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Transportation Bookkeeping · IFTA · Licensed CPA

Bookkeeping Services for Transportation & Logistics Companies

Books that track freight revenue, driver settlements, fuel and cost per mile. We handle IFTA, fuel-card feeds, HST on freight, cross-border and fleet CCA, kept current by a licensed CPA firm. Flat fee. All fees include HST.

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ACTIVELY ACCEPTING
Transportation & Logistics
Fleet bookkeeping and transportation accounting
Convenient Availability
Weekend and evening support until 9 PM
Always Within Reach
Just a call away when you need us

AFFORDABLE Bookkeeping Services for Transportation & Logistics Companies

Transportation bookkeeping is not ordinary bookkeeping. A transportation and logistics carrier runs on thin margins and high volume, with fuel prices that move constantly, long broker payment cycles, driver settlements to reconcile, and heavy regulatory reporting like IFTA and IRP. Books that simply total income and expenses miss the numbers that decide whether the fleet is profitable. Proper transportation bookkeeping is built around the operation: it records freight revenue and settlements, tracks fuel and cost per mile, handles IFTA and HST, and reports profitability by truck, so you can see where your margin really is.

Our bookkeeping services set up and maintain your books around per-truck tracking and fuel-card feeds, handle driver settlements, IFTA fuel-tax reporting, HST including cross-border, and fleet depreciation, so your records are accurate and useful for running the fleet and for financing equipment. Because we are a full CPA firm, the same office keeps the books and files your corporate tax.

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Gondaliya CPA team - bookkeeping services for transportation and logistics companies

Our Transportation Bookkeeping Services

📋

Freight Revenue & Settlements

We record freight revenue and reconcile driver settlements, so pay and revenue flow correctly into the books.

⛽

Fuel & Cost Per Mile

We reconcile fuel-card spending and allocate cost by truck, so fuel and cost per mile are clear.

💵

Driver Payroll & Owner-Operators

We run driver payroll and record owner-operators and subcontractors, so remittances and treatment are right.

🛣

IFTA Fuel Tax Reporting

We track fuel and distance by jurisdiction and prepare the quarterly IFTA fuel-tax reporting.

🧾

HST on Freight & Cross-Border

We record HST on freight, handle zero-rating on international hauling, and claim input tax credits.

📈

Per-Truck Profitability

Revenue and cost per mile and per-truck profit reported each period, so you can see which units earn.

Transportation Bookkeeping by a Licensed CPA

Books built around your fleet, kept current every period. From fuel-card setup to year-end handover. AFFORDABLE flat-fee pricing.

1

Freight Revenue and Driver Settlements

The foundation of transportation bookkeeping.

  • Record freight revenue from brokers and shippers against the loads hauled.
  • Reconcile driver settlements, separating pay, deductions, advances and fuel.
  • Track long broker payment cycles so receivables are accurate.
  • Set up the chart of accounts to fit how your fleet operates.
  • Give you revenue reporting you can actually use to run the fleet.
2

Fuel, Cost Per Mile and Per-Truck Costing

Watching the costs that decide your margin.

  • Reconcile fuel-card statements and allocate fuel cost by truck where possible.
  • Allocate repairs, tolls, permits and driver pay by truck or route.
  • Report cost per mile and per-truck profitability.
  • Flag where an aging unit or a lane is drifting from its estimate.
  • Keep the cost numbers current so margin is visible every period.
3

Driver Payroll, Owner-Operators and Subcontractors

Handled to the rules that apply.

  • Run payroll for employee drivers with remittances, T4s and the filings.
  • Record owner-operators and subcontractors, distinct from employees.
  • Prepare T4A or T5018 reporting where it applies.
  • Keep the records that support employee-versus-subcontractor treatment.
  • Keep payroll and settlements aligned with the bookkeeping and the CRA.
4

IFTA and Fuel Tax Reporting

Quarterly fuel tax handled cleanly.

