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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 a free receipt

No account required for the PDF receipt tool. Customer records and invoices are available on Pro; costs, payment tracking, and profit reports require Business. Compare plans.

What to record and review

  1. Record the customer, service date, fare, and gratuity on the trip.
  2. Link fuel, tolls, parking, driver pay, and affiliate bills to that same trip.
  3. 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.

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