Fuel prices are climbing and transport operators are feeling the impact. While you can’t control the price at the pump, you can control how you track fuel costs. That visibility helps you understand the true cost of each job and respond quickly when margins are under pressure.
Using Xero alongside transport software like MyTrucking helps you track fuel impacts, protect profit margins, and make more informed decisions.
1. Make fuel levies easier to manage
When fuel costs move week to week, manually updating rates across customers and jobs is time consuming and easy to get wrong.
MyTrucking’s Fuel Adjustment Factor (FAF) lets you add a fuel levy or adjustment line to jobs and invoices. This means fuel changes are passed on consistently and transparently. You can keep customers informed while still recovering the extra cost of getting their goods delivered.
By using Xero alongside transport tools like MyTrucking, these FAF lines flow straight through into your invoices. That means less double entry, fewer manual edits, and a lower chance of missing an increase when prices change quickly.
If you do need to adjust the FAF percentage, you can update the rate in your settings and have it applied automatically across jobs. This can be done in seconds and applied consistently.
2. See the real cost of every job
When fuel costs rise, it’s not enough to know what you billed, you also need to understand what it costs to run each job.
In MyTrucking, you can track your subbie costs and use the Cost by Vehicle report to see what’s owed to subcontractors before paying them through Xero. This helps you stay on top of cash flow and know exactly where your money is going.
With job and invoice data flowing between MyTrucking and Xero, time is saved and confidence builds with customers. Things like job attachments (proof of delivery or delivery photos) can flow through to the Xero invoice. You can click straight through from the MyTrucking invoice to the matching one in Xero.
Together, these features give you clearer visibility over both job costs and customer billing, so you can make informed decisions early, not after the pressure builds.
3. Use tracking categories to monitor vehicle performance
Xero’s tracking categories help you see how each part of your operation is performing over time.
MyTrucking can use these to track the revenue generated by each vehicle, then in Xero you can run profit and loss reports to see how those vehicles are performing. You can set up categories for vehicles and link them to MyTrucking jobs, then use Xero reports to compare profit and loss across your fleet.
You can also use MyTrucking’s Calendar Day View to see your schedule to reduce unnecessary running that consumes fuel.
Rising fuel prices are outside your control, but how you track and respond isn’t. Bringing Xero and MyTrucking together gives you one clear view of costs and performance. You can act sooner and protect your bottom line. Explore Xero features in this guide or sign up to a free MyTrucking demo.