  • Track fuel purchases and distance travelled by jurisdiction.
  • Keep fuel receipts and trip logs organised through the quarter.
  • Prepare the quarterly IFTA fuel-tax reporting accurately and on time.
  • Handle US fuel and cross-border allocation where you run stateside.
  • Tie the fuel data to the bookkeeping so nothing is reconstructed later.
5

HST, Cross-Border and Fleet CCA

The compliance that runs alongside the books.

  • Record HST on freight and handle zero-rating on international hauling.
  • Claim input tax credits on fuel, repairs and other costs.
  • File the HST return through our filing service.
  • Maintain the fixed-asset schedule and apply CCA on trucks and trailers.
  • Coordinate cross-border currency and any US filings separately.
6

Reporting and Year-End Handover

One firm for the books, the HST and the corporate tax.

  • Provide cost-per-mile, per-truck and fleet profitability reports each period.
  • Keep the statements ready for a compilation, review or equipment lender.
  • Hand the year-end straight to corporate tax with fleet CCA handled.
  • Keep the books current so nothing is reconstructed at year end.
  • Deliver the whole setup, books to corporate tax, from one CPA firm.

    • Free Transportation Bookkeeping Consultation

    Book Your Free ConsultationKnow Exact Fees within 2 Minutes

    Free Transportation Bookkeeping Consultation

    Case Studies: Transportation Bookkeeping

    Trucking Fleet, Toronto (Per-Truck Costing)

    A fleet had one bank balance and no idea which trucks made money. We set up per-truck tracking in QuickBooks Online, allocated fuel, repairs and driver pay by unit, and produced cost-per-mile and per-truck profit reports, so the owner could see which trucks to keep. The figures here are illustrative of the work we do, not a specific client file. Bookkeeping Services →

    Profit visible on every truck

    Owner-Operator, Mississauga (IFTA & Fuel)

    An owner-operator was behind on IFTA and could not reconcile fuel-card spending. We organised the fuel receipts and trip logs, reconciled the fuel card, and prepared the quarterly IFTA reporting, so the fuel tax was accurate and on time. The figures here are illustrative of the work we do, not a specific client file. Transportation Accounting →

    IFTA and fuel brought current

    Freight Carrier, Brampton (Equipment Financing)

    A growing carrier needed clean statements to finance more trucks. We brought the books current, maintained the fleet asset schedule with CCA, and kept the statements accurate, so the lender had reliable numbers to assess. The figures here are illustrative of the work we do, not a specific client file. Get Started →

    Books ready for equipment financing

    Cross-Border Carrier, Ontario (Monthly Books + Corporate Tax)

    A cross-border carrier was doing books once a year and scrambling at tax time. We moved them to monthly per-truck bookkeeping with fuel and IFTA current, and coordinated the T2 from the same office, so the year-end flowed straight from clean records. The figures here are illustrative of the work we do, not a specific client file.

    Monthly books, seamless year-end

    Ordinary Bookkeeping vs Transportation Bookkeeping

    A carrier lives or dies on fuel, cost per mile and per-truck profit. Ordinary bookkeeping misses them; transportation bookkeeping shows them.

    ConsiderationOrdinary BookkeepingTransportation Bookkeeping
    Cost viewOne company totalCost per mile and per-truck profitability
    FuelLumped as expenseFuel-card reconciled and allocated by truck
    IFTANot trackedFuel and distance by jurisdiction, filed quarterly
    Driver payWages onlySettlements, owner-operators and subcontractors
    Fleet assetsExpensed looselyAsset schedule with CCA on trucks and trailers

    What Proper Transportation Bookkeeping Must Cover

    Recording transactions is only the start. These items are what make a carrier's books actually useful.

