What Does It Actually Cost to Run a Trucking Company?
The real numbers nobody shows you. Every fixed cost, every variable expense, every surprise fee — from fuel to factoring to the $300 you'll spend on a drug test you forgot about.
The Full Picture at a Glance
Before we break down each line item, here's what a typical owner-operator with one truck spends per month and per year. These are realistic midpoints — your numbers will vary based on miles, equipment, and operation type.
| Expense Category | Monthly (Est.) | Annual (Est.) | % of Revenue |
|---|---|---|---|
| Fuel | $4,500 - $7,000 | $54,000 - $84,000 | 25-35% |
| Truck Payment | $1,500 - $3,000 | $18,000 - $36,000 | 10-18% |
| Insurance | $800 - $2,000 | $9,600 - $24,000 | 5-12% |
| Maintenance & Repairs | $1,000 - $2,500 | $12,000 - $30,000 | 6-15% |
| Tires | $250 - $500 | $3,000 - $6,000 | 2-3% |
| Permits, Fees & Compliance | $200 - $500 | $2,400 - $6,000 | 1-3% |
| Tolls & Scale Fees | $200 - $800 | $2,400 - $9,600 | 1-5% |
| Technology & Subscriptions | $150 - $400 | $1,800 - $4,800 | 1-2% |
| Accounting & Admin | $200 - $500 | $2,400 - $6,000 | 1-3% |
| Personal Expenses on Road | $500 - $1,200 | $6,000 - $14,400 | 3-7% |
| Total Operating Cost | $9,300 - $18,400 | $111,600 - $220,800 | 55-80% |
Fixed Costs (You Pay These No Matter What)
These costs hit your bank account whether you haul zero loads or a hundred. They're the minimum you need to keep a truck legal and on the road.
Truck Payment
$1,500 - $3,000/moIf you finance a used truck ($40K-$80K), expect $1,200-$2,000/month. A new truck ($120K-$180K) runs $2,500-$3,500/month. Lease-purchase deals often look cheaper per month but cost more total because of balloon payments and buyout terms.
Insurance
$800 - $2,000/moFor a new authority with one truck, expect $12,000-$20,000/year for auto liability, cargo, and physical damage combined. This is the second-largest fixed cost after your truck payment — and the one new truckers underestimate most.
Permits, Licenses & Registration
$200 - $500/moThis includes everything the government charges to let you operate. Some are annual, some quarterly — break them down to monthly for budgeting.
Technology & Subscriptions
$150 - $400/moThe stuff that keeps you connected, compliant, and organized.
Variable Costs (Tied to Miles Driven)
These go up or down based on how much you run. They're the costs you have the most control over — and where smart operators find their edge.
Fuel
$0.50 - $0.80/mileYour single largest expense. At 6 MPG and $4.00/gallon diesel, you're spending $0.67 per mile on fuel alone. Run 10,000 miles/month and that's $6,700.
Maintenance & Repairs
$0.10 - $0.25/mileOil changes, filters, belts, brake jobs, electrical issues, and the inevitable breakdown you didn't see coming. Budget $0.15/mile minimum — and put it in a separate account so it's there when you need it.
Tires
$0.03 - $0.05/mileA full set of 18 tires (steer, drive, trailer) runs $5,000-$8,000 and lasts 150K-250K miles on average. That's $3,000-$6,000/year. Don't forget flats, recaps, and blowout costs.
Tolls
$200 - $800/moHighly route-dependent. OTR through the Northeast corridor? $600-$1,000/month easy. Regional in the Midwest? Maybe $100. Get a PrePass or Bestpass transponder — the discounts add up and you skip weigh stations.
Food, Lodging & Personal Expenses
$500 - $1,200/moTruck stop meals, showers, laundry, parking, and the other basics of life on the road. The IRS per diem for OTR drivers is $69/day (2024-2025) — deductible if you're out overnight.
