Equipment & Fleet Cost Tracker

Know what every machine, truck, and trailer really costs to operate.

The Equipment & Fleet Cost Tracker is an Excel-based asset-rate and job-allocation system for contractors who need to recover the full cost of owned, financed, leased, or rented equipment.

It combines ownership cost, payments, insurance, fuel, maintenance reserves, repair reserves, mileage, mobilization, productive hours, and markup so you can build defensible internal and billable rates instead of guessing.

What this system helps you do

• Set up heavy equipment, vehicles, trailers, small equipment, tools, and rentals
• Compare economic ownership cost with cash ownership cost
• Calculate fuel, maintenance, repair, mileage, and mobilization costs
• Determine internal hourly cost, billable hourly rate, and billable daily rate
• Allocate equipment hours, days, miles, and mobilizations to individual jobs
• Track maintenance spending, due dates, meter intervals, downtime, and service status
• Compare internal equipment cost with suggested customer billing
• Identify underpriced assets and low equipment-recovery margins
• Review utilization and maintenance cost from one dashboard

Included worksheets

• Start Here — setup instructions and color guide
• Jobs — job IDs used for equipment allocation
• Assets — ownership, financing, productive-hour, fuel, maintenance, repair, mileage, and markup assumptions
• Rate Calculator — focused review of one asset's internal and billable rates
• Usage Log — job-level equipment hours, days, miles, mobilizations, internal cost, and suggested billing
• Maintenance Log — service history, cost, next due date, meter interval, status, and downtime
• Job Allocation — equipment cost, billing opportunity, recovery ratio, and alerts by job
• Dashboard — asset utilization, internal cost, suggested billing, and maintenance spending
• Lists — editable asset types, ownership methods, rate methods, usage types, and maintenance statuses

Built for

Excavation, utility, pipeline, concrete, landscaping, trucking, field-service, general contracting, and specialty-trade businesses that own or manage equipment and vehicles.

What you receive

• Downloadable Microsoft Excel workbook (.xlsx)
• Quick Start Guide
• License and use terms
• Sample assets, usage entries, maintenance records, and job allocations

Compatibility

• Designed for Microsoft Excel 2021 and Microsoft 365 desktop
• No macros
• Yellow cells identify user inputs
• Gray cells contain formulas and calculated results
• Color-coded alerts identify low equipment recovery and underpricing

Important

Calculated rates are planning estimates based on the information entered. Compare them with current fuel prices, local rental rates, subcontractor pricing, insurance costs, financing terms, tax treatment, manufacturer guidance, utilization, and maintenance history before using them in customer pricing. This workbook is not accounting, tax, legal, engineering, safety, insurance, or equipment-manufacturer advice.

Single Business License

For use within one business by that business and its employees. This license does not permit resale, public sharing, or distribution to separate businesses, customers, consulting clients, or outside organizations.

This workbook is also included in the Contractor Operations Pro Bundle. Explore all Contractor Operations Systems.

Put the workflow into practice

See how equipment entries fit into the job-cost workflow without counting costs twice. Read how to track contractor job costs from estimate to final bill.