--- title: "Accounting software setup & migration for trucking & logistics companies" description: "Accounting software setup & migration for trucking & logistics companies: quickBooks, Xero, Zoho Books and Sage setup, plus migration from Bench, Wave." url: https://ledgerbpo.com/industries/trucking/accounting-software-setup/ updated: 2026-09-11 publisher: LedgerBPO (SS Support Network LLC) language: en-US --- # Accounting software setup & migration for trucking & logistics companies QuickBooks setup for trucking & logistics companies, or a Xero setup for carriers outside the US, decides whether the books can ever show cost per mile by truck and factoring cost as its own line. LedgerBPO designs the chart of accounts around freight revenue, accessorials, brokerage revenue and purchased transportation, with expense accounts for fuel, maintenance, tires, tolls, permits, insurance, driver pay, settlements and factoring fees. - Since 2020 - US · UK · CA · AU - Named accountant plus backup - Your software, no lock-in [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Updated September 2026 ## How it runs for trucking and logistics companies Each tractor becomes a class or tracking category, the TMS export is mapped to the accounts, fuel-card and factoring reports are set up for import, and bank feeds, Bill.com and payroll are connected with read-only access. Opening balances, equipment schedules and loan balances are migrated at a clean cut-over and the posting rules are written down. ## What is accounting software setup and migration? Accounting software setup is the configuration of a new ledger: chart of accounts, tax codes, bank feeds, items, users and apps. Migration is moving existing books from another platform or spreadsheet into that ledger so history, open items and balances carry across. Both end with a file that agrees to the old records and is ready for live posting. ## What we handle for trucking and logistics companies - Chart of accounts built around freight, accessorials, brokerage and purchased transportation - Class or tracking category per tractor and trailer, mapped to TMS and fuel-card unit codes - TMS delivered-load export, factoring reports and fuel-card statements mapped and tested - Bank feeds, Bill.com, Gusto or ADP and processor connections configured with read-only access - Equipment, loan and prepaid insurance schedules migrated and reconciled, with posting rules handed over ## The KPI that matters here First month-end posted from TMS, factoring and fuel-card exports without manual rework, and opening balances agreed to the prior system. ## Trucking compliance notes ### FMCSA and federal filings Operating authority, USDOT registration, the Unified Carrier Registration fee, IRP apportioned plates and the annual Form 2290 heavy vehicle use tax (due August 31 for most fleets) each carry a cost and a date. We keep those dates on the close calendar, record the fees against the right units and keep insurance certificates and down payments tracked. Filing stays with you or your compliance service. ### IFTA fuel tax Each quarter, miles by jurisdiction from the ELD and gallons by jurisdiction from fuel-card statements are compiled into IFTA workpapers, with the net tax due or refund calculated per state. The ledger fuel account is reconciled to the same gallons so the return and the books agree. You or your permit service submits the return. ### Factoring agreements Recourse and non-recourse factoring agreements set the advance rate, the fee schedule and when chargebacks apply. We record advances as a liability or as AR sold depending on the agreement, show fees as finance cost and reconcile the reserve account monthly so you can see what the factor is holding. We do not negotiate the agreement. ### Driver settlements and worker classification Owner-operators under lease are paid on settlement statements with deductions the lease must list, and receive a 1099 at year end; company drivers are W-2 employees with per diem treated under IRS transportation-industry rules. We prepare settlements and payroll journals from the agreements you provide and flag classification questions for your counsel. We do not decide who is a contractor. ## Trucking software we work in - [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/) - [Xero](https://ledgerbpo.com/software/xero/) - [Gusto](https://ledgerbpo.com/software/gusto/) - [Bill.com](https://ledgerbpo.com/software/bill-com/) - TMS exports (McLeod, Trimble TMW, Tailwind, Truckstop) - Motive and Samsara ELD reports - Factoring portals (RTS, OTR Solutions, TAFS, Triumph) - Fuel cards (WEX, EFS, Comdata) - [All 50 platforms](https://ledgerbpo.com/software/) ## More for trucking and logistics companies Other services for trucking - [Bookkeeping](https://ledgerbpo.com/industries/trucking/bookkeeping/) - [Invoicing and billing](https://ledgerbpo.com/industries/trucking/invoicing-and-billing/) - [Accounts receivable](https://ledgerbpo.com/industries/trucking/accounts-receivable/) - [Accounts payable](https://ledgerbpo.com/industries/trucking/accounts-payable/) - [Bank reconciliation](https://ledgerbpo.com/industries/trucking/bank-reconciliation/) - [Month-end close](https://ledgerbpo.com/industries/trucking/month-end-close/) - [All trucking services](https://ledgerbpo.com/industries/trucking/) Software setup and migration in other industries - [Marketing agencies & consultancies](https://ledgerbpo.com/industries/agencies/accounting-software-setup/) - [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/accounting-software-setup/) - [Behavioral health practices](https://ledgerbpo.com/industries/behavioral-health/accounting-software-setup/) - [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/accounting-software-setup/) - [The full software setup and migration page](https://ledgerbpo.com/services/accounting-software-setup/) ## Frequently asked questions ### Should a trucking company use QuickBooks Online or Xero? QuickBooks Online suits most US carriers, with classes for units and a large ecosystem of TMS and fuel-card connectors. Xero is common for carriers in Canada, the UK and Australia and handles tracking categories per unit well. We work in both and recommend based on where you operate, your TMS and your reporting needs. The accounting software setup service page compares them. ### Can our TMS post directly to the accounting system? Many TMS platforms, including McLeod, Trimble TMW, Tailwind and Truckstop, offer an accounting export or integration that can be mapped to your chart of accounts. We build and test the mapping so revenue, accessorials, purchased transportation and AR land in the right accounts, then run a parallel month to prove it. Load-level detail stays in the TMS. ### How long does a trucking setup or migration take? A straightforward QuickBooks Online setup with TMS, factoring and fuel-card mapping is usually completed within a few weeks, timed to a month or quarter end for clean opening balances. Carriers with a brokerage arm or several entities take longer and are planned in phases. We quote after reviewing your current records, TMS and reporting needs. Next step ## Books closed. Invoices paid. Every month. Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close. - Reply from a named person within 1 business day - No setup fee, month-to-month - Your software, your data, no lock-in Start with a custom quote [Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours. --- Source: https://ledgerbpo.com/industries/trucking/accounting-software-setup/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt