Guide
Toll and scale costs: track them per load, then per mile
Tolls are small on any one trip. They are also the line that gets rounded into "other" and never looked at again.
In short
- Log each toll and scale fee against the load number, not just the card statement.
- Divide by all miles to get a cost per mile you can add to your rate math.
- To compare a toll route with a free one, price the extra miles at your variable cost per mile and compare the dollars.
- Time is a third factor. Add your own value for it. We do not guess one.
Hook. In the example, a $38 toll saves 22 miles. Those 22 miles cost $13.64 at an invented $0.62 variable cost. The toll route costs $24.36 more, before time.
Small charges, one place
Our cost per mile tool has a line for tolls, permits and fees. This guide shows how to fill it from real receipts instead of a guess.
The figure compares two routes for the same load. The red bar is the toll. The green bar is the cost of the extra miles you drive to avoid it. The shorter bar is the cheaper route in dollars.
Dollars are only part of it. A longer route also costs hours. If your hour is worth more than the gap, take the toll.
Track it in five steps
Log by load
Write the toll or scale fee against the load number when you pay it.
Keep the receipt
Photo of the ticket or the statement line. Cash tolls need a photo.
Sum by month
Total tolls and scales for the month, from the log, not memory.
Divide by all miles
Month total / all miles. Add it to your cost per mile.
Compare routes
Toll vs extra miles at your variable cost, then add the value of your time.
What to log for each trip
| Load | All miles | Tolls and scales | Per mile |
|---|---|---|---|
| Load A | 480 | $42 | $0.087 |
| Load B | 310 | $0 | $0.000 |
| Load C | 620 | $96 | $0.155 |
| Load D | 150 | $18 | $0.120 |
| Load E | 540 | $31 | $0.057 |
| All five | 2,100 | $187 | $0.089 |
Keep the log boring. One row per charge: date, load number, type, amount, photo. At month end the total feeds your cost per mile and, if your rate con permits it, your pass-through billing. If tolls are meant to be in the line haul, the log still tells you how much of the rate they eat.
Worked example EXAMPLE VALUES
Example data. Invented route choice: the toll route is 410 miles with $38 in tolls. The free route is 432 miles with none. Variable cost per mile (fuel and tires) is invented at $0.62.
| Step | Result |
|---|---|
| Extra miles on the free route | 22 |
| Cost of extra miles, 22 x $0.62 | $13.64 |
| Toll on the other route | $38 |
| Toll route minus free route | $24.36 |
So on dollars alone the free route is cheaper by $24.36. If the free route adds 35 minutes and you value that time above that, the toll wins. The method lets you decide with numbers.
The log table above gives $0.089 a mile across five invented loads. Add it to your cost per mile and your minimum rate rises by that much.
Where it goes wrong
- Using the card statement only. It shows the amount, not the load. You cannot bill a pass-through you cannot match.
- Ignoring scale fees. They are small, they repeat, and they belong in the same log.
- Pricing extra miles at full cost. Insurance and payments do not rise with 22 more miles. Use variable cost for this comparison.
- Forgetting time. The cheapest route in dollars can be the most expensive in hours.
The formulas
A positive number means the toll route costs more in dollars.
Your numbers decide
The numbers are invented. Whether a toll can be billed back depends on your rate con. Check your contract. Variable cost per mile is yours to measure.
We do not give legal, tax or financial advice. Your contracts come first.
Questions
Can I bill tolls to the broker?
Only if the rate con says so. Ask before you book. If it is not written, assume it is in the line haul.
What is variable cost per mile?
The costs that rise with each mile, like fuel and tires. Fixed items like insurance do not.
Do I log scale fees separately?
You can log them in one place with tolls, with a column for type.
How often should I update it?
Monthly, when you close the books.
Related: true revenue per mile, deadhead miles, month end close, minimum rate floor, load profit tool, all guides.
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