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Choosing the Right Trucking Accounting Software

accounting

One of the most important parts of running and growing a trucking business is careful financial management. To get this right, you need to use the right accounting software.

The trouble is that trucking companies have many unique accounting needs. This means regular business accounting solutions won’t always cut it. Instead, you must use specific trucking accounting software to help you stay compliant and manage all of the essential financial elements of running a trucking operation.

In this guide, we’ll cover everything you need to know about finding the right trucking software.

Trucking Accounting Software vs. General Accounting Software

Of course, the main difference between trucking accounting software and general accounting software is in their focus.

General accounting software, like QuickBooks, is designed for any business. It handles all the core accounting and bookkeeping tasks, like invoicing, payroll, profit and loss reports, and financial reporting. However, general platforms like this lack trucking company-specific features, such as International Fuel Tax Agreement (IFTA) reporting or cost-per-mile tracking.

These gaps often require trucking companies to rely on extra tools for those specific business accounting functions.

In contrast, trucking accounting software is built specifically for the trucking industry. It includes a range of features designed to manage trucking-specific needs, such as load tracking, fuel expense monitoring through fuel receipts, monitoring the latest fuel tax rates, and automated IFTA compliance.

In many cases, trucking office software streamlines operations by integrating bookkeeping software with fleet management, dispatching, and equipment tracking. This makes it a one-stop solution for trucking businesses, saving time and improving accuracy.

While general accounting software can be cheaper and easier to set up, trucking accounting software is a better investment if you want an all-in-one platform to handle financial and operational tasks.

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Why You Need Accounting Software for Your Trucking Business

Finding the best trucking accounting software for your business can save time, reduce stress, and improve accuracy.

Beyond the general reasons to use good accounting software, like generating expense reports and managing your financial statements, here’s why it’s essential for truckers.

1. Streamline Billing and Invoicing

Trucking businesses often deal with multiple clients, loads, and payment terms.

Accounting software helps you create and send invoices quickly. Invoices can be automatically generated. Plus, the software automatically tracks unpaid bills, reducing the risk of errors or missed payments.

With organized billing, you can focus more on running your business instead of chasing payments.

2. Meet IFTA Compliance

Tracking fuel use across state lines for IFTA reporting can be a headache.

Accounting software designed for trucking automates this process. It calculates and prepares your IFTA reports by pulling data from your trips and fuel purchases. This saves loads of time, especially as an owner-operator, and ensures compliance, helping you avoid penalties.

3. Accurate Driver Pay

Paying company drivers fairly and on time is crucial for your business.

Trucking accounting software can calculate driver wages based on mileage, hours worked, or percentage of load revenue.

This eliminates guesswork and ensures drivers are paid accurately. It also helps you track payroll costs for better financial management.

How to Choose the Right Trucking Accounting Software (Key Features)

Choosing the right trucking accounting software is key to keeping your business efficient and your finances in order. To help you find the right solution, here are the most important features to look for.

1. Cost vs. Value

Don’t just go for the cheapest option – focus on value.

Look for software that fits your budget while providing all the tools you need. A slightly more expensive program might save you time and money in the long run by streamlining tasks like IFTA reporting, billing, and expense tracking.

Think about how much time and effort the software will save you, allowing you to focus on growing your business.

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2. Key Features and Integrations

Make sure the software offers trucking-specific features like cost-per-mile tracking, IFTA compliance, and load management.

It should also integrate seamlessly with your existing systems, like ELDs, fuel cards, or dispatching tools. A lack of integration can create gaps in your data, causing inefficiencies or errors.

3. User-Friendliness

Good software should be easy to learn and use.

Look for a system your team can adapt to quickly, even if they’re not tech-savvy. The sooner everyone is comfortable using the software, the faster you’ll see the benefits.

4. Scalability

Choose software that can grow with your business. If you only have a few trucks now but plan to expand, pick a program that can handle larger fleets and more complex operations in the future.

This prevents the hassle of switching systems later on.

Top 5 Accounting Software Solutions for Trucking Companies

While there are many different options out there, here are our top picks for accounting solutions designed specifically for trucking businesses.

Rigbooks

Rigbooks is an accounting software solution built specifically for trucking operations. It starts at just $19 per month, offering affordable, trucking-specific tools like cost-per-mile tracking and IFTA reporting.

Designed to simplify bookkeeping, Rigbooks helps you track expenses, profits, and fuel usage in real-time, even while on the road.

It’s user-friendly and accessible on any device. Unlike general accounting software, Rigbooks calculates trucking costs accurately, letting you make smart decisions about loads and expenses.

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Axon

Axon is a fully integrated accounting and management software for midsize and larger trucking operations.

Its standout feature is real-time integration, which syncs accounting, dispatch, and fleet management to eliminate repetitive data entry. Axon automates IFTA tax calculations and includes tools for payroll, dispatching, and fleet management.

While its comprehensive features and regular updates make it a powerful solution, it does require a bit of a learning curve for some users. Overall though, it’s ideal for trucking companies seeking efficiency and real-time insights.

TruckingOffice

TruckingOffice is a top choice for owner-operators and fleet builders who want an easy way to manage their trucking business.

