Inputs
Example data table
| Scenario | Loaded / Deadhead miles | Fuel price & MPG | Driver method | Fees & Overhead | Expected outcome |
|---|---|---|---|---|---|
| Regional dry van | 450 / 50 | $4.10, 6.5 | $0.75 per mile | $50 fees, $90 overhead | Cost per mile near $2.00–$2.60 |
| Longer trip with tolls | 900 / 120 | $3.80, 6.2 | $28 per hour | $160 tolls, $150 overhead | Higher labor share and toll impact |
| Multi-day run | 1200 / 200 | $4.25, 6.0 | $320 per day | $80 fees, $40/day overhead | Daily pay and days drive totals |
Formula used
- Total miles = loaded miles + deadhead miles.
- Drive hours = total miles ÷ average speed.
- Total hours = drive hours + loading + unloading + waiting.
- Fuel gallons = total miles ÷ MPG.
- Fuel cost = fuel gallons × fuel price.
- Driver cost depends on pay method: per mile = total miles × rate, per hour = total hours × rate, daily = trip days × rate.
- Operating costs = total miles × (maintenance + tires + depreciation + insurance).
- Subtotal = fuel + driver + operating + fees + overhead − fuel credit.
- Tax = subtotal × tax% (only when enabled).
- Total cost = subtotal + tax.
- Profit target = total cost × target profit%.
- Suggested quote = total cost + profit target (+ optional broker fee).
How to use this calculator
- Enter loaded and deadhead miles for the trip.
- Set fuel price and MPG to estimate fuel spend.
- Select driver pay type and fill the matching rate.
- Add time for loading, unloading, and waiting delays.
- Review per-mile operating inputs for your equipment.
- Add tolls, permits, and other trip fees if needed.
- Set overhead and profit target for your business goals.
- Click Calculate to see totals, rates, and the graph.
- Download CSV or PDF to share or store results.
Cost Drivers You Can Control
Fuel and driver pay typically dominate a trip budget, often exceeding half of total spend on many lanes. Reduce deadhead miles, improve routing, and use realistic MPG values from your last several fills. This calculator separates loaded and empty miles so you see how non‑revenue distance raises your breakeven rate and erodes profit.
Mileage, Time, and Utilization
Total hours matter when pay is hourly, when a team is used, or when detention grows. Drive hours are computed from total miles and average speed, then loading, unloading, and wait time are added. If a stop adds two hours, the cost impact is immediate. Higher utilization lowers cost per mile because fixed overhead spreads across more productive miles.
Operating Cost Benchmarks
Per‑mile inputs for maintenance, tires, depreciation, and insurance convert wear into dollars. Start with recent shop invoices, tire replacement history, and insurance billing, then normalize by miles. Many carriers track these buckets in cents per mile, which makes lane comparisons simple. Update depreciation with your equipment financing or replacement plan to keep the model aligned with cash needs.
Pricing and Profit Planning
After subtotal cost, the calculator adds optional tax and a profit target percentage to suggest a quote. Use both total‑mile and loaded‑mile rates when comparing lanes, especially when deadhead differs. The quote can also include a broker fee percentage applied to revenue. That helps you protect margin while still presenting a clean customer rate.
Sensitivity Views for Negotiation
The charts show component shares and how fuel price or MPG changes the bottom line. When rates are pressured, test scenarios: raise fuel price, add tolls, increase wait time, or adjust maintenance assumptions. A few clicks reveals whether the lane still meets your target profit, and it supports data‑backed negotiation with shippers and dispatch.
For reviews, export CSV results, average cost per mile by lane, and compare to settlements. Tracking highlights rising insurance or tire costs before they surprise cash flow.
FAQs
1) What is the difference between total miles and loaded miles?
Total miles include loaded plus deadhead miles. Loaded miles are revenue miles only. Comparing both rates shows how empty repositioning affects your pricing and profitability.
2) How should I estimate maintenance and tire cost per mile?
Use your last 6–12 months of invoices. Sum maintenance or tire spend and divide by miles run in the same period. Update the rates when prices or usage patterns change.
3) Why does average speed affect the result?
Average speed drives estimated drive hours. When pay is hourly, more hours increase driver cost. Even for per‑mile pay, extra time can signal higher detention or lower utilization.
4) How does the fuel surcharge credit work here?
The fuel surcharge is treated as a credit that offsets fuel cost in the subtotal. Enter the expected surcharge dollars for the trip so your estimate reflects net fuel exposure.
5) Should I apply tax in the calculation?
Enable tax only if you routinely pay a tax tied to operating costs for a load. If taxes are handled elsewhere in accounting, leave it off and focus on lane-level operating economics.
6) How can I use the graphs during rate negotiations?
Show which components drive cost and run quick scenarios for fuel price or MPG changes. If the lane falls below target profit, you have a numeric basis to adjust the quote.