles | Copy | | 1520 | Accumulated Depreciation - Fleet | Fixed Assets | Accumulated Depreciation | Copy | | 2000 | Accounts Payable - Vendors | Accounts Payable (A/P) | Accounts Payable (A/P) | Copy | | 2100 | Fleet Fuel Card Clearing | Credit Card | Credit Card | Copy | | 2500 | Truck Equipment Loans Payable | Long Term Liabilities | Notes Payable | Copy | | 3000 | Owner Capital Contributions | Equity | Owner's Equity | Copy | | 3020 | Owner Draws & Distributions | Equity | Owner's Equity | Copy | | 3030 | Retained Earnings | Equity | Retained Earnings | Copy | | 4010 | Line-Haul Freight Revenue | Income | Service/Fee Income | Copy | | 4020 | Fuel Surcharge Revenue (FSC) | Income | Service/Fee Income | Copy | | 4030 | Accessorial & Detention Revenue | Income | Service/Fee Income | Copy | | 5010 | Diesel Fuel | Cost of Goods Sold | Supplies & Materials - COGS | Copy | | 5015 | Diesel Exhaust Fluid (DEF) | Cost of Goods Sold | Supplies & Materials - COGS | Copy | | 5020 | Company Driver Wages | Cost of Goods Sold | Cost of Labor - COGS | Copy | | 5025 | Driver Per Diem (Accountable Plan) | Cost of Goods Sold | Cost of Labor - COGS | Copy | | 5030 | Factoring Discount Fees | Cost of Goods Sold | Other Costs of Service - COGS | Copy | | 5040 | Tolls, Weigh Scales & Permits | Cost of Goods Sold | Other Costs of Service - COGS | Copy | | 5050 | Tires, Oil & PM Maintenance | Cost of Goods Sold | Supplies & Materials - COGS | Copy | | 6050 | Commercial Truck & Cargo Insurance | Expenses | Insurance | Copy | | 6100 | ELD & Fleet Dispatch Software | Expenses | Office/General Administrative Expenses | Copy | | 6150 | Heavy Vehicle Use Tax (Form 2290) | Expenses | Taxes Paid | Copy | No accounts found matching your query. Reconciliation Rules ## Monthly Sanity Checks for Trucking Files - ✓Reconcile load rate confirmation sheets against freight billing invoices and factoring remittance sheets. - ✓Audit fleet fuel card statements (WEX, Comdata, RTS) and tie out gallons and charges per truck unit. - ✓Verify quarterly IFTA fuel tax credit/debit adjustments against state mileage reports. - ✓Tie out equipment loan principal and interest splits on truck tractors and trailers. Outsourced Production Capacity ## Managing Trucking client files at your firm? Ledgerbrook provides white-label cleanup, monthly close, and payroll reconciliation for accounting firms. We deliver fully reconciled books under your firm's brand starting at**$99/file**. [View Firm Partnership →](/for-bookkeeping-firms/) Frequently Asked Questions ## Trucking Chart of Accounts FAQ ### How do I import this Trucking chart of accounts into QuickBooks Online? Download the pre-formatted QBO CSV file using the button on this page. In QuickBooks Online, click the Gear icon -> Import Data -> Chart of Accounts. Upload the CSV, map the columns (Account Number, Account Name, Type, Detail Type), and click Import. Ensure account numbers are enabled under Account and Settings -> Advanced -> Chart of accounts. ### What accounting standard does this Trucking chart of accounts follow? This chart of accounts is designed around the IRS and IFTA reporting requirements. It groups direct operating costs, tax-sensitive accounts, and subledgers to ensure accurate gross margins and CPA tax preparation. ### Can I customize this template for my specific business or firm? Yes. Once imported into QuickBooks Online, you can add sub-accounts, rename categories to match vendor naming conventions, or delete unused accounts without breaking the core financial reporting hierarchy.