Starting with a free trial, this software combines trucking management tools with an integrated ELD system for seamless operations. It handles dispatching, invoicing, expense tracking, and IFTA reporting all in one place.

Users love its ability to sync data automatically, reducing paperwork and saving time. It’s accessible from any device, ensuring you can manage your business from the road. It’s a smart choice for trucking professionals of all sizes.

Truck Logics

TruckLogics is a versatile trucking management software designed to simplify fleet operations. It allows users to manage dispatches, expenses, trip sheets, and maintenance in one convenient place.

The platform includes features like load tracking, payroll management, and driver portals, making it ideal for both owner-operators and larger fleets.

Users appreciate its affordability, and the ability to integrate brokers, carriers, and owner-operators into a single system.

The overall functionality and ease of use make TruckLogics a valuable tool for organizing trucking businesses and staying efficient in a competitive industry.

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ProTransport

ProTransport is a powerful trucking software solution that fits fleets of all sizes. With its three tiers, it caters to small operators and large fleets alike.

Features include IFTA filing, driver pay statements, dispatch tools, and maintenance tracking. Integration with QuickBooks, fuel cards, and ELDs makes things easy to manage.

Its centralized platform simplifies operations, while the mobile app improves communication with drivers by supporting messaging, trip planning, and document uploads.

ProTransport also offers affordable subscription pricing which makes it a cost-effective choice. With excellent customer support and extensive features, it’s a smart solution for optimizing trucking operations and cutting costs.

Cost of Trucking Accounting Software

The cost of trucking accounting software can vary widely depending on your business size and needs.

For owner-operators or small fleets, basic trucking accounting software typically costs between $5 and $25 per month. This is great for smaller businesses with straightforward needs like basic invoicing, expense tracking, and IFTA reporting.

For larger fleets, the price goes up. Trucking management software designed for bigger operations usually costs $100 to $500+ per month.

The price often depends on the number of trucks or users. Some providers offer customized pricing for large businesses based on their specific requirements, which could include advanced features like fleet tracking and detailed payroll management.

Keep in mind that some businesses may need to combine multiple systems to get all the features they need. For example, you might use one tool for trucking-specific tasks like load tracking and another for payroll.

While this offers flexibility, it can increase the overall cost. Carefully consider pricing and functionality to ensure you’re getting good value for your investment.

Final Thoughts

Ultimately, the best accounting software solution comes down to your trucking company and its unique needs. Compare different options, trial different software where possible, and look for a solution that offers the exact set of features and integrations to make sunning your business an easier process.

If you’re starting or operating a trucking business, then getting the right commercial vehicle financing is also essential. At Mission Financial Services, we offer easy financing solutions for everyone, no matter what your credit score looks like or what type of truck you’re after. Get started today.

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Benefits of Being a Truck Driver

truck driver benefits

Truck driving is more than just a job – it’s one of the most exciting and rewarding career paths. That’s not to mention how important truck drivers are for the economy.

Being a professional truck driver opens up a lifestyle that many desk workers would only dream of. You get absolute freedom, you get to see the world, and every day is a new adventure. Plus, truck drivers can enjoy a very stable and fruitful career.

Thinking of becoming a professional truck driver? Here’s why you should consider it.

The Critical Role of Truck Drivers

Truck drivers are the backbone of the US economy, transporting over 70% of all freight tonnage country-wide.

Without truck drivers, industries like retail and manufacturing would face major disruptions, causing shortages of goods and a halt in production. With around 3.54 million people employed in the truck driving profession in the US, they play a critical role in connecting factories to warehouses, delivering essential items to stores, and ensuring businesses and consumers receive what they need on time.

Trucking companies play a vital role in supporting economic growth and job creation. They’re indispensable to the nation’s supply chain.

However, the trucking industry faces many challenges, including a growing shortage of drivers. This shortage leads to delayed deliveries, higher transportation costs, and increased pressure on current truck drivers, who often work long hours under demanding conditions.

These issues ripple across the economy, affecting everything from food availability to construction supplies.

11 Truck Driver Benefits

Truck driving offers a rewarding career with excellent benefits and the freedom to shape your work life to suit your needs. Whether you value financial security, independence, or adventure, it’s a profession with something for everyone.

Here’s a closer look at what this profession offers:

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Steady Pay and Job Security

Being a professional truck driver means earning competitive wages, with steady paychecks increasing with experience.

Because trucking is vital to keeping the economy running, the demand for drivers remains high. This ensures excellent job security and makes it a stable career choice.

Experienced drivers can also choose from a wide range of jobs, or decide to work for themselves. Overall, it’s an enormous industry that’s been facing a shortage of drivers. This means there’s plenty of opportunity to build a reliable truck driving career.

Travel and Adventure

Truck driving is the perfect career fit for those who enjoy traveling.

Drivers get to see new parts of the country, from big cities to scenic rural areas. Truck drivers are always on the move, always seeing new places. For many truck drivers, no two days are the same.

Every trip can bring a new adventure, making the job exciting for those who love life on the move. Of course, this is particularly true for long-haul trucking, where you drive across the country.

Independence and Flexibility

Few jobs offer the level of independence that trucking does.

Drivers spend much of their time on the road, managing their time and tasks without constant supervision. Plus, many companies offer flexible schedules, so you can choose routes and working hours that suit your lifestyle.

