Trip expenses, fuel and IFTA miles

Each trip has an Expenses tab: what you expect the trip to cost and what it really cost, line by line, with a photo of each receipt. MoveBoard takes them off the trip revenue to show the margin.

Before you start

You need Can see trip profit and settlements. Without it the tab says the expenses and margin need that permission, and the Overview shows only order totals and trip revenue.

Add the expenses

1. 1Open the trip and the Expenses tab.
2. 2Press a category under the table to add a line: Fuel, Tolls, Hotels, Driver pay, Crew pay, Per diem, Parking, Truck expenses, Scales, Local labor, Driver advance, Carrier / agent charges or Miscellaneous.
3. 3Type the Estimated amount when you plan the trip, and the Actual amount when you know it.
4. 4Choose Paid by: Company, Driver (to repay) or Driver advance.
5. 5Under Receipt press Add to attach a photo or PDF of the receipt (Replace swaps it, View opens it).
6. 6Press SAVE at the top of the trip window.

The Total row adds up both columns. Under the table: Trip revenue (linehaul + trip services), the estimated and actual expenses, and the Estimated gross margin and Actual gross margin with their percent. The margin uses trip revenue, never the order totals (which include packing, storage and other days).

A line with an actual amount but no receipt shows in Needs Attention as A trip expense has no receipt. Lines a driver adds from the road arrive here with their receipt.

Driver advances

Money given to a driver before or during the trip is a Driver advance line. Pick who it was given to in Given to… (with one driver on the trip, it is The driver). An advance is part of that person's pay: it comes off their total on the Settlement and is not counted again as a trip cost. See Driver settlement.

Fuel for IFTA

On a Fuel line, under the note, type the gal (gallons) and the two-letter state the fuel was bought in. That is all the IFTA report needs from you: the miles in each state come from the trip's route.

Open Reports › IFTA Miles & Fuel by State and pick a quarter. For each truck and state it shows the miles, the gallons bought, the taxable gallons (the state's miles ÷ the truck's miles per gallon for the quarter) and the net gallons (positive is owed, negative is a credit). It counts trips that left in the period and are on the road, completed or settled.