Vehicle profitability calculator

How to use this estimate

Use one reporting period and a consistent cost policy

A vehicle can be frequently assigned and still underperform if fuel, maintenance, depreciation and other costs consume the revenue it produces. This calculator subtracts the cost categories entered above from vehicle revenue.

Worked example

Using the starting annual figures, revenue is 36,000. Fuel (6,000), maintenance (2,500), insurance and registration (1,500), depreciation (4,000) and other costs (3,000) total 17,000. The estimated operating profit is therefore 19,000, the profit margin is 52.8%, and the average monthly profit is about 1,583.33.

Keep every input in the same period

If you use a calendar year for revenue, use that same calendar year for every cost. For a quarter or month, convert every input to that same period before entering it; do not combine annual revenue with monthly fuel or a partial-year repair total. Apply the same category rules when comparing vehicles.

Estimate versus actual vehicle P&L

The result is a planning estimate based only on the numbers entered. An actual vehicle profit-and-loss statement may include accruals, taxes, finance costs, allocated overhead, adjustments and accounting policies that this simplified calculator does not model. Reconcile decisions to complete accounting and operational records.

Inputs worth checking

• Use revenue and every cost from exactly the same reporting period.
• Apply the same cost-category rules when comparing vehicles.
• Use the depreciation calculator if annual depreciation is unknown.
• Treat this result as an estimate, not an actual vehicle P&L or replacement for accounting records.