Accounting and Tax Solutions for Transportation Businesses
Being the owner of a transportation business means juggling tight deadlines, unpredictable fuel costs, and a maze of federal and state regulations. From long-haul trucking to local freight services, your financial success depends on accurate accounting, proactive tax planning, and strict compliance with DOT rules. At PJA Associates, P.C, we specialize in supporting transportation companies like yours. With expertise in trucking accounting, DOT compliance, and multi-state tax strategies, we help you stay profitable, audit-ready, and focused on the road ahead.
Why Transportation Accounting Is Unique
Transportation businesses face challenges most industries never encounter. Fuel price volatility, cross-border operations, and complex regulations like IFTA fuel tax reporting or IRP registration demand specialized financial oversight. Cash flow can hinge on delayed freight payments or unexpected maintenance costs, while multi-state payroll and ever-changing tax laws add layers of complexity. Without a partner who understands trucking and logistics, it’s easy to fall behind on compliance, overpay taxes, or lose visibility into your profitability.
We understand the road you’re on. Our team doesn’t just crunch numbers—we focus on the details that keep your fleet moving, from DOT audit defense to optimizing fuel tax credits.
Key Services for Transportation Businesses
Accounting, Bookkeeping, and Financial Management
We handle the financial heavy lifting so you can focus on deliveries:
• Daily bookkeeping with real-time cash flow analysis.
• Financial statement preparation for lenders or investors.
• QuickBooks™ setup and support tailored to trucking workflows.
• Payroll processing with driver wage compliance (e.g., per-mile pay, overtime).
• Fuel tax tracking and reconciliation for IFTA reporting.
• Daily bookkeeping with real-time cash flow analysis.
• Financial statement preparation for lenders or investors.
• QuickBooks™ setup and support tailored to trucking workflows.
• Payroll processing with driver wage compliance (e.g., per-mile pay, overtime).
• Fuel tax tracking and reconciliation for IFTA reporting.
Tax Planning and Compliance
Minimize liabilities and avoid penalties with:
• Multi-state tax planning for interstate operations.
• Heavy Highway Vehicle Use Tax (HVUT) filing.
• Depreciation strategies for fleet upgrades or equipment purchases.
• Audit support for IRS, DOT, or state agency disputes.
• Multi-state tax planning for interstate operations.
• Heavy Highway Vehicle Use Tax (HVUT) filing.
• Depreciation strategies for fleet upgrades or equipment purchases.
• Audit support for IRS, DOT, or state agency disputes.
DOT Compliance and Safety Management
What we do so you can stay audit-ready and avoid costly fines:
• Full DOT/Motor Carrier Authority Setup:
- Obtain federal DOT numbers and Motor Carrier Authority. - File BOC-3 forms (designation of process agent). - Complete Unified Carrier Registration (UCR) and IRP/IFTA permitting.
• Audit Representation:
- Act as your designated safety records office—DOT auditors work directly with us, not your dispatch team. - Maintain all required records (e.g., vehicle inspections, driver logs) to limit audit exposure.
• Driver Qualification Files:
- Create and manage DOT-compliant files for every driver. - Run annual motor vehicle records (MVRs) and track expiring documents (CDLs, medical cards). - Coordinate pre-employment and post-accident drug testing programs.
• Fleet Compliance:
- Track annual vehicle inspections and out-of-service repairs. - Document roadside inspection repairs and maintain defect histories.
• Full DOT/Motor Carrier Authority Setup:
- Obtain federal DOT numbers and Motor Carrier Authority. - File BOC-3 forms (designation of process agent). - Complete Unified Carrier Registration (UCR) and IRP/IFTA permitting.
• Audit Representation:
- Act as your designated safety records office—DOT auditors work directly with us, not your dispatch team. - Maintain all required records (e.g., vehicle inspections, driver logs) to limit audit exposure.
• Driver Qualification Files:
- Create and manage DOT-compliant files for every driver. - Run annual motor vehicle records (MVRs) and track expiring documents (CDLs, medical cards). - Coordinate pre-employment and post-accident drug testing programs.
• Fleet Compliance:
- Track annual vehicle inspections and out-of-service repairs. - Document roadside inspection repairs and maintain defect histories.
New Business Advisory and Growth Support
Launch or scale confidently:
• Incorporation services for trucking companies.
• Fleet financing guidance (lease vs. buy analysis).
• Safety rating optimization to secure better insurance rates.
• Due diligence support for mergers or acquisitions.
• Incorporation services for trucking companies.
• Fleet financing guidance (lease vs. buy analysis).
• Safety rating optimization to secure better insurance rates.
• Due diligence support for mergers or acquisitions.
Understanding Your Goals
Are you expanding routes? Struggling with driver retention? We prioritize your biggest challenges first.
Proactive Updates
Receive alerts for expiring permits, tax deadlines, or cash flow gaps—no surprises.
Scalable Solutions
Start with basic bookkeeping and add services like DOT compliance as you grow.
Take Control of Your Finances Today
Why Work With Us?
We’ve worked with carriers, freight brokers, and logistics firms for years.
Most of our clients avoid fines through proactive recordkeeping.
We tailor our services to fit your needs, whether you’re looking for temporary support or a lasting partnership.