    ItemWhy It Matters for Your FleetHow We Handle It
    Per-truck costingYou cannot tell which trucks and lanes earnCosts allocated by truck, cost per mile reported
    FuelFuel is usually the largest single costFuel-card reconciled and allocated by truck
    IFTAQuarterly fuel-tax filing is mandatoryFuel and distance tracked by jurisdiction, filed
    Driver settlementsPay and deductions must be accurateSettlements reconciled, payroll and treatment right
    HST and cross-borderFreight and international have specific rulesHST recorded, zero-rating and ITCs handled
    Fleet assetsTrucks and trailers are major deductionsAsset schedule maintained, CCA applied correctly
    Current recordsYear-end reconstruction is costly and error-proneBooks kept current on a tight cycle

    Clean, per-truck bookkeeping is the foundation for everything else, cost control, IFTA, tax and financing. Bookkeeping records and organises your numbers; it is not an assurance engagement, and a lender or lessor may separately require a compilation or review, which we can also provide. Well-kept books make those far cheaper and faster. For the full picture, see our bookkeeping services and transportation and logistics accounting pages.

    What Is Included in Our Transportation Bookkeeping Service

    Everything a carrier needs to keep clean, per-truck books. No hourly billing. All fees include HST.

    IncludedWhat We Do
    Per-truck trackingWe set up the books so each unit's costs and profit are visible.
    Fuel-card & reconciliationWe reconcile fuel-card feeds and allocate fuel by truck.
    Driver settlements & payrollWe reconcile settlements and run driver payroll with remittances.
    IFTA fuel taxWe track fuel and distance by jurisdiction and prepare IFTA.
    HST & cross-borderWe record HST on freight and handle zero-rating and ITCs.
    Fleet CCAWe maintain the asset schedule and apply CCA on trucks.
    Cost-per-mile reportingWe report cost per mile and per-truck profit each period.
    Corporate tax coordinationWe hand the year-end straight to the T2 from the same office.

    The Transportation Bookkeeping Mistakes We Prevent

    #MistakeWhy It HurtsHow We Prevent It
    1No per-truck costingYou cannot tell which trucks or lanes earnCosts allocated by truck, cost per mile reported
    2Poor fuel trackingFuel and IFTA are inaccurateFuel-card reconciled and allocated by truck
    3Falling behind on IFTAPenalties and a quarterly scrambleFuel and distance tracked, IFTA filed on time
    4Settlements not reconciledDriver pay and costs are wrongSettlements reconciled, treatment handled correctly
    5Wrong HST on freightOver- or under-remitting HSTHST and zero-rating recorded to the rules
    6Mishandling fleet CCALost deductions on trucks and trailersAsset schedule maintained, CCA applied correctly
    7Mixing personal and company moneyDistorts the books and the tax positionClean separation maintained
    8Leaving books until year endCostly reconstruction and lost detailBooks kept current on a tight cycle

    Why Choose Gondaliya CPA for Your Transportation Bookkeeping?

    📋

    Built Around Your Fleet

    Per-truck costs, fuel and cost per mile tracked properly, so you see the margin on every unit.

    📊

    Licensed CPA Firm

    Your books are kept by a licensed CPA firm and flow straight into IFTA, HST and corporate tax.

    🚛

    Transportation Experience

    Per-truck costing, fuel, IFTA, settlements and corporate tax for carriers, all from one office.

    🤝

    AFFORDABLE Flat Fee

    Quoted upfront, all fees including HST, no hourly billing. 30-Day Money-Back Guarantee. 60-Day Fees-Matching Policy.

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    CPA Ontario
    QuickBooks Advisor in Ontario
    Wagepoint Advisor in Ontario
    Xero Advisor in Ontario
    Stripe Partner in Ontario
    Rotessa Partner in Ontario
    Hubdoc
    ADP partner in Ontario

    Transparent Flat-Fee Pricing

    No hourly billing. No surprises. You know your exact fee before we start. All fees include HST.

    ServiceFeeIncludes
    Monthly transportation bookkeepingQuoted upfrontPer-truck tracking, fuel reconciliation, settlements and cost-per-mile reports.
    Bookkeeping plus HST & IFTAQuoted upfrontMonthly books with HST filed and quarterly IFTA fuel-tax reporting.
    Bookkeeping plus payrollQuoted upfrontBooks with driver settlements and payroll, remittances and T4s.
    Catch-up bookkeepingQuoted upfrontRecords and IFTA brought current and reconciled before ongoing work.
    Free consultationFREEScope review and exact flat-fee quote before any work begins.