New drivers need to be self-reliant and able to work independently.

Career Opportunities and Growth

The trucking industry offers diverse opportunities for growth.

Drivers can specialize in local deliveries, regional hauls, or long-distance routes. With experience, you could transition into roles like fleet management and logistics or start your own trucking business.

The possibilities in trucking are vast, with numerous companies and career paths to choose from. As you embark on your journey as a truck driver, consider the direction you want your career to take and explore the opportunities that align with your goals.

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Improved Driver Experience

Modern trucks are more comfortable and advanced than ever.

Many feature ergonomic seating, climate control, entertainment systems, and Wi-Fi. These upgrades make life on the road easier and help drivers feel at home, even while working.

While there are often concerns that your personal life will take a hit as a truck driver, your comfort on the road should never be an issue.

Employee Benefits and Insurance

Many trucking companies provide comprehensive benefits packages. These include health insurance, retirement plans, and paid time off.

Such benefits add financial security and peace of mind for drivers and their families.

With the high demand for truck drivers, many trucking companies are enhancing job appeal by offering better benefits and more competitive pay.

Bonuses and Incentives

On top of base pay, many companies offer bonuses for things like safe driving, fuel efficiency, and on-time deliveries. These incentives add up and can make a big difference in your overall earnings.

Education and Training Costs

Starting a trucking career has relatively low barriers compared to other professions.

You don’t need a college degree, and many companies cover training costs or reimburse you for earning your commercial driver’s license (CDL). This makes it an accessible and cost-effective career path.

Choosing Driving Distance

One of the biggest perks of trucking is the flexibility to choose how far you want to drive.

Whether you prefer staying local and being home daily, working regionally, or exploring the open road on long-haul trips, there’s an option that fits your lifestyle.

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Time on the Road and Community

For those who enjoy solitude and time to themselves, trucking offers plenty of it. Long hours on the road can be peaceful and reflective.

At the same time, the trucking community is close-knit, with drivers often forming bonds and supporting each other out on the highways.

Bring Pets Along

Many trucking companies now allow drivers to bring their pets along for the ride. This perk is a game-changer for animal lovers, providing companionship during long trips and making the job feel less lonely.

The Impact of Driver Benefits

While the truck driving profession has seen a significant drop-off, all of these benefits of becoming a truck driver could turn things around.

When drivers receive good pay, insurance, retirement plans, and paid time off, they feel valued and secure. This leads to better job satisfaction, lower turnover rates, and improved performance.

Flexible schedules and options to choose driving distances also help drivers maintain a better work-life balance, making the career more sustainable long-term.

Perks like modern truck features and bonuses for good driving skills improve life on the road, reducing stress and isolation. These incentives motivate drivers to prioritize safety and efficiency.

For companies in the trucking industry, offering strong benefits attracts skilled drivers, which helps address shortages and keeps the supply chain moving smoothly.

Final Thoughts

Truck drivers don’t always have the easiest time striking a good work-life balance. They spend long hours on the road, they’re often away from family, and life on the road could get lonely. However, all of the benefits of being a professional truck driver often make up for this.

For the right person, truck driving offers an unbeatable sense of freedom, independence, job security, and satisfaction.

Interested in becoming your boss as an owner-operator in the trucking industry? Then the first step is investing in the right commercial vehicle. At Mission Financial Services, we make this easy through accessible financing options. Get started today.

lease or buy

Leasing a Semi Truck Vs. Buying One

lease or buy

Should you lease or buy a semi-truck? This crucial decision can impact your trucking business’s efficiency, cash flow, and long-term growth.

To help you make the best choice, we’ve outlined the pros and cons of leasing vs. buying and the key factors to consider based on your business’s needs and finances. This article also provides a clear framework to guide your decision.

Definition of Truck Leasing and Ownership

Truck leasing means renting a semi-truck from a third-party company, where they retain ownership, and you pay for its use over a set lease term. At the end of the term, you can extend, return, or purchase the truck at a reduced price.

Truck ownership involves buying the vehicle outright or financing it, giving you full ownership and responsibility for maintenance and repairs.

Both options have trade-offs, depending on your trucking business’s needs.

Pros and Cons of Leasing Vs. Owning a Semi-truck

To help you make an informed decision regarding which option would work best for your trucking business, here are the pros and cons of leasing a semi-truck vs. owning one:

What are the benefits of leasing a semi-truck?

Lower initial cost

Leasing a semi-truck requires lower upfront costs. Most leasing companies ask for a small down payment or none before renting out their vehicle. That means you can get a truck and be on the road with limited starting capital. This is beneficial if you have a tight budget and want to safeguard your cash flow.

Shorter commitment

If you’re new to the trucking world and are trying to get your foot in the door, leasing a semi may be more favorable for you. This option involves a shorter commitment of a year or so.  That’s enough time to test the waters and decide whether you’re ready to handle the trucking industry challenges.

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Flexibility

Truck leasing offers more flexibility than ownership. When your lease term ends, you have three options – to extend the lease, switch to a newer truck model, or purchase the truck at a lower price.

