Description
A comprehensive list of all expense categories for owner-operator truckers. Use this reference to ensure you’re tracking every business expense for accurate CPM calculation and maximum tax deductions.
Complete Expense Category List
FIXED COSTS (Monthly)
These costs remain constant regardless of miles driven.
Vehicle Financing
Category Description Tax Deductible? Truck Payment – Principal Loan principal portion No (asset purchase) Truck Payment – Interest Loan interest portion Yes Trailer Payment – Principal If you own trailer No Trailer Payment – Interest If you own trailer Yes Lease Payment If leasing truck/trailer Yes
Insurance
Category Description Tax Deductible? Primary Liability Required liability coverage Yes Cargo Insurance Freight coverage Yes Physical Damage Collision/comprehensive Yes Bobtail Insurance Non-dispatch coverage Yes Non-Trucking Liability Personal use coverage Yes Occupational Accident OCC/ACC if no health ins. Yes
Permits & Licensing
Category Description Tax Deductible? IRP (Base Plates) Interstate registration Yes IFTA Decals Fuel tax registration Yes UCR (Unified Carrier) Annual registration Yes HVUT (Form 2290) Heavy vehicle use tax Yes MC Authority Operating authority Yes BOC-3 Filing Process agent designation Yes State Permits State-specific permits Yes Oversize/Overweight If applicable Yes
Technology & Communication
Category Description Tax Deductible? Cell Phone Business portion Yes (% business use) Mobile Data/Hotspot Business portion Yes (% business use) ELD Subscription Electronic logging device Yes GPS/Navigation Subscription services Yes Load Board Subscription DAT, Truckstop, etc. Yes Dispatch Software If used Yes Dashcam Subscription Cloud storage fees Yes Accounting Software QuickBooks, etc. Yes
Professional & Business
Category Description Tax Deductible? Accounting/Bookkeeping Tax prep, monthly service Yes Legal Fees Business-related only Yes Association Dues OOIDA, TCA, etc. Yes Factoring Fees If using factoring Yes Dispatch Service If using dispatcher Yes Business Insurance General liability, etc. Yes
Personal (Business-Related)
Category Description Tax Deductible? Health Insurance Self-employed premiums Yes (Schedule 1) Life Insurance If for business Maybe Disability Insurance If for business Maybe DOT Physical Required medical exam Yes Drug Test Consortium Required testing Yes
Other Fixed
Category Description Tax Deductible? Parking/Storage Home base parking Yes Home Office If qualifying space Yes (% of home) Bank Fees Business account fees Yes Credit Card Annual Fees Business cards Yes
VARIABLE COSTS (Per Mile/Per Trip)
These costs change based on how much you drive.
Fuel & Fluids
Category Description Tax Deductible? Diesel Fuel All fuel purchases Yes DEF (Diesel Exhaust Fluid) Emissions fluid Yes Reefer Fuel If running refrigerated Yes Oil (Top-off) Between changes Yes Washer Fluid Windshield Yes Coolant (Top-off) Between services Yes
Maintenance
Category Description Tax Deductible? Oil Change Routine service Yes Oil Filters With oil change Yes Fuel Filters Scheduled replacement Yes Air Filters Scheduled replacement Yes Cabin Filters If equipped Yes Grease/Lubrication Chassis lube Yes Brake Adjustment Routine adjustment Yes Alignment Wheel alignment Yes Inspection (Annual DOT) Required inspection Yes Inspection (Other) State inspections Yes Preventive Maintenance Scheduled service Yes
Repairs
Category Description Tax Deductible? Engine Repairs Major/minor repairs Yes Transmission Repairs Clutch, rebuild, etc. Yes Electrical Repairs Wiring, alternator, etc. Yes Brake Repairs Pads, drums, etc. Yes Suspension Repairs Springs, airbags, etc. Yes Cooling System Radiator, hoses, etc. Yes Exhaust/DPF Exhaust system repairs Yes Body/Cosmetic If business-necessary Yes Roadside Repairs Emergency repairs Yes Towing If broken down Yes
