Quick Answer
Cash flow is when money comes in vs. when it goes out.
To keep cash steady:
- Know your weekly costs - Track every dollar
- Send perfect paperwork the same day you deliver - Speed up payment
- Keep a small cash buffer - Avoid scrambling for fuel money
TACH helps by tracking costs (Expense Management) and putting all money in one place (Business Account²).
What Cash Flow Means (in plain words)
Money out today: fuel, repairs, insurance, truck note, tolls.
Money in later: broker/shipper pays in 7–30 days.
You can be "profitable" on paper and still be short on cash this week. The key is planning the timing.
Simple math (each week):
Starting cash + payments in − bills paid = ending cash
This is your weekly cash flow equation. If ending cash is negative, you have a problem. If it's growing, you're building a buffer.
The Load-to-Pay Timeline (do this every time)
Follow this 6-step process for every single load:
1. Book the load
- Make sure detention/TONU is in writing
- Confirm payment terms (Net 7, 14, 30?)
- Note the payment date on your calendar
2. Run the load
- Save all fuel receipts
- Keep lumper receipts
- Document any delays or issues
3. Deliver
- Get clean POD/BOL with times and signatures
- Photograph documents as backup
4. Send paperwork the same day
- Rate confirmation (rate con)
- POD/BOL (clear and readable)
- All receipts (lumper, tolls, anything reimbursable)
- Invoice with payment terms
5. Get paid on the due date
- Money lands in your Business Account
- Set reminder 48 hours before due date
6. Sort the money
- First: Fuel Float (1-2 weeks of fuel)
- Second: Maintenance bucket (5-8¢/mile)
- Third: Tax savings (20-25% of net)
- Last: Your pay
First 90 Days: Simple Plan
Week 0 (setup)
- Open your Business Account with TACH
- Turn on Expense Management categories
- Start three buckets:
- Fuel Float (1–2 weeks of fuel)
- Maintenance (5–8¢/mile)
- Taxes (20–25% of what you pay yourself)
Weeks 1–4 (Foundation)
- Track every load: miles, rate per mile (RPM), cost per mile (CPM)
- Calendar each payment due date - don't rely on memory
- Watch for payment patterns - who pays fast, who's slow
Weeks 5–8 (Optimization)
- Use quick pay only when it helps cash timing - factor fees vs. need
- Make a 7-day fuel plan based on booked miles
- Identify your best-paying lanes for regular rotation
Weeks 9–12 (Stability)
- Build your maintenance bucket to target ($500-1000 minimum)
- Lock one repeat weekly lane so money hits on a schedule
- Review your actual CPM vs. estimates
Your Weekly Routine (5 quick moves)
Monday: Close last week
- Enter miles, fuel, any fees in Expense Management
- Calculate actual CPM vs. planned
Tuesday: Check this week's payments vs. bills
- Which loads pay this week?
- What bills are due?
- Is there a gap?
Wednesday: Peek at Expense Management
- Fix surprises now, not Friday
- Any unusual expenses?
- Fuel cost tracking on target?
Thursday: Pre-book next week
- Plan fuel stops by lane
- Confirm payment timing fits your bills
Friday: Move leftovers into buckets
- Sweep extra into maintenance/taxes
- Reset for next week
- Quick look at next 2 weeks
Know Your Weekly Costs (fast CPM check)
Example calculation:
Your CPM = $2.02 (fuel, insurance, maintenance, truck payment, permits)
You plan 2,500 miles this week
Weekly cash need ≈ 2,500 × $2.02 = $5,050
If payments this week are $4,600, you're short $450.
Solution: Use last week's extra or your Fuel Float. Don't scramble last minute.
