Independent bookkeeping & advisory firm · Serving clients nationwide, remotely
Carriers, 3PLs and fulfillment operators on the Crossroads of America run on miles, gallons, loads and lanes. We keep IFTA and IRP records the way the Indiana DOR audits them, reconcile owner-operator settlements, and set up per-lane and per-load profitability, fleet depreciation, multi-state nexus and county-LIT driver payroll — all in your own QuickBooks file.
IFTA and IRP records, settlements, per-lane profit — in your own QuickBooks file.
Indiana rule: IFTA records are kept four years, and without adequate ones the DOR cuts reported miles per gallon to 4.0 or by 20% and disallows fuel credits lacking receipts; trip records and receipts tie to the books quarterly. Source: Indiana DOR audit tips.
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If your file needs our paid diagnostic first, its fee is credited in full against the cleanup. Either way, you get a fixed fee in writing before any work starts.
Indiana logistics accounting from TechBrot shows the profit of each lane, load, customer and truck for carriers, 3PLs and fulfillment operators, in your own QuickBooks file, for a monthly fee of $500–$2,500+/mo. IFTA and IRP trip records and fuel receipts are kept four years and tie to the books each quarter, the way the Indiana DOR audits them.
They took something that felt overwhelming to me as a first-year business owner and made it simple.
What stood out the most was TechBrot Inc’s attention to detail.
Busy-looking fleets bleed margin when these go unmanaged. Knowing which one you’re in tells us where to start.
Revenue and cost land in one company-wide bucket, so you can’t see which lanes, customers, or trucks make money and which run at a loss once fuel and maintenance are counted. The fix is per-lane and per-customer profitability with fuel, driver pay, tolls, and maintenance tracked to each unit — so you bid and accept freight from real margin, not a hunch.
Goods crossing state lines create sales-tax nexus in other states, and motor carriers owe IFTA reconciled to fuel and mileage — both easy to miss when you’re focused on dispatch. Mishandle them and you face back assessments. The fix is nexus visibility by delivery and warehouse footprint plus IFTA-ready fuel and mileage records inside your QuickBooks workflow.
Owner-operators misclassified, driver county-LIT withholding wrong, and fleet depreciation not set means both labor cost and asset cost are off — and so is taxable income. The fix is clean W-2 vs. 1099 treatment, county-LIT codes mapped per driver, and a fixed-asset schedule for tractors, trailers, and equipment so the books reflect reality.
Every engagement is scoped to your lanes and fleet, delivered in your own QuickBooks file by your TechBrot team, with every close reviewed by a Certified QuickBooks ProAdvisor.
Revenue and cost — fuel, driver pay, tolls, maintenance — tracked to each lane, customer, and truck, so you know which freight actually pays.
Indiana QuickBooks setupA fixed-asset schedule for tractors, trailers, forklifts, and equipment, with depreciation set so asset cost and taxable income are accurate.
Indiana monthly bookkeepingFuel and mileage records reconciled and kept IFTA-ready, so the quarterly fuel-tax filing ties to the books. We prepare the records; we don’t file the IFTA return as agent.
Indiana bookkeepingW-2 driver and dock payroll mapped to each worker’s county-of-residence LIT rate, withheld via Form WH-4, plus clean owner-operator and contractor 1099 handling.
County income tax helpDelivery and warehouse footprint tracked so multi-state nexus is visible, with Indiana’s clean 7% rate configured at home.
Indiana sales tax helpRebuild per-lane costing from messy books, reclassify fuel and maintenance, fix 1099 and depreciation, and reconcile to a known-good baseline.
Indiana cleanupTrip records with dates, origin and destination, routes, odometer readings and miles by jurisdiction; a quarterly summary per vehicle; every tax-paid gallon matched to a receipt or transaction listing — kept four years for IFTA and across the current and three prior registration years for IRP.
Indiana monthly bookkeepingEach settlement rebuilt in the books — gross load revenue, the carrier’s share, fuel advances, escrow and chargebacks — so the statement, the payment and the year-end 1099 agree.
Indiana bookkeepingRevenue and direct cost tagged to each load and each truck, with deadhead, detention and fuel surcharge visible, so you see which loads paid and which only kept the truck moving.
Trucking bookkeepingRunning a different TMS or ELD? If it exports to QuickBooks, we can work with it. Ask on a call.
Every Indiana logistics engagement follows the same four-phase rhythm — books accurate first, lane profit visibility second, advisory third.
A 30-minute call to map your lanes, fleet, customers, how you pay drivers, and your nexus and IFTA footprint. No pitch.
Configure per-lane and per-truck costing and the fixed-asset schedule, plus a cleanup to reclassify fuel, maintenance, and 1099s where needed.
Monthly reconciliation with per-lane reporting, fleet depreciation, IFTA-ready fuel and mileage records, and county-LIT payroll cadence.
Per-lane profitability reporting and, as you grow, rate, capacity, and cash-flow advisory.
Once every lane and truck shows real profit, the question shifts from “are the books right?” to “which freight should we chase, and at what rate?” Which lanes carry margin, when fuel surcharges need adjusting, how deadhead and detention erode a load, whether adding a truck pencils out — the decisions that separate Indiana carriers who grow from those who run hard for nothing.
