Transportation and Logistics

Why Us?

• Accountably is your white‑label, offshore partner for transportation and logistics accounting and taxation, purpose‑built for CPA firms, EAs, and accounting practices.
• We support fuel and maintenance tracking by unit and lane, IFTA and IRP reconciliation, DOT‑aligned driver payroll, and SALT planning that reduces penalties and DSO.
• We prepare federal and state returns for entities common in the sector, including 1040, 1065, 1120, 1120‑S, 1041, and 990, plus property and payroll taxes, with audit‑ready workpapers.
• We integrate with TMS, ELD, and GL tools to produce real‑time KPIs, 13‑week cash forecasts, and job costing that hold up in diligence.
• Compliance and trust are non‑negotiable, so we operate with IRS and GAAP alignment, cash basis where elected, and SOC‑2 certified processes.

Who We Serve and How We Fit Your Practice

White‑label support that scales with your book

You keep the client relationship and strategy. We slot in behind the scenes with trained offshore professionals who handle recurring work, seasonal surges, and complex multistate filings. Our teams document procedures, maintain retention calendars, and deliver audit‑ready packages that map directly to your firm’s templates.

Transportation experience you can point to

We align accounting and tax workflows to how fleets actually operate. That includes IFTA quarterly fuel tax filings and IRP apportionment support, both of which depend on accurate mileage, gallons, and jurisdiction mapping. We use ELD and telematics data to tie miles, fuel, and payroll to filings and to the GL. For definitions and filing frameworks, see FMCSA’s ELD guidance, IFTA, and IRP resources. (fmcsa.dot.gov)

Compliance signals your clients will recognize

• IRS compliance, GAAP standards, and cash basis accounting where elected.
• SOC‑2 certified processes for security and confidentiality.
• DOT and FMCSA alignment for HOS records, ELD document retention, and audit trails that support IFTA and IRP. FMCSA requires carriers using ELDs to retain RODS data and backups for six months, with specific onboard documentation. We build controls and retention around those rules.

Why transportation clients need specialized accounting

Fuel and equipment are heavy line items, and the cost picture can change weekly. ATRI’s 2025 update reports average operating cost of $2.260 per mile in 2024, with non‑fuel marginal costs rising 3.6% to $1.779 per mile, a reminder that every basis point matters. We structure reporting around cost per mile, MPG by truck and lane, surcharge recovery, and repair trends so you and your clients can act fast. (truckingresearch.org)

What this means for your firm

• You can advise on pricing and lane mix with confidence because we deliver per‑truck, per‑lane profitability.
• You reduce compliance risk because our filings reconcile to ELD, fuel, and odometer data.
• You protect cash because we build 13‑week forecasts that include fuel burn, settlements, leases, and maintenance reserves.

What You Get, Transportation‑Focused Accounting and Tax

Core workflows we run for your clients

• IFTA and IRP support, including quarterly IFTA returns, variance checks, and apportionment schedules tied to ELD and fuel receipts. IFTA is the agreement that simplifies multijurisdiction fuel tax reporting, and IRP apportions registration fees based on jurisdictional miles, each with defined recordkeeping expectations. (iftach.org)
• Driver payroll and settlements aligned to HOS, whether by mile, percentage, or hourly, with per diem and reimbursements handled cleanly to reduce wage and tax exposure.
• Fixed asset and depreciation planning that models MACRS, Section 179, and bonus depreciation elections across tractors, trailers, terminals, and shops, coordinated with financing.
• Month‑end close, bank and card reconciliations, AP and AR cycles, detention and demurrage tracking, and dispute backups that support faster billing and lower DSO.
• SALT and payroll tax registrations, withholding, and apportionment, including registrations as operations expand into new states.
• Workpapers and binder organization that map to your firm’s audit and review standards.