Easy upgrades

Because leases allow you to trade your semi-truck for a newer, upgraded model once the lease term is up, you’ll always have easy access to the latest truck models fitted with modern technologies. This is beneficial, especially if you’re a fleet owner. You can keep your fleet up-to-date with the latest technologies without additional costs.

Fewer maintenance responsibilities

Truck repairs and maintenance might be the responsibility of your leasing company, depending on the terms of your lease agreement. But if your agreement states that you’re responsible for maintenance, you’ll likely spend less to maintain the vehicle since you can always get newer rigs, which require less frequent maintenance. In both cases, you’ll save money and time.

Tax deductions

Lease payments can fall under business expenses, potentially offering tax benefits.

What are the challenges of leasing a semi-truck?

No ownership

Technically, the semi-truck doesn’t belong to you. You cannot customize or use it freely as you would your vehicle.

Mileage restrictions

Some lease contracts include mileage limits. These limits can be problematic if you intend to drive long distances often.

Additional costs

For leases with mileage restrictions, exceeding specified limits can result in additional costs. You’ll pay extra for the additional miles. You might also pay extra fees if you return a vehicle in poor condition at the end of a lease term. Also, if you plan to run your business for a while, leasing a semi-truck might cost you more in the long run.

Tricky lease agreements

Lease agreements can be complicated, especially if you’re leasing the truck from your employer. Some may contain clauses that affect your paycheck and health benefits. Always examine and understand your lease contract to ensure you’re okay with its terms before you sign it.

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Benefits of Purchasing a Semi-truck?

Ownership

Purchasing a semi-truck gives you full ownership. It allows you to build equity on the vehicle, sell it, or trade it in later.

No mileage restrictions

Owning means there are no mileage restrictions. You can drive long distances frequently without worrying about exceeding mileage limits and paying extra fees. This gives you the flexibility to run your business on your terms.

Customization

When you own the truck, you can upgrade or modify it to meet your business needs.

Possible tax benefits

You might benefit from tax deductions due to your truck loan depreciation and interest if you finance your truck purchase through commercial vehicle financing institutions like Mission Financial Services,

The Challenges of Purchasing a Semi-Truck

Higher initial costs

Buying a semi-truck is a significant investment. It requires a substantial down payment, which can negatively impact your finances.

Maintenance and depreciation

You’re fully responsible for a truck’s maintenance and repair needs when you own it. Your maintenance costs will likely increase as the truck ages.

Less flexibility

Owning a semi-truck doesn’t allow you to switch to a newer truck with advanced technology every few years. You’ll stay with the same model unless you upgrade it out-of-pocket, trade it in, or sell it.

Key Factors to Consider When Comparing Truck Leasing to Ownership

A few factors should shape your decision when comparing the advantages of leasing vs. owning a semi-truck.

Business Financial Health

Prioritize your financial situation when deciding. If you’re on a tight budget, leasing offers lower upfront costs, but it may be more expensive long-term. Consider leasing initially, then buying once your finances improve.

Ownership is ideal for owner-operators with stable finances, offering long-term benefits despite higher upfront costs.

lease vs buy

Business Flexibility and Adaptability

Adapting to changing market conditions fast is crucial for any business, including fleet management. Leasing provides great flexibility if your trucking operations are bound to change due to evolving market dynamics or other seasonal changes. You can change the size and composition of your fleet according to the changing seasons.

On the contrary, ownership will give you the autonomy to make the most of your business if your trucking operations are steady and predictable.

Frequency of Truck Use

Consider how often you’ll use the truck. Heavy use and high mileage can lead to penalties when leasing, making ownership a better option for frequent use. However, leasing can be more cost-effective if you plan to use the truck less often.

Vehicle Depreciation and Maintenance

Vehicles depreciate about 15% annually for the first 4-5 years. If you buy a truck, this depreciation will lower its resale value, and you may sell it at a loss if you switch careers. With leasing, the leasing company handles depreciation.

Additionally, depending on the lease terms, the leasing company covers most repairs and maintenance, unlike ownership, where you’re responsible for all related costs.

Cash Flow

Leasing allows you to maintain a steady business cash flow because a lease’s monthly payments are often lower than financing a truck purchase. You’ll save money upfront and avoid huge debt, which can interfere with your finances.

Final Thoughts

Choosing between leasing and purchasing a semi-truck depends on your preferences, business needs, finances, and plans.

Leasing offers flexibility, lower costs, and access to newer models, making it ideal for businesses with a tight budget or those needing adaptability. However, if you need control, heavy use, or specialized equipment (which is often unavailable for lease), ownership is the better option.

For owner-operators with a stable business and long-term vehicle needs, purchasing is more economical. Contact Mission Financial Services for affordable commercial vehicle loans to help you get started.

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DOT Medical Card Exemptions

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Certain medical conditions can affect a driver’s ability to operate a commercial vehicle safely, and the Federal Motor Carrier Safety Administration (FMCSA) has outlined specific DOT-disqualifying conditions that require drivers to undergo a physical exam to ensure their fitness.

However, drivers who don’t meet all the medical certification standards may still be eligible for FMCSA exemptions. These exemptions allow individuals with certain medical conditions to continue driving, provided they can demonstrate that their condition doesn’t pose a safety risk.

