Transport Cost Analysis Template for Shipment & Margin Calculation

Key benefits & value for buyers

This transport cost analysis template turns fragmented transport and distribution data into consistent unit costs and clear margin insight. Rather than guessing rates or manually aggregating dozens of columns, you get:

• Time savings: Pre-built sheets for trips, cost allocation, route master and summary — set up in under 30 minutes.
• Reliable calculations: Proven formulas for fixed vs variable cost allocation, cost-per-km normalization and margin per shipment.
• Decision support: Profitability by client, route and vehicle type so you can price more accurately or reassign routes.
• Audit-friendly: Transparent calculation steps and comments to satisfy accountants and internal auditors.

Use cases & real-life scenarios

Pricing new contracts

Finance teams can simulate a one-year contract with assumptions on fuel escalation, average loading, and downtime to determine a competitive per-shipment or per-km bid.

Monthly cost reconciliation

Logistics managers import monthly fuel receipts, payroll, tolls and kilometers to reconcile actuals against budgeted cost-per-km and spot anomalies (e.g., high empty-km percentages).

Client profitability

Accountants allocate shared overheads and calculate margin per client, helping commercial teams identify unprofitable customers or shipments that require price adjustments.

Who is this product for?

Specifically designed for:

• Accountants preparing transport cost schedules and audit-ready allocations.
• Data analysts building dashboards or integrating transport KPIs into financial models.
• SME logistics companies that need precise per-km costing without expensive TMS software.
• Consultants and freight brokers pricing bids or benchmarking routes.

How to choose the right variant & add-ons

We offer the base Excel template and optional add-ons. Choose based on data complexity:

• Base Template: Best when you have structured trip logs (date, origin, destination, KM, vehicle, client, revenue).
• VBA-enabled Template (optional): Add automated imports and report generation for recurring monthly processes.
• Hourly Implementation Service: Book analysts by the hour from ProXlsx to map your raw files into the template and customise allocation rules.

If unsure, purchase the base template and add a 1‑hour setup session to validate compatibility with your files — this reduces risk and ensures correct outputs.

Quick comparison with typical alternatives

Common options include manual spreadsheets, expensive TMS platforms, or custom-built solutions. This template sits between them:

• Faster and cheaper than custom builds — ready formulas and dashboards reduce weeks of development to minutes.
• More transparent and flexible than closed TMS modules — you control allocation logic and can audit formulas.
• Less error-prone than ad-hoc spreadsheets because key checks and validation rules are pre-built.

Best practices & tips to get maximum value

• Standardize your trip log columns before import (template includes import mapping sheet).
• Maintain a single source of truth for fuel and payroll entries — update monthly to keep per-KM outputs accurate.
• Use scenario sheets to show management the impact of fuel price changes or load factor improvements.
• Schedule a 30-minute review with a ProXlsx analyst if you deploy across multiple depots or countries.

Common mistakes when buying or using similar templates — and how to avoid them

• Buying the wrong variant: Avoid selecting VBA features if your IT policy disallows macros; choose the non-macro version instead.
• Ignoring data hygiene: Garbage in = garbage out. Validate KM and revenue entries before running the model.
• Mixing currencies and units: Use the template’s currency and unit settings consistently; convert at import if needed.
• Skipping documentation: Read the included “How to use” sheet — it saves troubleshooting time and supports audits.

Product specifications

• File format: .xlsx (standard) — optional .xlsm (VBA) version available
• Compatibility: Microsoft Excel 2016 or later (Windows & Mac with limited VBA support on Mac)
• Sheets included: Input mapping, Trip log, Cost allocation, Overheads, Summary dashboard, Scenario analysis, Documentation
• Key functions: Per-km cost calculator, Per-shipment margin, Allocation engine, Pivot-ready summary tables, Chart outputs
• Language: English; supports right-to-left data if required (localization service available)
• Delivery: Instant download after purchase; optional hourly customization by ProXlsx team

Frequently asked questions