Limo expense tracking: driver costs, receipts and unpaid balances

Track driver pay, fuel, tolls and affiliate bills against each limo trip. Keep trip profit separate from what the customer still owes.

A completed ride can have three different outcomes: revenue earned, money collected, and profit after costs. Record the fare and gratuity with the trip, attach driver and affiliate costs, and apply customer payments to the outstanding balance.

Create invoice

Create a free PDF invoice without an account. In the accounting workspace, Pro includes Daytime, customer records and managed invoices; Business adds costs, payment records and profit reports. Compare workspace plans. For the standalone generator, see invoice plans and availability.

What to record and review

Record the customer, service date, fare, and gratuity on the trip.
Link fuel, tolls, parking, driver pay, and affiliate bills to that same trip.
Review unpaid customer balances separately from trip profit before closing the job.

Worked example

Illustrative trip: $600 fare plus $90 gratuity gives $690 revenue. A $200 customer payment leaves $490 outstanding. If all trip costs total $360, profit before overhead is $330, regardless of when the remaining customer payment arrives.

Illustrative figures, not a quote or an industry benchmark.

How should I record gratuity paid to the driver?

Include gratuity received in trip revenue and any gratuity passed to the driver in trip costs. If driver pay already includes that gratuity, do not add it again.

Related tools and guides

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