One-Time Startup Costs
If you're starting from scratch, here's what you need before you haul your first load. This is on top of your ongoing operating costs.
| Item | Cost | Notes |
|---|---|---|
| USDOT Number | Free | Apply at FMCSA.gov |
| MC Authority | $300 | FMCSA filing fee |
| LLC Formation | $50 - $500 | Varies by state |
| BOC-3 Filing | $30 - $50 | Process agent designation |
| Insurance Down Payment | $3,000 - $6,000 | 20-30% of annual premium |
| Truck Down Payment | $5,000 - $30,000 | 10-20% for financing |
| IRP Plates | $500 - $3,000 | Based on states you'll operate in |
| HVUT (Form 2290) | $550 | Annual, per truck |
| UCR Registration | $176 | Annual, 1 truck bracket |
| Drug Testing (pre-employment) | $100 - $200 | Required before driving |
| Drug Testing Consortium | $100 - $300 | Annual enrollment |
| ELD Device | $150 - $500 | One-time purchase + monthly |
| Dash Cam | $100 - $400 | Strongly recommended |
| Truck Lettering/Decals | $100 - $500 | FMCSA requires company name + USDOT on truck |
| Safety Equipment | $200 - $500 | Triangles, fire extinguisher, chains, straps |
| Estimated Total Startup | $10,000 - $42,000 (plus truck purchase) | |
Real-World Scenarios: What You Actually Take Home
Theory is one thing. Let's look at three realistic scenarios — what an owner-operator actually takes home after all costs.
Scenario A: Lean Operator
Paid-off truck, low overhead, smart with loadsScenario B: Typical New Authority
Financed truck, new authority rates, learning curveScenario C: Danger Zone
High truck payment, bad loads, no cost controlHow to Reduce Your Operating Costs
You can't control diesel prices or insurance rates. But you can control how efficiently you operate. Here are the highest-impact moves, ranked by potential savings.
- Negotiate Your Truck Payment Saves $3,000 - $12,000/yr
Refinance after 12 months of on-time payments. Shop at least 3 lenders. Even a 1% rate reduction on a $100K loan saves $1,000/year. Or buy a cheaper truck — a $40K truck does the same job as a $140K truck with $24K less in annual payments.
- Optimize Fuel Efficiency Saves $5,000 - $10,000/yr
Slow down to 62-65 mph. Use fuel cards with 5-15 cent/gallon discounts. Plan routes through cheaper fuel states (Missouri, Oklahoma, Mississippi). Check tire pressure weekly. Idle less — APUs or battery-powered HVAC pay for themselves in one season.
- Reduce Deadhead Miles Saves $4,000 - $8,000/yr
Plan return loads before you deliver. Use load boards intelligently. Build direct shipper relationships (no broker cut). Target 85%+ loaded miles. Every empty mile costs you $0.60-$0.80 in fuel with zero revenue.
- Shop Insurance at Renewal Saves $2,000 - $5,000/yr
Don't auto-renew. Get quotes from multiple carriers 60 days before renewal. After your first clean year, you unlock carriers that wouldn't touch you before. Use an independent agent who shops multiple markets. We do this for free.
- Drop Factoring When Possible Saves $4,000 - $10,000/yr
Factoring is a necessary evil when you're starting out, but it's expensive (2-5% of every load). Build a cash reserve, then drop the factor. If you gross $200K, factoring costs $4K-$10K/year. That money goes straight to your pocket once you can self-fund.
- Do Your Own Basic Maintenance Saves $2,000 - $4,000/yr
Oil changes, filters, grease fittings, brake inspections. A shop charges $300-$500 for an oil change you can do for $100 in materials. Learn the basics — you'll catch problems earlier too.
Know Your Numbers. Get the Right Coverage.
Understanding your operating costs is step one. Making sure you're properly insured without overpaying is step two. We've been helping truckers find that balance since day one — give us a call and we'll walk through your situation.