Load Profitability Calculator
Know if a load is worth taking before you commit. Calculate your true profit after fuel, deadhead miles, operating costs, and fees. Stop taking loads that lose money.
By Small Fleet HQ | Published
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Why Every Owner-Operator Needs to Calculate Load Profitability
The difference between a profitable trucking business and one that struggles often comes down to one skill: knowing which loads to take and which to walk away from. A load that looks good on the surface can quickly become a money-loser when you factor in deadhead miles, fuel costs, and the time you spend waiting at shippers.
The "Rate Per Mile" Trap
Many carriers make the mistake of evaluating loads based solely on the rate per loaded mile. A $2,500 load going 1,000 miles sounds like $2.50/mile, which seems decent. But if you have to deadhead 200 miles to pick it up, your actual rate per total mile drops to $2.08/mile.
That 200-mile deadhead also costs you fuel, tire wear, and time. At 6.5 MPG and $3.50/gallon, those empty miles cost you over $100 in fuel alone before you even pick up the load. Your operating costs (maintenance, insurance, permits) keep running whether you are loaded or empty.
This is why successful owner-operators always calculate their revenue per total mile, not just loaded mile. The difference can be the margin between profit and loss.
How Deadhead Miles Kill Your Profit
Deadhead miles are the silent profit killer in trucking. Every empty mile you drive costs you money without generating any revenue. A healthy deadhead ratio is under 15% of total miles.
Here is the math: If your truck costs $1.30/mile to operate (fuel + fixed costs), a 100-mile deadhead costs you $130 plus the opportunity cost of that time. Over a year, even averaging just 75 extra deadhead miles per load on 100 loads adds up to $9,750 in costs with zero revenue.
Smart carriers either negotiate for deadhead pay, factor it into their minimum acceptable rate, or use load boards to find backhauls that minimize empty miles. The best option depends on your lanes and the current market.
Understanding Your True Operating Costs
Your operating costs fall into two categories: fuel (variable, based on miles driven) and fixed costs (insurance, truck payments, permits, maintenance reserves). Both need to be covered by every load you haul.
For an owner-operator running under their own authority, typical fixed costs run $0.70-$0.80 per mile. Add in fuel at $0.50-$0.60/mile (depending on MPG and fuel prices), and total operating costs land around $1.25-$1.40 per mile.
If you are leased to a carrier, your fixed costs are lower (no authority maintenance, often reduced insurance responsibility) but the carrier takes a percentage of revenue. Leased operators typically see operating costs around $1.00/mile including their fuel costs.
Small fleet owners must also factor in driver pay, which adds $0.50-$0.65/mile depending on your compensation structure. This significantly changes the profitability calculation.
What Profit Margin Should You Target?
A healthy owner-operator business targets 15-25% profit margins on loads. This means if a load pays $2,500 and your total costs are $2,125, you keep $375 (15% margin). At 20% margin, you would keep $500.
Margins below 10% leave you vulnerable. One unexpected expense, breakdown, or detention delay can turn a marginally profitable load into a loss. Loads below 5% margin are generally only worth taking for repositioning, meaning you need the truck in that destination area to pick up a more profitable load.
Negative margin loads (where your costs exceed revenue) should almost always be declined unless you have a guaranteed follow-up load that makes the combined trip profitable.
When to Take a Below-Target Load
Sometimes accepting a lower-margin load makes strategic sense. The key situations include:
Repositioning: If you need to get your truck to a high-demand area and have no better options, a low-margin load beats running completely empty. At least you are covering some costs while getting where you need to be.
Building relationships: Occasionally running a tight-margin load for a reliable shipper or broker can pay off in future premium loads. But track these carefully and do not make it a habit.
Seasonal adjustments: During slow freight seasons, lower margins may be the market reality. Covering your fixed costs with thinner margins beats sitting idle, as long as you are still net positive on each load.
Common Questions
Target $0.40 or more profit per total mile (not per loaded mile). Top owner-operators consistently achieve $0.50-$0.60 profit per mile by being selective about loads and minimizing deadhead. Anything below $0.25/mile puts you at risk during unexpected expenses or market downturns.
Your break-even rate equals your total operating cost for the trip. Add fuel cost (total miles / MPG * fuel price) plus fixed operating costs (total miles * cost per mile) plus any trip-specific expenses (tolls, lumper fees). Any rate above this number means profit; below means loss.
If you are an owner-operator driving your own truck, your pay comes from the profit. If you are a fleet owner paying drivers, driver pay is a cost and must be included in your calculations. Use the "Small Fleet" operation type in this calculator to factor in driver pay per mile.
Industry standard considers under 15% deadhead ratio acceptable. This means if you drive 1,000 loaded miles, you should ideally have under 150 deadhead miles. Consistent ratios above 20% significantly impact profitability and indicate you may need to adjust your lane selection or load board strategy.
The defaults are based on 2025-2026 industry averages for each operation type. However, your actual costs depend on your truck's age, maintenance history, insurance rates, and fuel efficiency. For the most accurate results, calculate your true cost per mile using our Cost Per Mile Calculator and enter your actual numbers here.
Both strategies work. If a load is close to acceptable, try negotiating. Many brokers have room to add $50-$200 to a rate, especially if they need the load covered quickly. For loads significantly below your target, declining is usually faster than lengthy negotiations. Always know your walk-away number before engaging.
Tolls and lumper fees come directly out of your profit and are often overlooked. A $75 lumper fee on a $500 short-haul load reduces your margin significantly. Always factor these into your calculation. Some brokers will reimburse lumper fees but only if you ask upfront and get it in writing on the rate confirmation.
Sometimes it genuinely is, especially for spot market loads. In that case, run the numbers and make your decision. If the load does not meet your profit threshold, decline and move on. There are thousands of loads posted daily. Better loads exist if you are patient and selective.
Sources & References (3)
An Analysis of the Operational Costs of Trucking: 2024 Update. American Transportation Research Institute (ATRI).
truckingresearch.org ↗Weekly Retail Gasoline and Diesel Prices — U.S. On-Highway Diesel Fuel Price. U.S. Energy Information Administration (EIA).
eia.gov ↗