In this article, we’ll explore who qualifies for these exemptions, how to apply, and what you need to know to maintain your commercial driving privileges.

What Is a DOT Medical Card?

A DOT medical card, also known as a medical examiners’ certificate,  is an official document that shows you’ve passed the mandatory DOT physical exam. It’s proof that you are physically, mentally, and psychologically fit to operate large commercial vehicles across state lines.

The DOT medical card is valid for two years, after which you must undergo another physical examination to confirm your continued fitness to drive and renew the card.

Why Do Drivers Need A DOT Physical Exam?

Commercial drivers are required to take a DOT physical exam to ensure they don’t have any underlying medical conditions that could compromise their ability to safely operate commercial motor vehicles.

This exam is designed to evaluate key aspects of a driver’s health, including vision, hearing, blood pressure, and overall physical fitness, all of which are essential for safe driving.

The exam also helps commercial drivers maintain good health throughout their careers. Regular comprehensive health check-ups can reveal potential medical issues early, allowing drivers to take preventive steps to avoid health decline.

DOT Disqualifying Medical Conditions

Several medical issues can prevent commercial drivers from obtaining or renewing their CDL. Some of the main DOT-disqualifying medical conditions include:

  • Uncontrolled diabetes. Drivers with diabetes who require insulin for management face restrictions or disqualification if their condition is unstable.
  • Uncontrolled high blood pressure. DOT provides specific blood pressure medical requirements for drivers.

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  • Heart conditions. Heart conditions, such as heart failure or chronic artery disease, may disqualify truckers because of the potential risks of driving long hours.
  • Epilepsy. Drivers with a medical history of seizures that affect consciousness or epilepsy are ineligible for a commercial driver’s license.
  • Vision problems. Significantly reduced vision may disqualify drivers from obtaining or renewing their CDL.
  • Hearing loss.  A CMV driver with a severe hearing impairment that reduces their ability to communicate effectively or hear various warning signals while driving is not eligible for a CDL.
  • Mental health disorders. Mental health conditions, like psychosis or severe depression, disqualify potential drivers because of their negative effect on cognitive functions, including decision-making.
  • Substance abuse. History of alcohol and substance use disqualifies aspiring commercial drivers because they cause drowsiness and impair judgment. This includes using Marijuana for medical purposes.
  • Missing or impaired limbs. Some physical limitations can prevent you from getting a medical examiner’s certificate if the condition interferes with how you ought to operate the commercial vehicle.

DOT- Disqualifying Medications

Certain medications can disqualify you from obtaining a CDL if their side effects compromise your ability to drive safely. These medications may impair motor skills, reduce alertness, or affect cognitive function, posing significant risks on the road. Common examples include:

  • Narcotic Pain Medications: Drugs like opioids can cause drowsiness and delayed reaction times.
  • Antidepressants: Some types may lead to sedation or slowed reflexes, depending on the dosage.
  • Sedatives and Hypnotics: Medications prescribed for anxiety or sleep disorders can cause grogginess and impair judgment.
  • Antipsychotic Medications: These can impact coordination, focus, and overall mental clarity.
  • Drowsiness-Inducing Antihistamines: Commonly used for allergies, these can reduce alertness, especially when operating heavy vehicles.

It’s essential to disclose all medications during your DOT physical. Your medical examiner will evaluate their impact and may recommend alternatives if they pose safety concerns.

Exemptions for DOT Disqualifying Medical Conditions

The FMCSA provides medical exemption programs for drivers who don’t meet standard certification requirements, covering conditions such as:

Diabetes

Diabetes patients who need insulin can apply for driver exemptions if they meet particular administrative and medical criteria. Here’s a quick overview of the new requirements all applicants for diabetes exemptions must have.

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Hearing Loss

FMCSA provides a federal hearing exemption application form for drivers who intend to participate in interstate commerce and cannot pass hearing tests during their DOT physical exam.

Visual Impairment

Drivers who’ve failed the vision portion of their DOT physical examination can apply for an exemption if they can demonstrate their vision is stable and have no safety violations in their driving record. Check out FMCSA’s general vision exemption package to learn all the vision exemption criteria you must follow.

Physical Limitations

For physical limitations, such as missing or impaired limbs, drivers must participate in a Skill Performance Evaluation (SPE) certificate program, especially if fitted with a prosthetic device. The program seeks to ensure the CMV driver has the correct prosthetic device and can drive their truck safely.

During the program, you’ll complete several on and off-road activities to demonstrate your skills and obtain an SPE certificate. Here’s everything you need to know about the SPE program.

5 Steps to Obtain a Medical Exemption

If you have any of the conditions mentioned above and would like to apply for medical exemption, follow the steps below:

Step 1: Physical Exam

A DOT-approved medical examiner will assess your health based on FMCSA regulations and identify any medical issues preventing you from passing the exam. If you don’t meet all the requirements, the examiner can note this on the medical certificate.

However, with an exemption for a specific standard, you may still qualify. Once this is confirmed, proceed to submit your exemption application.

Step 2: Submit application

Gather the required documentation and submit your application for exemption as outlined under Subpart C to 49 in FMCSA’s CFR part 381.

Step 3: Public Comment

After the FMCSA accepts your application, it publishes a notice in the Federal Register to invite public comments. This notice includes all related documents, making them part of the public record for review and feedback.