KPI and compliance backbone

We build dashboards on top of GL and telematics feeds so you see MPG, cost per mile, dwell time, on‑time performance, maintenance per mile, and exception alerts. For clients under ELD rules, we align controls to FMCSA documentation and retention, including onboard manuals and malfunction procedures, plus six‑month RODS retention with backups. (fmcsa.dot.gov)

Sample service map by segment

IFTA and IRP, done right

• IFTA, administered by IFTA, Inc., covers the 48 states and 10 Canadian provinces. Accurate mileage and gallons by jurisdiction are critical for quarterly filings and for minimizing penalties and interest. We reconcile odometer, GPS, and fuel receipts to return data.
• IRP, governed by the International Registration Plan, lets carriers register in their base jurisdiction and apportion fees by miles traveled in each jurisdiction. We prepare distance summaries and support audits with clear schedules and evidence. (irponline.org)

Fuel, equipment, and cash flow

ATRI’s research confirms fuel remains a top cost driver per mile, even when prices ease. We monitor surcharge recovery and MPG by truck and lane to protect margin, and we feed that into a rolling 13‑week forecast so your team can plan fuel buys, maintenance, and debt service with fewer surprises. (truckingresearch.org)

SOC‑aligned handling, plus cyber hygiene that fits logistics risks

We work inside SOC‑2 certified processes, and we recommend layered controls for your clients: MFA, least‑privilege access, network segmentation, immutable backups, and incident response runbooks tied to dispatch and routing priorities. Ransomware remains a major factor in breaches globally, with the 2025 Verizon DBIR noting ransomware present in about 44% of breaches and a sharp rise in third‑party involvement, which matters for TMS and fuel card integrations. (verizon.com)

Good accounting needs good data. We set up retention calendars, source‑of‑truth rules, and exception alerts so filings and financials agree with operational systems.

Tax Planning, Credits, and SALT, Built for Transportation

Credits that move the needle

• Work Opportunity Tax Credit, available through December 31, 2025, can be up to $9,600 per qualified hire if certification and wage rules are met. We manage Form 8850 timing and connect to state workforce agencies to keep claims on track. (irs.gov)
• Employee Retention Credit, filing window closed April 15, 2025. Many firms still face reviews or audits on prior claims, so we focus on documentation cleanup and risk management rather than new filings. (taxpayeradvocate.irs.gov)
• Cost segregation for terminals, garages, and shops to accelerate deductions and free cash for fleet renewal.
• Section 179 and bonus depreciation elections, coordinated with utilization and replacement plans, with current‑year limits and eligibility verified at engagement kickoff.

Time‑sensitive programs change. We confirm current‑year rules, then sequence elections around cash flow, loan covenants, and exit timing.

SALT and strategic nexus management

Trucks create footprints wherever they run. We map physical and economic nexus to registrations and filings, reduce exposure with accurate apportionment, and align credits and incentives to route design. IRP and IFTA documentation help substantiate sourcing, miles, and gallons in audits, and we keep quarterly reviews on the calendar as clients add lanes or facilities. 

Cross‑border considerations

For U.S.–Canada–Mexico routes, we connect customs, VAT or GST, and withholding documentation to financials, and we coordinate transfer pricing and permanent establishment risk with your firm’s international tax leads. Our focus is to keep filings complete and consistent so cross‑border operations do not slow down billing or create avoidable penalties.

Technology and Integrated Systems

TMS, ELD, and GL, working together

Your clients’ billing, payroll, and tax filings should tie back to the same trip‑level data. We integrate TMS and ELD sources with the GL and build dashboards for fuel per mile, dwell, on‑time delivery, maintenance per mile, and driver performance. For ELD‑covered fleets, we align onboard documents and six‑month data retention to FMCSA guidance, and we keep procedures current in your firm’s SOP library. 

Data quality and audit readiness

• Reconciliation routines that tie odometer, GPS, and fuel card data to IFTA returns, AP, and the GL.
• Workpapers that tie fixed assets to VINs, depreciation schedules, and valuations.
• Documentation for settlements, advances, per diem, and reimbursements to reduce payroll tax and wage claim risk.