    All fees include HST, so the number quoted is the number you pay. Fees depend on the size and complexity of the business and the state of the records. Payment is by Interac e-Transfer to info@gondaliyacpa.ca with auto-deposit enabled and the security question set to Not Applicable. Please use our pricing calculator to know your exact fee.

    How It Works

    Four steps. The heavy lifting sits with us.

    1

    Consult

    We learn your fleet size, your driver arrangements, whether you run cross-border, and the state of your books, then quote a flat monthly fee.

    2

    Setup and Catch-Up

    We set up per-truck tracking and fuel-card feeds, bring the books current where needed, and reconcile the accounts.

    3

    Ongoing Bookkeeping

    We keep the books current, tracking fuel, settlements, cost per mile, IFTA, HST and payroll.

    4

    Reports and Year-End

    We deliver cost-per-mile and per-truck reports and hand the year-end straight to corporate tax.

    Transportation Bookkeeping: Cities We Serve

    We keep transportation bookkeeping for carriers across every Ontario city and Canada. No distance limits, no extra fees.

    Frequently Asked Questions

    What does bookkeeping for a transportation or logistics company involve?
    Transportation bookkeeping records freight revenue and driver settlements, tracks fuel and fuel-card spending, allocates costs per truck or route, handles IFTA fuel-tax reporting, reconciles broker and shipper payments, manages HST including cross-border treatment, and keeps fleet asset records for depreciation. Margins are thin and volumes high, so the books must be accurate and current. We build them around how a carrier actually operates.
    Why is transportation bookkeeping different from other businesses?
    Carriers run on thin margins, high transaction volume, fuel-price volatility, long broker payment cycles, and heavy regulatory reporting such as IFTA and IRP, so ordinary monthly bookkeeping is not enough. The numbers that matter, cost per mile, revenue per truck, fuel percentage, come from tracking costs closely. We build the books around those transportation metrics.
    Do you handle IFTA fuel tax reporting?
    Yes. We track fuel purchases and distance by jurisdiction and prepare the quarterly International Fuel Tax Agreement (IFTA) reporting, so your fuel tax is filed accurately and on time. IFTA depends on clean fuel receipts and trip records. We keep those organised through the year so the quarterly filing is straightforward rather than a scramble.
    How do you track cost per mile and per truck?
    We set up the books so fuel, repairs, tolls, permits, driver pay and other costs can be allocated by truck or route, producing cost-per-mile and per-truck profitability figures. These are the numbers that show which trucks and lanes actually earn. We structure the chart of accounts so this reporting comes out of your everyday bookkeeping.
    How do you handle driver settlements?
    We record driver settlements, separating pay, deductions, advances, fuel and any owner-operator charges, so each driver's pay is accurate and the cost flows correctly into the books. Settlements are a distinctive part of transportation bookkeeping. We reconcile them so both the driver and your records are right, and coordinate them with payroll where drivers are employees.
    How is fuel and fuel-card spending handled?
    We reconcile fuel-card statements against the bank and allocate fuel cost by truck where possible, so fuel, usually the largest cost, is tracked accurately and feeds IFTA and cost-per-mile reporting. Fuel-card integration saves hours of manual entry. We set up and maintain the reconciliation so fuel spending is clean and useful in the reporting.
    How is HST handled for freight and logistics?
    Freight services have specific HST treatment, and certain interlining and international freight can be zero-rated, so HST must be recorded carefully with input tax credits claimed on fuel, repairs and other costs. Getting the freight HST treatment right matters. We record HST correctly across domestic and cross-border hauling and keep your filings accurate.
    Do you handle cross-border trucking bookkeeping?
    Yes. Cross-border operations add US fuel purchases, currency, IFTA allocation across jurisdictions, and specific HST treatment on international freight, all of which we record so the books stay accurate. Cross-border adds real complexity to transportation bookkeeping. We handle the fuel allocation, currency and HST so your cross-border numbers are reliable, coordinating any US filings separately.
    How do you handle truck and trailer depreciation?