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Step 4: FMCSA Decision

The FMCSA reviews your application and public comments to determine if an exemption would compromise public safety. Once a decision is made, the agency publishes a notice outlining the outcome and any conditions of the exemption.

Step 5: Exemption Renewals

Driver exemptions are valid for two years, and renewing them can take up to 180 days. Start the renewal process well in advance to avoid delays that could result in disqualification or a downgraded CDL. Waiting until the last minute risks interrupting your eligibility for commercial trucking operations.

Conclusion

The FMCSA only grants exemptions for drivers in interstate commerce, as it lacks authority over intrastate operations, which are governed by state regulations.

Exemptions can be revoked if you fail to meet FMCSA’s terms, so staying compliant is essential. This includes completing periodic medical evaluations as required during the two-year exemption period. Keep track of deadlines to remain medically qualified and maintain your commercial driving career.

Ready to kickstart your journey as an independent owner-operator? If you need a financial boost to purchase your first truck, give Mission Financial Services a call. We provide tailored commercial vehicle loans to help you get started quickly and hassle-free.

 

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DOT Physical Exam: A Complete Guide 

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A DOT Physical exam is an essential medical examination for commercial drivers to ensure they are physically and mentally fit to operate large vehicles safely.

Regulated by the Federal Motor Carrier Safety Administration (FMCSA), these exams are crucial for maintaining road safety for drivers and the public.

So what does a DOT physical consist of? In this article, we’ll explore what a DOT physical involves, who needs it, how to prepare, and what could cause a driver to fail.

What Is a DOT Physical?

A Department of Transportation (DOT) physical is a health check that ensures commercial drivers meet the physical and mental demands to operate large vehicles safely. These exams are required by law and assess your physical and mental readiness to drive a commercial motor vehicle.

DOT physicals are regulated by the Federal Motor Carrier Safety Administration (FMCSA). They help protect drivers and the public by reducing risks associated with medical issues behind the wheel. It’s about more than passing—it’s about safety for everyone.

Who Needs a DOT Physical Exam?

You need a DOT physical exam if you:

  • Passenger Transport: If your vehicle is designed to carry more than 15 passengers, or if you’re paid to transport 15 or more passengers, a DOT physical ensures you can safely manage the added responsibility of passenger safety.
  • Heavy Vehicles: Drivers of vehicles with a gross vehicle weight rating (GVWR) or gross combination weight rating (GCWR) exceeding 10,000 pounds in interstate commerce must be medically certified to handle the challenges of operating such large and heavy machinery.
  • Hazardous Materials: If you transport hazardous materials requiring placarding under federal regulations, a DOT physical ensures you are medically qualified to handle the additional risks associated with hazardous cargo.

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What Does This Exam Consist Of?

A DOT physical exam consists of thorough health evaluations to confirm a driver’s fitness for operating commercial vehicles safely. A certified medical examiner will review your medical history and conduct several assessments, including:

  • Physical Examination: Your height, weight, blood pressure, and pulse will be measured, and blood sugar levels may be checked. The examiner will assess your general physical condition, looking for any conditions that might impair your driving ability.
  • Vision Test: Drivers must have at least 20/40 vision in each eye, with or without corrective lenses. Peripheral vision is also evaluated to ensure you can monitor your surroundings effectively.
  • Hearing Test: The ability to detect a forced whisper at 5 feet, with or without a hearing aid, is required. This ensures drivers can respond to important auditory cues.
  • Urine Test: Urinalysis screens for illegal substances and can reveal conditions like diabetes or kidney issues that might need further attention.
  • Blood Pressure Check: Blood pressure must meet FMCSA standards. Untreated or poorly controlled hypertension could result in disqualification or shorter certification periods.
  • Additional Tests: Depending on your medical history or symptoms, the examiner might suggest specialized tests, such as an EKG to monitor heart function or sleep apnea testing for those at risk of fatigue-related conditions.

These evaluations collectively ensure drivers can meet the physical and mental demands of commercial driving, prioritizing safety for both drivers and others on the road.

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How Do I Prepare for a DOT Physical?

Before your scheduled DOT medical exam, you can prepare by gathering all the required documentation and improving your health in different ways. A few steps to take include:

  • Compile your medical history. This includes detailed medical records about any health problems, your past diagnoses, surgeries or procedures, and any medications you might be taking. You can access your medical data through electronic health records. Or, by calling your primary healthcare provider and requesting the info.
  • Prepare Documentation: Gather the necessary forms and documentation in good time. Download the medical examination report forms from the Department of Transportation website, and complete the health history section before your appointment.
  • Avoid Heavy Drinking and Substance Abuse: Alcohol and drug use can impact your test results, particularly in the urine screen and overall health evaluation. Abstain well in advance of your appointment to ensure compliance.
  • Stay Hydrated: Proper hydration is essential for the urine test. Drinking sufficient water before your exam helps ensure accurate results and can prevent delays caused by dehydration.
  • Watch Your Diet: Avoid salty, sugary, or processed foods that can elevate your blood pressure or blood sugar levels. Opt for balanced meals rich in fruits, vegetables, lean proteins, and whole grains in the days leading up to your test.
  • Maintain a Healthy Weight: Obesity can contribute to conditions like hypertension and sleep apnea, which may affect your exam results. Regular exercise and a nutritious diet can help manage weight and improve overall health.
  • Prioritize Sleep: Lack of sleep can elevate stress, blood pressure, and other markers that may negatively impact your test. Aim for at least 7-8 hours of quality sleep the night before your appointment to feel rested and prepared.