Weekly Cost Worksheet
Track these weekly:
- Fixed: Truck payment, insurance (pro-rated), permits (pro-rated)
- Variable: Fuel, tolls, meals, repairs
- Per-mile: Maintenance reserve (5-8¢), tire reserve (3-5¢)
Total weekly need = Fixed + (Planned miles × Variable CPM)
8 Easy Cash-Flow Boosters
1. Paperwork same day Clean and complete. Every delay costs you days of payment.
2. Faster payment lanes Favor Net 7–14 brokers when you can. Worth a slightly lower RPM sometimes.
3. Buy fuel smart Plan by lane and loyalty programs, not just the sign price.
4. Bill accessorials Detention, TONU, lumper - always in the invoice. Don't leave money on the table.
5. Cut deadhead Empty miles burn cash with zero revenue. Use backhaul tools.
6. Do PM on time Preventive maintenance costs 30-50% less than roadside breakdowns.
7. Drive steady speed + good tires Better MPG = more cash left. 1 MPG improvement = ~$3,000/year savings.
8. One account of truth Use the Business Account for all money in/out. No mixing personal funds.
Clean Settlement Checklist (copy/paste)
Use this for every load:
- Rate con signed (with detention/TONU terms)
- BOL + POD clear and readable (times, seal numbers, signatures)
- All receipts attached (lumper, tolls, any reimbursables)
- Invoice sent the same day you deliver
- Payment date on your calendar
- Follow-up reminder set for 48 hours before due date
Pro tip: Take photos of all documents before emailing. Cloud backup saves headaches.
How TACH Helps
Expense Management
- Live view of costs, CPM, and weekly burn
- Alerts when something looks off (fuel spike, unusual expense)
- Automatic categorization of expenses
- Cost per mile tracking updated in real-time
Business Account
- All money in one place - no mixing personal and business
- Easier bill pay - schedule payments, track due dates
- Intelligent Budgeting - allocate savings to fuel, maintenance, tires automatically
- Clear view of what's safe to spend vs. what's reserved
Cash Advances
- Quick access to working capital when you need it
- Revenue-based - not based on personal credit
- Bridge payment gaps - don't wait 30 days when you need a repair done today
Want fewer cash surprises? Activate Expense Management and open your Business Account today.
Frequently Asked Questions
How big should my cash buffer be?
Start with 1–2 weeks of total costs, plus 5–8¢/mile saved for maintenance. For most owner-operators, this means $5,000-10,000 minimum buffer.
Build it gradually: Set aside $100-200 per week until you hit your target.
Quick pay: always or sometimes?
Sometimes. Use it when getting money now saves you more than the fee costs.
Good use: It's Thursday, you need fuel for the weekend, and a load pays Net 30. Pay the 2% fee ($60 on a $3,000 load) to get cash now.
Bad use: You have plenty of cash and the load pays Net 7 anyway. Save the fee.
What's the #1 habit for better cash flow?
Send perfect paperwork the day you deliver.
Clean, complete documents = faster payment. Delays in paperwork = delays in payment. It's that simple.
How do I know if a load helps this week?
Look at the pay date, not just the rate.
If it pays after your big bills are due, make sure another load covers those bills first. Sometimes a lower-paying load with Net 7 terms helps more than a high-paying Net 30 load.
Where should all my money go first?
Into your Business Account, then split in this order:
- Fuel Float (1-2 weeks of fuel) - must have
- Maintenance bucket (5-8¢/mile) - build gradually
- Tax savings (20-25% of net income) - don't get surprised
- Your pay - what's left after reserves
This order protects your business first, then pays you.
The Bottom Line
Cash flow management doesn't have to be complicated. The winning formula:
- Plan your weekly costs - know your CPM and weekly burn rate
- Send paperwork same day - speed up every payment
- Keep a small buffer - 1-2 weeks of costs minimum
- Use one account - TACH Business Account keeps it simple
- Track everything - Expense Management shows you where money goes
That's how your first loads turn into steady, stress-free pay.
Been an independent carrier for at least 3 years? Join TACH today and get Expense Management + Business Account tools built for truckers. Track your cash flow, manage expenses, and access working capital when you need it - all in one platform.