    We maintain a fixed-asset schedule for trucks, trailers and equipment and apply capital cost allowance (CCA) at the correct class and rate, including the applicable first-year rules. Fleet depreciation is a major deduction that must be handled properly. We keep the asset records so CCA is accurate and coordinated with your corporate tax filing.
    Can you keep my books current if I have fallen behind?
    Yes. Carriers often fall behind during busy stretches. We bring the bookkeeping current, reconstruct fuel, settlements and broker payments, reconcile the bank and fuel-card accounts, and then keep it current going forward. Catch-up first, then ongoing, so your books are reliable for tax, IFTA and financing.
    How often should a transportation company's books be updated?
    Monthly at least, and weekly for larger fleets, because fuel, settlements and broker payments move fast and IFTA is quarterly, so waiting until year end hides problems and complicates the fuel-tax filings. Frequent bookkeeping keeps cost per mile visible. We keep your transportation books on a cycle that matches your operations and IFTA deadlines.
    Do you use QuickBooks or Xero for transportation bookkeeping?
    We work in QuickBooks Online and Xero, configured for carriers with fuel-card feeds, per-truck tracking and the cost allocation a fleet needs. Where you use dispatch or trucking software, we align the bookkeeping with it. We choose and set up the platform to fit how you operate so the software supports the way a carrier runs.
    How do you handle driver payroll?
    We coordinate driver payroll, including employee drivers, remittances and T4s, and distinguish owner-operators and subcontractors who are handled differently. Driver arrangements vary, and the employee-versus-subcontractor treatment is fact-specific. We record payroll and settlements correctly and keep them aligned with the bookkeeping and the CRA requirements.
    Do you track owner-operators and subcontractors?
    Yes. We record owner-operator and subcontractor charges, settlements and any T5018 or T4A reporting where it applies, and we keep the records that support their treatment. Whether a driver is an employee or a subcontractor is a determination of fact. We record the arrangement accurately and keep the documentation the CRA would expect.
    What reports do you provide to a transportation company?
    We provide revenue and cost per mile, per-truck and per-route profitability, fuel percentage, and the usual financial statements, so you can see which trucks and lanes earn rather than a generic P&L. These reports support your pricing and fleet decisions. We tailor the reporting to the metrics you actually use to run the fleet.
    Can you handle a fleet of multiple trucks?
    Yes. We set up per-truck tracking so each unit's revenue, fuel, maintenance and profitability are visible, as well as the fleet as a whole, so you can see which trucks are working. Multi-truck bookkeeping needs the right structure. We build it so each unit and the whole fleet are clear in the reporting.
    How does good bookkeeping help me finance equipment?
    Lenders and lessors rely on clean, current financial statements to approve truck and trailer financing, and disorganised books slow or block a purchase. Well-kept transportation bookkeeping produces statements they can rely on and supports lease-versus-buy analysis. We keep the books in the shape equipment financing requires.
    Can you prepare statements a lender will accept?
    We keep the bookkeeping so the financial statements are accurate and ready for a lender or lessor, and we can coordinate a compilation or review engagement where one is required. Clean books are the starting point for any statement. We prepare the foundation the statements are built on.
    How do you reconcile broker and shipper payments?
    We reconcile payments from brokers and shippers against your invoices and the loads hauled, tracking the long payment cycles and any deductions, so your freight revenue is recorded accurately. Broker payment cycles make reconciliation important. We tie invoices, payments and the bank together each period so revenue is right.
    Can you coordinate my corporate tax filing with the bookkeeping?
    Yes. Because we are a full CPA firm, the same office keeps your transportation books and files your T2 corporate return, so the year-end flows straight from clean records with fleet CCA and fuel deductions handled. Coordinating both avoids duplicated work and year-end surprises. We handle the bookkeeping and the corporate tax together.
    Do you work with all types of transportation businesses?
    Yes. We keep the books for owner-operators, trucking fleets, freight brokers, couriers, warehousing and third-party logistics providers, adapting the settlement, fuel and cost reporting to how each operates. The transportation bookkeeping principles are the same, applied to your model. We fit the setup to your business.
