Load revenue, cash received and profit are different measures. Start with one completed load and follow its records through invoicing, settlement and the bank deposit.
Build a complete record trail
- Load confirmation and agreed charges.
- Proof of delivery and invoice.
- Settlement or factoring statement with deductions.
- Fuel receipts and other expense records.
- The matching bank deposit.
Why the deposit is only part of the story
An illustrative $2,500 invoice with $300 of settlement deductions produces a $2,200 deposit. Recording the deposit alone can hide the explanation for the difference. Identify each deduction and have its treatment reviewed for your business; not every deduction represents the same kind of expense.
Use a weekly records routine
Maintain three lists: missing documents, unpaid invoices and unexplained deductions. Assign someone to follow up on each exception and retain the supporting evidence.
Prepare for accounting support
Bring your systems, workload, truck count and current recordkeeping process to a service-fit discussion. Historical cleanup, software and ongoing bookkeeping depend on the agreed scope. Specific accounting treatment depends on the transaction and business.
Check the delivery-to-collection handoff in the billing guide.
Harper
Ellis
Avery
Rowan
Morgan