What Will Make You Fail a DOT Physical?

The Federal Motor Carrier Safety Administration (FMCSA) has clear guidelines for medical conditions and scenarios that can disqualify someone from passing a DOT physical. Authorities refer to these conditions as DOT disqualifying medical conditions. They are in place to ensure drivers can safely operate commercial vehicles without posing risks to themselves or others. Common disqualifying conditions include:

  • Loss of Consciousness: Any medical issue, such as epilepsy or uncontrolled diabetes, that could cause fainting, seizures, or sudden incapacitation while driving is a serious safety risk.
  • Inadequate Vision or Hearing: Commercial drivers must meet minimum vision (20/40 acuity) and hearing requirements. Conditions like severe cataracts, untreated glaucoma, or significant hearing loss may result in disqualification unless corrected.
  • Compromised Nervous System: Neurological disorders like Parkinson’s disease, multiple sclerosis, or strokes can impair motor skills and reaction times, making it unsafe to drive.
  • Physical Limitations: Conditions such as severe arthritis, amputation (without proper prosthetics), or mobility issues that hinder your ability to steer, brake, or respond quickly in emergencies may lead to disqualification.

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Common DOT-disqualifying medical conditions

  • Uncontrolled high blood pressure. High blood pressure exceeding levels specified by the DOT can lead to medical emergencies that may occur when you’re on the road, placing you at risk of causing fatal road accidents.
  • Severe respiratory issues. The same is true for certain respiratory diseases. Say you’re receiving oxygen therapy. This is disqualifying due to the risk of the oxygen equipment malfunctioning or exploding on the road.
  • Vision and hearing issues that can’t be corrected. Commercial drivers unable to meet the minimum visual acuity and hearing requirements will likely find it challenging to distinguish the colors of traffic signals or respond to changing road situations.
  • Uncontrolled Diabetes and other chronic conditions. Severe diabetes and other chronic illnesses can lead to loss of consciousness, compromising your safety on the road. However, you can pass the tests if you have stable insulin regimens and the situation is controllable. If this is the case, you’ll have to get your treating clinician to fill in the new dot physical Form MCSA – 5870 and take it to your medical examiner with your recent Hemoglobin AIC tests.
  • Alcohol and drug use. Drugs and alcohol induce drowsiness. They might make you lose focus and sleep behind the wheel. You need to pass the drug test to confirm you can stay alert and keep your eyes on the road, especially when hauling goods over long distances.

What Happens After the DOT Physical?

After the DOT physical, your licensed medical examiner will give you the DOT physical exam results and explain the next steps.

You may have to visit other trained medical personnel for further testing, specialized treatment, or paperwork if there’s a medical issue, like obstructive sleep apnea or very high blood pressure, that needs attention. In such a scenario, you’ll qualify for your medical examiner’s certificate once the issue is treated.

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In other cases, you’ll get disqualified and fail to receive medical clearance to continue driving. You can, however, seek re-certification after some time if you resolve the DOT-disqualifying medical condition, or apply for an exemption from FMCSA. Your provider will explain everything you need to know and answer any questions if this happens.

On average, the law requires you to get a DOT physical after every 2 years to remain qualified to operate commercial motor vehicles. But if your medical history reveals a manageable health condition, you’ll need to take the tests more frequently to stay on the road.

Conclusion

A DOT physical examination can be stressful because the outcome can affect your trucking career. But remember, the entire process is mandatory to promote your health and overall road safety.

It’s essential to stay updated on your state’s medical requirements if you’re an intrastate truck driver, as these often differ from federal regulations and may change from time to time.

If you’ve passed your physical exam and are looking to purchase your first truck to begin your career as an owner-operator, reach out to us. We provide customized commercial vehicle loans and can help you get started on the right financial footing.

 

cost per mile

How to Calculate Cost Per Mile for Commercial Trucking 

cost per mile

If you’re an owner-operator or fleet manager, knowing how to calculate cost per mile for commercial trucking is crucial for maintaining profitability. Accurately calculating this metric gives you clear insight into your operating costs, helping you make smarter decisions, prevent losses, and grow your profit margins. Without this knowledge, you risk jeopardizing your business’s financial health.

In this article, we’ll explain why understanding your cost per mile is essential for effective business planning and provide a step-by-step guide on how to calculate it. This information will empower you to keep your cash flow steady and ensure long-term success for your trucking business.