    How do you handle tolls, permits and IRP?
    We record tolls, permits and IRP and registration costs against the trucks or routes they belong to, so these operating costs are captured and feed cost-per-mile reporting. These recurring costs are easy to miss. We track them in the bookkeeping so your true operating cost per truck and per mile is accurate.
    Can you help me control fuel and maintenance costs?
    Yes. By tracking fuel and maintenance against revenue and reporting fuel percentage and cost per mile by truck, we give you the numbers to see where cost is going, so you can act on routing, fuel buying or an aging unit. We give you the figures to manage the two costs that most affect a carrier's margin.
    How do you price transportation bookkeeping?
    We quote a flat monthly fee based on your fleet size, number of trucks, driver arrangements, IFTA and payment channels, so you know the cost upfront with no hourly billing. Catch-up work, if needed, is quoted separately before we start. All fees include HST. We give you a clear, fixed quote after understanding how your fleet runs.
    What records do I need to provide for transportation bookkeeping?
    You provide fuel receipts and fuel-card statements, trip and mileage logs, broker and shipper invoices, settlement records, bank statements, maintenance invoices and payroll information, ideally through our secure portal or connected feeds. The more complete the records, the more accurate the reporting and IFTA. We give you a clear checklist and a simple way to submit everything.
    Is my financial information kept confidential?
    Yes. Your financial information is handled confidentially and shared only with the CRA and IFTA authorities as required and with anyone you authorise, such as a lender. Confidentiality is fundamental to how a CPA firm operates. We protect your information throughout the engagement, and everything moves through our secure portal.
    Do you serve transportation companies across Ontario and Canada?
    Yes. We keep transportation bookkeeping for carriers across every Ontario city and Canada, working entirely remotely through cloud accounting, fuel-card feeds and a secure portal, so there are no distance limits and no extra fees. Wherever your fleet is based, we can keep the books. We serve carriers GTA-wide and nationally.
    How do you help a carrier watch cash flow?
    Transportation cash flow is tight, with fuel and payroll due long before brokers pay, so we keep the books current enough that you can see receivables, fuel and settlements and plan around the gap. Watching cash flow closely matters when payment cycles are long. We keep the numbers current so cash is visible.
    Can Gondaliya CPA handle my transportation bookkeeping?
    Yes. We set up per-truck tracking and fuel-card feeds, handle settlements, payroll, IFTA, HST and fleet CCA, reconcile broker payments, and coordinate your corporate tax, so your books are accurate and useful. See our transportation and logistics accounting page for the full picture. Fees are an AFFORDABLE flat amount including HST, quoted upfront, paid by Interac e-Transfer to info@gondaliyacpa.ca, auto-deposit enabled, security question Not Applicable.
    How do I get started?
    Please book a free consultation and tell us your fleet size, your driver arrangements, whether you run cross-border, and the state of your current books and IFTA. We confirm what your transportation bookkeeping needs, quote a flat monthly fee, and set out what we need to begin. Book Free Consultation →

    Meet Your Transportation Bookkeeping Team

    Sharad Gondaliya CPA

    Sharad Gondaliya, CPA

    Founder & Managing Director
    Gondaliya CPA Professional Corporation

    Sharad leads transportation bookkeeping, per-truck costing and corporate tax for carriers of every size.

    Vandana Goel CPA

    Vandana Goel, CPA

    Senior Accountant
    Gondaliya CPA Professional Corporation

    Vandana handles the monthly bookkeeping, fuel reconciliation, driver settlements, IFTA, HST and payroll.

    What Our Clients Say

    1300+ five-star reviews from business owners across Ontario and Canada.

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    Get Transportation Bookkeeping Built Around Your Numbers.

    Gondaliya CPA sets up per-truck tracking and fuel-card feeds, keeps your books current with settlements, IFTA, HST and fleet CCA, and hands the year-end straight to corporate tax, so you see your cost per mile and your margin. Flat fee. All fees include HST.

    Licensed CPA Ontario
    1300+ Five-Star Reviews
    30-Day Money-Back Guarantee
    Flat-Fee, Including HST
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