Small fleet cost-per-mile calculator
Run 2 or more trucks or vans? Enter each vehicle’s yearly miles and costs to find your real cost per mile, split into fixed and variable, and what to charge per mile to cover it.
Why cost per mile matters
Fixed costs like insurance, registration and depreciation don’t change much with miles, so a truck that sits costs more per mile. Variable costs like fuel, tires and repairs rise with every mile. Knowing both helps you price jobs, set delivery fees and decide when a vehicle should be replaced.
The tax side for fleets
- With 5 or more vehicles used for business at the same time, you can’t use the standard mileage rate. Deduct actual expenses for each vehicle.
- Heavy trucks and vans may qualify for a big year-one write-off. Check each one with the Section 179 vehicle checker.
- Keep a log for every vehicle: miles, fuel, repairs and who drove it. Personal use of a company vehicle by an employee can be taxable pay.
Adding drivers?
Driver pay is often the biggest cost per mile. Compare hiring with using contractors in the contractor vs. employee cost calculator and see the full cost of a hire in the payroll cost calculator.
Tools for running a small fleet
- Motive: fleet GPS, ELD and AI dashcams for 2 or more trucks; helps track idle time and miles per vehicle.
- Gusto: payroll for drivers you hire, including CT and NC withholding.
- Dash cams for fleets on Amazon and tire pressure gauges on Amazon.
Some links in this box are affiliate or referral links, or will be once those programs approve us. If you buy through one, Enhance Finance may earn a commission at no extra cost to you. We pick tools for how well they serve clients, not for what they pay. As an Amazon Associate, Enhance Finance earns from qualifying purchases. The Gusto link is a referral link. Links open search or home pages; compare options and prices yourself.
Frequently asked questions
How do I calculate cost per mile for a truck?
Add up a year of fuel, maintenance, tires, insurance, registration and depreciation or lease cost, then divide by the miles driven that year.
Can a small fleet use the IRS standard mileage rate?
Not if you use 5 or more vehicles for business at the same time. Then you deduct actual expenses for each vehicle. With 4 or fewer, each vehicle can use the standard rate if it otherwise qualifies.
What should I charge per mile?
Divide your cost per mile by 1 minus your target margin. At $0.66 a mile and a 20% margin, that’s about $0.83 a mile, before driver pay if you didn’t include it.
Is the IRS rate a good benchmark for my costs?
Only roughly. The 2026 rate of 76 cents a mile (July–Dec.) is an average for cars. Trucks and vans often cost more, so price from your own numbers.
Sources (Checked November 2026)
Educational only. This is not tax or legal advice, and it is not investment advice. Tax rules change and every situation is different, so check the IRS (irs.gov), CT DRS (portal.ct.gov/drs) or NCDOR (ncdor.gov) and talk with a tax professional before you buy or file.
Want help pricing jobs or planning your next truck?
Or call (475) 242-7941.
Enhance Finance LLC · Andrew Nocera, Tax Preparer & Small-Business Finance Consultant. Serving all of Connecticut, and North Carolina clients remotely.
Not tax, legal or investment advice. Figures are estimates for education. Checked November 2026.