Why It’s Important to Know Your Cost Per Mile

Calculating cost per mile gives you the data you require to plan and manage your business’s finances effectively. Specifically, it helps with the following:

  • Profitability and Pricing: When you understand your cost per mile, you can figure out how much you need to charge to make a profit and set your rates appropriately.
  • Budgeting and Forecasting: Knowing your cost per mile lets you accurately track operating expenses like fuel, meals, and lodging, helping you pinpoint areas to cut costs and save. This insight also allows you to allocate budgets effectively as your business grows, ultimately boosting profit margins.
  • Decision-Making for Fleet Operations: Analyzing cost per mile helps you make informed decisions on load selection, route optimization, and mileage reduction, ensuring that each delivery is profitable and maximizes revenue.

cost per mile 2

Breaking Down Cost Per Mile: What You Need to Know

To calculate your cost per mile, you must understand a few fundamental business metrics. These include:

Fixed costs

Your fixed costs are the unchanging expenses your trucking business incurs each month. These costs remain the same regardless of the number of loads you transport or miles you drive. Common examples include:

  • Truck and insurance payments
  • Truck payments (financing)
  • License plates
  • Rent
  • Salaries
  • Annual permits and licenses

Variable Costs

Unlike fixed costs, variable costs change monthly according to the number of loads and miles driven. The more loads and miles you cover, the higher your variable expenses will be. Some of the most common examples of these costs include:

  • Fuel costs
  • Maintenance costs
  • Utilities
  • Tolls
  • Tires
  • Food
  • Unloading fees
  • Freight-related fees (broker, dispatching services, etc.)
  • Miscellaneous expenses

Miles Driven

There are two types of miles to track when calculating cost per mile – compensated and deadhead or empty miles. Compensated miles are the miles you cover when you’re on your way to make a delivery.

Deadhead or empty miles are the miles traveled after completing delivery, and your truck is empty. You’ll have to track both miles to estimate your per-mile expenditure accurately.

How to Calculate Cost Per Mile

To get your cost per mile, divide your total expenses by the total number of miles driven, i.e.,

Cost per mile = Total expenses ÷ Total miles

Here’s a step-by-step guide showing you how to apply the formula above:

Step 1: Select a time frame for Making Your Calculations

The first step to making reliable cost-per-mile calculations is to choose a time-frame for computation. This will guide your data collection process and minimize confusion.

If you’re working out your cost per mile for the first time, it’s best to pick a shorter time-frame, say a day or week, so you’ll have less data to work with and fewer figures to compute. If not, select an extended period, preferably aligning with how often you track other business metrics. It could be monthly, quarterly, or semi-annually.

cost per mile3

Step 2: Determine Your Fixed Costs

After selecting your time-frame, track fixed expenses within that period by creating a spreadsheet listing each item. Add up these fixed costs for your chosen period to get an accurate total.

Remember that some expenses, like license plates, may be paid annually. If you’re calculating monthly costs, divide any annual expenses by 12. For example, if your yearly license plate fee is $1200, this would equal $100 per month.

Fixed costs provide a stable base for budgeting and financial planning since they remain constant. Accuracy here is key to setting reliable budgets and making precise forecasts.

Finally, review your fixed costs, such as commercial insurance or license fees, each time they renew, as these amounts can vary.

Step 3: Determine Your Variable Costs

After determining your fixed costs, work out your variable costs for the chosen time-frame. Because these costs differ significantly from one month to the next, the best way to record them is to create a column for variable costs on your spreadsheet. Then, use receipts to list all the variable expenses for a given month.

You could also use other tools, such as a fuel cost estimator, to get accurate estimates for your fuel costs if you don’t have all receipts handy. Once you record all variable costs, sum them up to get the month’s total variable expenses.

Track and monitor your variable costs as accurately as possible. It will help you identify ways to improve your business processes, cut costs, and increase revenue.

Following the example above, it’s clear that fuel and broker fees are the highest variable costs. If you introduce fuel efficiency strategies into your trucking business and work to replace brokers with regular clients, you’ll significantly reduce your variable costs and increase your profits.

cost per mile4

Step 4: Track the Total Miles Driven

You cannot calculate the amount you spend per mile without knowing the miles you’ve traveled during the chosen time-frame. Knowing how many compensated and deadhead miles you’ve covered in a month is straightforward if you have electronic logging devices (ELDs), or other software to help you keep track of mileage.

If you don’t have any systems, you can work out your total mileage manually by checking your odometer readings at the start and end of the month. For instance, your odometer may read 70,000 miles at the beginning of the month and 80,000 miles at the end. That means you covered 10,000 miles that month.

Step 5: Calculate Your Cost Per Mile

To work out your cost per mile, add up your total fixed and variable costs. Then, divide the total cost by the number of miles driven.

In our case, the total expenses will be—$2900 + $6530 = $9430 (I.e., the fixed costs under step 2 plus the variable costs under step 3).

The cost per mile is $0.943. That is the total expenses ($9430) ÷ the miles driven under step 4 (10,000).

Conclusion

Calculating cost per mile will help you evaluate your business’s financial health. It can also guide you to the correct business moves and make the most of your career in the trucking industry. You’ll know what to do, where, and how to keep your business costs low and profits high.

For example, when tracking your mileage, you can know the number of deadhead miles you cover and look for ways to minimize them. And because deadheading still uses fuel – the second-largest operating cost of trucking businesses – reducing dead miles will help you reduce fuel consumption, helping you to save and keep more money.

Our guide above will help you get your cost per mile in no time, but if you prefer a simpler method, consider using an online cost-per-mile calculator. For more tips you can follow to ensure your trucking business thrives, visit our blog.

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