Cyber risk is now an accounting risk

The 2025 DBIR highlights a meaningful rise in vulnerability exploitation and third‑party involvement in breaches, which matters for firms that rely on cloud TMS, ELD portals, OCR, and BI tools. We encourage timely patching, credential hygiene, and vendor reviews because any outage can stall billing, filings, and cash collection. (verizon.com)

Service Highlights

• White‑label bookkeeping and month‑end close under GAAP or cash basis.
• IFTA and IRP preparation, tie‑outs, and audit support. 
• Driver payroll and settlements aligned to HOS and DOT expectations. 
• Federal, state, and multistate returns, including 1040, 1065, 1120, 1120‑S, 1041, and 990.
• SALT registrations and apportionment, property and payroll tax filings.
• Fixed assets, depreciation planning, and cost segregation support.
• 13‑week cash forecasts and AR acceleration tactics tied to detention and accessorials.
• SOC‑aligned controls, retention calendars, and security recommendations mapped to 2025 threat trends. (verizon.com)

Valuations, Deals, and Succession Support

Valuation and diligence

We prepare VIN‑level asset schedules, normalize EBITDA for fuel surcharges, insurance recoveries, one‑time repairs, and leasebacks, and we assemble quality‑of‑earnings support that lenders and buyers expect. Our diligence kits include USDOT and FMCSA compliance checks, driver file sampling, multistate nexus reviews, lien and title tie‑outs, and exposure summaries for fuel and tolls.

Exit timelines and governance

If your client is targeting a sale in three to five years, we match depreciation and capex timing to maintain cash and protect value, organize SOPs for dispatch and maintenance, and lock in KPI reporting so buyers see stable performance. We combine succession planning with tax and SALT positioning to reduce surprises during diligence.

How We Work With Your Firm

• Discovery and scoping, including client mix, systems, and lane footprint.
• Controls and compliance mapping, including IRS, GAAP, cash basis where elected, SOC‑aligned handling, and FMCSA record retention for ELD fleets. 
• Playbook build, from month‑end and payroll to IFTA and IRP calendars. 
• Delivery and QA, with dashboards, checklists, and named reviewers.
• Quarterly reviews to adjust for new lanes, terminals, or entity changes.

You set the client strategy. We provide the trained hands, proven checklists, and audit‑ready output that scales your practice.

Call to action

Schedule a consultation with Accountably to scope a white‑label plan for your transportation and logistics clients. We will review your current book, identify quick wins in billing, IFTA and IRP, SALT, and cash forecasting, and design a 30‑, 60‑, and 90‑day rollout.

FAQs

What is logistics accounting, in this context?

For carriers, brokers, and 3PLs, logistics accounting ties revenue and costs to shipments, lanes, and equipment so you can see true profitability per mile and per customer. It connects inventory or job costing, route metrics, cash flow, and compliance to the GL to guide decisions.

What is transportation accounting?

It is the day‑to‑day finance engine for fleets, including driver settlements, fuel and maintenance tracking, freight invoicing, and cost per mile reporting, plus forecasting, multistate taxes, and audit preparation.

What do you handle for IFTA and IRP?

We prepare IFTA returns from mileage and fuel data, reconcile variances, and assemble evidence for audits. For IRP, we support apportionment schedules and audit documentation that ties distance to registration fees.

Are transportation tax credits still available?

Yes, WOTC is available through December 31, 2025, subject to certification and wage rules. ERC filings are closed as of April 15, 2025, so we focus on documentation for prior claims and risk management. 

How do you address ELD and DOT record requirements?

We align onboard documentation and retention to FMCSA guidance, including the six‑month RODS retention with backups, and we centralize mileage, fuel, and payroll to support IFTA and related tax filings. 

What systems do you work with?

We support QuickBooks, Xero, Sage, and leading TMS, ELD, fuel card, and maintenance systems. We design reconciliations and dashboards that reduce manual entry and improve billing speed.

How do you protect sensitive data?

We operate inside SOC‑2 certified processes, apply access controls, MFA, and backup routines, and we recommend periodic vendor reviews. 2025 DBIR trends also guide our control set to address third‑party and ransomware risks around logistics data flows.