What Your Trucks Really Cost: Per-Mile Fleet Calculator

A fuel card here, an insurance bill there, a $1,900 transmission one bad Tuesday. Meanwhile every quote out the door carries an unpriced trip, and the old truck keeps getting one more repair because a repair is always smaller than a payment. Per mile is the honest unit: it makes your vehicles comparable, chargeable to jobs, and replaceable on evidence instead of exhaustion.

How it works

One column per vehicle, twelve numbers each, straight from your insurance bill, fuel card and repair receipts. Then:

• Cost per mile, per vehicle — fixed costs (depreciation, loan, insurance) and variable (fuel, maintenance, repairs), separated and totalled
• Fuel's share of the true cost — usually about a third, which is what a fuel-only call-out fee is donating
• The fleet total and the vehicle cost built into one average service call, ready to drop into your quoting
• Repair or replace, done properly: the quoted repair against the honest annual comparison — depreciation on both sides, real MPG on both sides, and the downtime days owners always forget to price
• The folk rules (the 50% rule, repairs-vs-payments) printed and calculated — the sample truck passes the folk rule and still costs $7,616 a year more to keep

Built for

Trades and contractors · HVAC, plumbing, electrical · lawn care and landscaping · delivery and mobile services · anyone with one to six work vehicles and a nagging feeling about one of them.

What you get

One .xlsx file, four tabs, instant download. Excel, Google Sheets, Apple Numbers, LibreOffice. No macros, no subscription. Sample fleet included so you can see it working before you type a number.