How Do I Set Up Quickbooks For My Trucking Company?

Starting a trucking business is a big undertaking, and it’s important to have a solid foundation in place to help you manage your finances and keep track of your income and expenses. Bookkeeping for truckers is important because by keeping accurate records, you can make informed decisions about how to allocate your resources, set prices for your services, and plan for the future.

Bookkeeping also helps you stay on top of your tax obligations. Trucking businesses often have complex tax rules to navigate, and proper bookkeeping can help you stay compliant and avoid costly mistakes. When you keep good records, you’ll have the information you need to accurately report your income and expenses on your tax return, which can help you save money on your tax bill.

It is also crucial for tracking your business performance. By analyzing your financial data, you can identify areas of your business that are performing well and areas that need improvement. This can help you make informed decisions about how to grow and expand your business.

Related: Bookkeeping for Truckers – A How-To Guide

QuickBooks is a popular software program that can help you do just that. In this article, we’ll walk you through the steps of setting up QuickBooks for your trucking company.

  1. Choose the right version of QuickBooks. There are several different versions of QuickBooks available, including QuickBooks Online, QuickBooks Self-Employed, QuickBooks Desktop, and QuickBooks Enterprise. The version you choose will depend on the size and needs of your business. If you’re just starting out and don’t have many employees or contractors, QuickBooks Self-Employed or QuickBooks Online might be the best fit. These versions are designed for solopreneurs and small businesses and offer basic accounting features, such as invoicing, expense tracking, and tax preparation.

Related: What Is QuickBooks & What Does It Do?

  1. Set up your company file. When you first open QuickBooks, you’ll be prompted to create a new company file. This is where you’ll enter your business name, address, and other basic information. You’ll also need to choose a chart of accounts, which is a list of all the financial categories you’ll use to track your income and expenses. QuickBooks comes with a default chart of accounts, but you can customize it to fit your business needs.
  1. Add your customers and vendors. In QuickBooks, you’ll need to create a list of all the customers and vendors you work with. This includes your trucking clients, as well as any suppliers or service providers you use. To add a customer or vendor, go to the “Customers” or “Vendors” tab and click “New.” Then, enter the relevant information, such as the company name, contact information, and any notes you want to include.
  1. Set up your trucking accounts. In QuickBooks, you’ll need to create separate accounts for your trucking income and expenses. To do this, go to the “Lists” menu and click “Chart of Accounts.” Then, click the “New” button and select “Income” or “Expense” as the account type. You’ll need to create an income account for each type of trucking service you offer, as well as separate expense accounts for things like fuel, maintenance, and insurance.
  1. Enter your trucking income and expenses. Once you’ve set up your accounts, you’ll need to start tracking your income and expenses. To do this, go to the “Banking” tab and click “Make Deposits” to enter your trucking income. You’ll need to select the appropriate income account, enter the amount of the deposit, and specify the date and any relevant details. To enter an expense, go to the “Banking” tab and click “Write Checks.” You’ll need to select the appropriate expense account, enter the amount of the check, and specify the date and any relevant details.
  1. Set up your invoices and bills. If you want to track your invoices and bills in QuickBooks, you’ll need to set up the appropriate accounts. To do this, go to the “Lists” menu and click “Chart of Accounts.” Then, click the “New” button and select “Accounts Receivable” or “Accounts Payable” as the account type. Once you’ve set up your accounts, you can create invoices and bills by going to the “Customers” or “Vendors” tab and clicking “Create Invoices” or “Enter Bills.”
  1. Run reports. QuickBooks can generate a variety of reports to help you track your business performance. To access these reports, go to the “Reports” tab and select the type of report you want to view. Some common reports for trucking businesses include the profit and loss statement, which shows your income and expenses over a specific period of time, and the balance sheet, which shows your assets, liabilities, and equity. You can also create custom reports by selecting “Customize Report” from the “Reports” menu.
  1. Connect your bank accounts. If you want to track your bank transactions in QuickBooks, you’ll need to connect your bank accounts to the software. To do this, go to the “Banking” tab and click “Add Account.” You’ll need to enter your login information for your bank’s online banking platform, and QuickBooks will automatically import your transactions. This can save you time and help you keep your records up to date.
  1. Consider hiring a bookkeeper or accountant. While QuickBooks is a powerful tool for managing your finances, it can be overwhelming if you’re not familiar with accounting principles. If you’re not comfortable setting up QuickBooks on your own, or if you don’t have the time to manage your finances, consider hiring a bookkeeper or accountant to help you. They can handle the more technical aspects of setting up QuickBooks and ensure that your records are accurate and up to date.

Related: Why Should You Use K9 Bookkeeping?

QuickBooks is a great and useful tool for trucking businesses looking to manage their finances and track their income and expenses. By following the steps outlined above, you can set up QuickBooks and start using it to help grow and manage your business. Whether you’re just starting out or you’re looking to streamline your accounting processes, QuickBooks can help you stay organized and on top of your finances.

We’re happy you found this article informative! Go back to our blog page to find more tips, tricks and guidance on bookkeeping, to ensure your business is financially sound and ready to grow to the next level.

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