That’s where logistics advisory comes in: a QuickBooks ProAdvisor who knows your lane data turning it into rate strategy, capacity planning, and cash-flow forecasting. As automation handles routine entry, this judgment layer is where carriers find their edge. Explore fractional CFO & advisory
Checked against Indiana DOR Motor Carrier Services and the Indiana DOR.
Every engagement runs on three roles: a client advisor who scopes it and stays your point of contact, a senior bookkeeper who prepares your setup and monthly close in your software, and a Certified QuickBooks ProAdvisor who reviews every close before it reaches you. A U.S.-based bookkeeper is available on request; we can share their public directory profile with you.
Senior bookkeepers who specialize in rental portfolios and Xero, and specialist partner practices for trust accounting for law firms and CFO advisory. We bring the right one onto your engagement when your business calls for it, under the same standards and review.
The clean 7% Indiana setup configured and multi-state nexus tracked where your goods move, so returns reconcile.
The engagementThe 92-county LIT withholding matrix set up so each driver’s county rate applies and payroll reconciles.
The engagementHow TechBrot builds books for carriers and 3PLs nationally — scoped for Indiana on the call.
The engagementSee how TechBrot tailors accounting to the way your industry runs in Indiana.
The engagementNot sure where your file stands? Start with the free QuickBooks file review · how Indiana compares: state-by-state tax quirks.
Carriers, 3PLs, and fulfillment operators run on the profit of each lane, customer, and truck — not a company-wide P&L — with fuel, equipment, fleet depreciation, and owner-operator 1099s that standard bookkeeping can’t handle. Indiana is the Crossroads of America, so goods cross state lines constantly, adding multi-state sales-tax nexus and IFTA fuel-tax coordination. We build per-lane profitability, depreciation, IFTA-ready records, and nexus tracking into your QuickBooks file so the numbers are real and CPA-ready.
Yes. We configure costing so revenue and cost — fuel, driver pay, tolls, maintenance — track to each lane, customer, and truck, giving you real per-unit profitability instead of a company-wide average. For carriers and 3PLs in the FedEx Indianapolis hub corridor, that’s what lets you bid and accept freight from real margin and drop the lanes that quietly lose money.
Indiana’s own sales tax is a clean 7% with no local add-ons, but once you deliver or warehouse goods in other states you can create sales-tax nexus there under their rules. We track your delivery and warehouse footprint so nexus is visible, configure the Indiana rate at home, and coordinate the multi-state posture with your CPA. We prepare the records; we don’t file the out-of-state or sales-tax returns as agent.
Yes — we keep fuel and mileage records reconciled and IFTA-ready so the quarterly International Fuel Tax Agreement filing ties to the books, and we coordinate the posture with your CPA. We prepare the records and the reconciliation; we do not file the IFTA return as agent. That keeps fuel cost accurate per truck and the filing defensible.
We run clean W-2 driver and dock payroll with the correct county local income tax (LIT) withheld for each worker’s county of residence on January 1 via Form WH-4, and handle owner-operator and contractor 1099s correctly so classification holds up. Fleet depreciation on tractors, trailers, and equipment is set so asset cost and taxable income are right. Full payroll runs through our global payroll service. TechBrot does not prepare or file tax returns; we work with your CPA or EA.
The Indiana Department of Revenue’s Motor Carrier Services audit guidance lists them. Trip records show the beginning and ending dates of each trip, the origin and destination, the routes, odometer readings and the distance traveled in each jurisdiction. You keep a quarterly summary for each vehicle listing distance and fuel by jurisdiction, and proof of purchase — a receipt, invoice or transaction listing — for every gallon you claim as tax-paid. IFTA records are kept four years from the due date or filing date of the return, whichever is later; IRP distance records cover the current registration year and the three before it. When records fall short, the DOR reduces your miles per gallon to 4.0 or by 20%, disallows tax-paid gallons without a receipt, and on an IRP audit assesses 20% of the apportionable fees for the year audited. We tie the ELD miles and fuel-card data to the books every quarter and file the summary with its source records, so an audit request is a download, not a reconstruction.
Each settlement is rebuilt in the books rather than posted as one net payment: gross revenue for each load, the carrier’s percentage or fee, fuel advances, escrow deductions and chargebacks such as insurance or plates. That way the settlement statement, the payment and the year-end 1099 all agree, and the cost of each load is visible for per-load profitability. Whether a driver is properly an owner-operator or an employee is a legal and tax determination your CPA or counsel confirms; the books keep the record that supports it.
With a cleanup. We reclassify fuel, maintenance, and lane costs, rebuild per-lane and per-truck costing, fix 1099 and depreciation treatment, reconcile IFTA-ready fuel and mileage records, and reconcile to a known-good baseline — then transition into accurate monthly bookkeeping with per-lane reporting. Prefer to talk first? Call (877) 751-5575 and a client advisor will scope it with you.
Tell us how the business runs and where the books break. We’ll tell you which engagement fits your industry.
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