A load paying $2,200 is not $2,200 of profit. Before you accept it, work out what remains after every cost the trip creates. This guide shows a complete, repeatable method.
Start with all miles, not loaded miles
A trip has loaded miles (with freight) and deadhead miles (empty, to pickup or from delivery). Every mile costs money, so measure everything on total miles.
All-mile rate = gross revenue ÷ (loaded + deadhead miles)
A load paying $2,200 for 500 loaded miles looks like $4.40/mi. With 120 deadhead miles, the all-mile rate is $3.55/mi — that second number is the one to judge.
Variable trip costs
These occur only because the trip runs:
- Fuel — enter the trip total directly, or estimate it from miles, MPG, and fuel price.
- Maintenance reserve — a per-mile amount for tires, repairs, and scheduled maintenance.
- Dispatch fee — a percentage or flat fee, depending on your agreement.
- Factoring fee — if you factor the invoice, its percentage of gross.
- Driver pay — if you run with a hired driver, their pay for the trip.
- Other trip costs — tolls, lumper fees, scales, parking.
Avoid double-counting: if fuel is estimated from price and MPG, do not also add a fuel line. Maintenance reserve is separate from tolls and parking.
Fixed costs and time
Fixed costs (truck payment, insurance) do not disappear because one trip runs, but each trip should carry a share of them. Allocate a reasonable amount per trip — for example, a fixed-cost-per-day rate times the trip's days.
If you know the working hours (driving plus load/unload), divide remaining profit by hours to compare a quick local run against a long-haul load.
A worked example (hypothetical numbers)
| Item | Amount |
|---|---|
| Gross revenue | $2,200.00 |
| Loaded miles / deadhead | 500 / 120 |
| Fuel (620 mi at 6.2 mpg, $3.60/gal) | $360.00 |
| Maintenance reserve ($0.08/mi × 620) | $49.60 |
| Dispatch fee (8% of gross) | $176.00 |
| Other trip costs (tolls, parking) | $100.00 |
| Contribution before fixed costs | $1,514.40 |
| Allocated fixed costs | $200.00 |
| Estimated profit | $1,314.40 |
- All-mile rate: $2,200 ÷ 620 = $3.55/mi
- Profit per mile: $1,314.40 ÷ 620 = $2.12/mi
- Profit per hour (20 working hours): $65.72/hr
- Break-even rate: ($685.60 + $200.00) ÷ 620 = $1.43/mi
Below the break-even rate, the trip loses money after the costs you entered. Above it, the question is whether the time could be spent on something better.
Use the calculator
The Load Profitability Calculator performs this math with your inputs, including optional factoring, driver pay, fixed costs, and an hourly view. Pair it with the Load Comparison Calculator when choosing between offers.
A profitable calculation is a planning estimate, not a guarantee — market changes, breakdowns, and detention can all move the result. But running the numbers before you sign the rate confirmation is the difference between guessing and deciding.
This article is for general education only and is not financial, tax, or legal advice. All figures are hypothetical.