Tires
Category Description Tax Deductible? Steer Tires Front tires Yes Drive Tires Rear tractor tires Yes Trailer Tires Trailer tires Yes Tire Repair Plugs, patches Yes Tire Rotation If applicable Yes Retreads If using retreads Yes
Tolls & Fees
Category Description Tax Deductible? Highway Tolls Toll roads Yes Bridge Tolls Bridge crossings Yes Tunnel Tolls Tunnel crossings Yes Scale Fees CAT scale, etc. Yes Parking (Road) Truck stop parking Yes PrePass/Bestpass Transponder fees Yes
Travel & Living
Category Description Tax Deductible? Per Diem Daily food allowance Yes ($69/day 2024) Meals (Actual) If not using per diem Yes (50%) Lodging Hotels/motels Yes Showers Truck stop showers Yes Laundry On-road laundry Yes
Load-Related
Category Description Tax Deductible? Lumper Fees Unloading fees (net of reimb.) Yes Pallet Fees Pallet exchange Yes Securement Straps, chains, bars Yes Tarps Tarping material Yes Cargo Damage Out-of-pocket losses Maybe
Truck Care
Category Description Tax Deductible? Truck Wash (Exterior) Outside wash Yes Truck Wash (Interior) Cab cleaning Yes Truck Wash (Trailer) Trailer washout Yes Detailing Deep cleaning Yes
PERIODIC COSTS (Quarterly/Annual)
Don’t forget these less frequent expenses.
Quarterly
Category Description Tax Deductible? IFTA Tax Payment Quarterly fuel tax Yes Estimated Federal Tax Quarterly payment No (not expense) Estimated State Tax Quarterly payment No (not expense)
Annual
Category Description Tax Deductible? IRP Renewal Annual registration Yes UCR Renewal Annual registration Yes HVUT Payment Annual heavy vehicle tax Yes Insurance Renewal Annual premium Yes Annual DOT Inspection Required inspection Yes Business License If required by state Yes LLC/Corp Filing Annual report fees Yes Tax Preparation Professional prep fees Yes
As Needed
Category Description Tax Deductible? CDL Renewal Every 4-8 years Yes Medical Card Renewal Every 2 years Yes TWIC Renewal Every 5 years Yes Hazmat Endorsement Every 5 years Yes Training/Education Business-related Yes
EQUIPMENT & SUPPLIES
One-time or occasional purchases.
Category Description Tax Deductible? Safety Equipment Triangles, fire ext., etc. Yes Load Securement Gear Straps, chains, binders Yes Tools Hand tools, road kit Yes GPS Unit (Purchase) If not subscription Yes (depreciate) Dashcam (Purchase) Camera equipment Yes (depreciate) CB Radio Communication Yes Inverter Power inverter Yes Refrigerator Cab refrigerator Yes Bedding Sleeper bedding Yes Uniforms If required Yes Safety Gear Gloves, vest, boots Yes Office Supplies Paper, pens, etc. Yes
Expense Tracking Tips
Daily Tracking
Fuel (every fill-up)
Tolls
Parking
Food/Per Diem
Weekly Tracking
Maintenance
Scales
Truck wash
Other variable expenses
Monthly Tracking
Fixed costs (payment, insurance)
Subscriptions
Professional services
Quarterly/Annual Tracking
Permit renewals
Tax payments
Insurance renewals
Category Codes (Suggested)
For spreadsheet or accounting software:
FIXED COSTS (100s)
101 - Truck Payment
102 - Insurance - Liability
103 - Insurance - Cargo
104 - Insurance - Physical Damage
105 - Permits/Licenses
106 - Phone/Communication
107 - ELD/Software
108 - Health Insurance
109 - Professional Services
110 - Other Fixed
VARIABLE COSTS (200s)
201 - Fuel
202 - DEF
203 - Oil Change/Maintenance
204 - Repairs
205 - Tires
206 - Tolls
207 - Scales
208 - Parking
209 - Per Diem/Food
210 - Lodging
211 - Showers/Laundry
212 - Lumper Fees
213 - Truck Wash
214 - Other Variable
PERIODIC COSTS (300s)
301 - Quarterly Tax
302 - Annual Renewals
303 - Inspections
304 - Other PeriodicRigProfit automatically categorizes your expenses and calculates your CPM across all these categories. Download the app to simplify your tracking.
