Most fleet owners check their numbers too late. By the time they realize something's wrong, they've already lost money.

The difference between profitable fleets and struggling fleets isn't luck. It's visibility.

Here are the 6 reports every fleet owner should review weekly to stay profitable and catch problems early.

1. Profit Per Truck Report

Total fleet revenue looks good. But which trucks are actually making money?

This report shows:

• Weekly revenue vs. expenses per truck

• Fuel spend, maintenance costs, driver pay

• Net profit margins by unit

Why It Matters

You might discover 2-3 trucks are consistently losing money. Poor route selection. Driver behavior. Bad dispatching.

Tracking profit per truck reveals which assets need attention before they drain more cash.

Fix the underperformers and profitability jumps immediately.

What Good Systems Do

Modern carrier-first TMS platforms break this down automatically. Compare trucks side-by-side. Filter by driver, dispatcher, or lane.

No spreadsheets. No manual calculations. The data's already there.

2. Accounts Receivable Report

Every unbilled load is money waiting to disappear.

This report shows:

• Loads delivered but not invoiced

• Missing documents needed for billing

• Aging days since delivery

• Factoring rejections and disputes

• Reconciliation between loads, factoring, bank, and accounting

Why It Matters

Delayed invoicing kills cash flow. The longer you wait, the harder it is to collect.

Factoring companies reject incomplete paperwork. Missing BOLs, unsigned PODs, unclear rate confirmations. Every rejection delays payment by days or weeks.

A weekly check keeps billing clean and fast.

What Good Systems Do

AI-powered platforms automatically flag loads missing documents. TruckGPT verifies BOLs and PODs against load data before invoices go out.

Your team fixes gaps immediately instead of discovering problems weeks later.

3. Fuel Spend vs. Revenue by Truck

Fuel is your biggest variable cost. Track it weekly or watch margins disappear.

This report shows:

• Total gallons used per truck

• Cost per gallon vs. revenue generated

• MPG trends and idle time (if connected to ELD)

Why It Matters

Two trucks running the same lanes should have similar fuel patterns. If one doesn't, you're looking at waste, fraud, or a maintenance issue.

Maybe a driver idles excessively. Maybe fuel card limits aren't enforced. Maybe the truck needs maintenance.

You can't fix what you don't measure.

What Good Systems Do

Fuel card data syncs with load performance automatically. Calculate fuel ROI per truck, not just fleet-wide averages.

Integration with ELDs and telematics shows exactly where fuel costs are coming from.

4. Driver Settlement and Pay Report

Happy drivers stay. Inaccurate or delayed pay makes them leave.

This report shows:

• All weekly payouts (company drivers and owner-operators)

• Load-based earnings, reimbursements, deductions

• Outstanding settlements

Why It Matters

Pay disputes destroy driver trust. When drivers question their settlements, they start looking elsewhere.

Weekly review ensures transparency. Drivers see exactly what they earned and why. No surprises. No arguments.

It also helps you budget payroll properly and catch errors before they become problems.

What Good Systems Do

Automated driver pay systems tie earnings directly to completed loads. No spreadsheet gymnastics. No manual calculations.

Settlements generate automatically. Drivers access their pay details from their phones. Everyone knows where they stand.

5. Maintenance Report

Maintenance costs quietly destroy profitability until they explode into your budget.

This report shows:

• Maintenance costs by truck and service type

• Scheduled vs. unscheduled repairs

• Repeat service issues across units

• Parts, labor, and downtime impact

Why It Matters

Unexpected repairs ruin weekly margins. Poor maintenance planning leads to preventable breakdowns.

If the same truck keeps going back to the shop, something's wrong. Either the equipment needs replacing or the repairs aren't being done correctly.

Tracking these trends helps you forecast expenses and schedule work smarter.

What Good Systems Do

Log every repair by truck. Categorize the type and frequency. Link costs to dispatch records.

See how maintenance affects performance and profitability. Make informed decisions about when to repair and when to replace.

6. Bank Transaction Report

The most expensive problems don't show up as big charges. They hide in your bank statements.

This report shows:

• Subscription fees for tools, apps, and services

• Recurring toll, factoring, or ELD charges

• Bank and card transaction fees

• Unusual or duplicate deductions

Why It Matters

With multiple cards and accounts, it's easy to lose track of what's being billed.

Old subscriptions you stopped using. Duplicate charges. Services you signed up for and forgot about.

Over time, these quietly drain thousands from your bottom line.

What Good Systems Do

Sync bank and card activity with your accounting view. Flag recurring charges. Show exactly where money is going.

Cut waste. Stay lean. Keep more of what you earn.

Why Weekly Reviews Matter

Monthly reviews come too late. By the time you see last month's numbers, you've already made this month's mistakes.

Weekly reviews let you catch problems while you can still fix them.

Truck losing money? Reassign it this week. Invoice missing documents? Fix it before factoring rejects it. Fuel costs spiking? Investigate now, not next month.

This is how profitable carriers operate. Not reactive. Proactive.

What Stops Most Fleet Owners

It's not that owners don't want visibility. It's that building these reports manually takes hours.

Pulling data from your TMS, accounting software, fuel cards, maintenance logs, and bank statements. Cross-referencing everything. Building spreadsheets.

By the time you finish, the week is over.

That's why modern TMS platforms handle this automatically. The reports are already built. The data syncs in real time. You just review and act.

How Modern TMS Platforms Deliver This

The right system doesn't make you work for your data. It delivers it automatically.

Real-time dashboards show current performance without waiting for reports.

Automated data sync pulls information from fuel cards, ELDs, banks, and factoring companies.

Pre-built reports calculate key metrics automatically: profit per truck, cost per mile, revenue per load.

Exception alerts flag problems before they become expensive: missing documents, overdue invoices, unusual fuel spend.

You spend 10 minutes reviewing instead of 2 hours building reports.

The Real Difference

Fleets that review these 6 reports weekly make better decisions faster.

They catch revenue leakage early. Spot underperforming assets quickly. Keep cash flow healthy. Make data-driven decisions instead of guessing.

Fleets that only check numbers monthly? They're always playing catch-up.

The difference isn't effort. It's systems.

Ready to See Your Weekly Numbers?

Datatruck is the carrier-first TMS that delivers these 6 reports automatically. Our AI-native platform tracks profitability per truck, flags missing invoices, monitors fuel spend, automates driver settlements, logs maintenance costs, and syncs bank transactions in real time. See how carriers are turning weekly reviews into competitive advantages.

Book a free demo and see what your weekly numbers could look like with real-time visibility and automated reporting.