Plan trip costs before trucks leave site. Adjust distance, trips, fuel use, and rates fast. Get total, per‑trip, and per‑kilometer charges instantly for bidding.
| Scenario | Distance (km) | Trips | Fuel (L/100km) | Fuel price | Overhead % | Profit % | Grand total | Per trip |
|---|---|---|---|---|---|---|---|---|
| Standard haul | 35 | 6 | 28 | 320 | 8 | 12 | 55,273.88 | 9,212.31 |
| Longer route | 52 | 4 | 30 | 320 | 10 | 15 | 51,065.52 | 12,766.38 |
Trip pricing is most accurate when you separate distance based costs from time based costs. Distance affects fuel, depreciation, and wear, while time drives payroll, waiting, and utilization. This calculator sums both, then adds per trip fees such as tolls, loading, permits, and miscellaneous site charges. Enter a vehicle fixed cost per trip to represent insurance and routine maintenance regardless of distance.
Start with a realistic distance per trip, matching how your carrier is paid. Multiply by the number of trips to get total kilometers. Fuel used equals total kilometers times fuel consumption per 100 kilometers. Multiply liters by the current fuel price to produce fuel cost for the full scope. If routes vary, run multiple scenarios and compare per kilometer rates to select a fair average.
Trip time should include queueing, loading, travel, dumping, and return, because labor is paid for the whole cycle. Driver cost equals total hours times the hourly rate. If helpers are assigned, their cost scales with the same hours and the helper count. Clear time assumptions prevent disputes later.
Direct cost covers the trip itself, but most operations carry dispatch, supervision, compliance, and workshop overhead. Apply an overhead percentage to direct cost to allocate those shared expenses. Profit is then applied to direct cost plus overhead, giving a quote that remains stable across changing inputs. Keeping overhead and profit explicit also helps justify pricing when clients request open book breakdowns.
The results provide a grand total, a per trip charge, and a per kilometer charge. Use the per trip figure for lumped delivery pricing, and per kilometer for variable haul routes. Exported CSV supports audits and tender backups, while the PDF summary is useful for client signoff. Store exported files with delivery tickets so estimates can be calibrated against historical performance and fuel movements.
Enter the distance that your pricing uses, either one‑way or round‑trip. Stay consistent with your fuel and depreciation assumptions, and document the basis for quotes and invoices.
Use an average from recent logs for the same load and route type. If conditions vary, calculate a conservative average and rerun scenarios for traffic, gradients, and idling time.
It captures wear items and capital recovery, such as tyres, servicing, and vehicle value loss. If you already include these in a fixed per‑trip allowance, reduce the per‑kilometer value to avoid double counting.
Some costs occur regardless of distance, including insurance allocation, dispatch, and planned maintenance. A per‑trip fixed value keeps pricing stable when trip distances are short or when the vehicle waits on site.
Apply overhead to direct cost to cover shared business expenses. Apply profit to direct cost plus overhead so your margin remains consistent and transparent across different routes and trip volumes.
Yes. Enter the applicable percentage and the calculator adds it after overhead and profit. If tax is handled separately on invoices, set the tax field to zero and export the breakdown.
Important Note: All the Calculators listed in this site are for educational purpose only and we do not guarentee the accuracy of results. Please do consult with other sources as well.