24.03.2026

How to Calculate Transportation Cost Properly

Do you know the real cost of each of your trips? According to statistics, about 40% of small and medium-sized carriers work "by eye," not understanding true profitability. The result: underpricing and loss of profit, or inflated rates that scare away clients.

What is transportation cost and why calculate it

Transportation cost is the sum of all expenses for completing one trip without profit. Knowing the exact cost allows you to set competitive prices and ensure profitability.

Owners of transport companies without detailed expense tracking often face a paradox: the fleet is working at full capacity, there are orders, but money runs out. The reason is simple — the real cost is higher than the set rates. This is especially relevant in 2026, when diesel reached 81 hryvnias per liter, and toll roads in Europe become more expensive every year.

What makes up the cost: main expense items

Fuel — the largest expense item. As of March 2026, the average diesel price in Ukraine is 81 hryvnias per liter. If your truck consumes 30 liters per 100 km, each hundred costs 2,430 hryvnias. On the Kyiv-Warsaw route (700 km), it amounts to over 17 thousand hryvnias for diesel one way.

Calculation: (Distance × Consumption per 100 km ÷ 100) × Price per liter. Consider that load increases consumption by 15-25%, winter adds 10%, and mountainous terrain — up to 30%.

Driver's wages — the second largest item. Consider not just the daily rate, but real time on the road plus per diems (300-500 UAH/day), bonuses for international trips, and social security contributions of 22%.

Depreciation — expenses that many carriers ignore. A truck worth 2 million hryvnias with a mileage of 1 million km before write-off costs 2 hryvnias per kilometer. On a 1,000 km route, that's already 2,000 hryvnias.

Toll fees seriously affect the cost of international transportation. Poland — 15-20 euros per 100 km, Germany — 18-22 euros. Ferries across the Baltic — from 200 to 500 euros.

Maintenance and repairs — this is 0.8-1.2 UAH/km. Scheduled maintenance every 20-30 thousand km costs 8-15 thousand hryvnias, tire replacement once every 80-100 thousand km — 40-60 thousand per set.

Calculation formula: practical example

Basic formula: Cost = Fuel + Wages + Depreciation + Toll fees + Maintenance + Overhead

Example: Kyiv-Warsaw-Kyiv route (1,400 km), Mercedes-Benz Actros, 30 l/100 km.

  • Fuel: 1,400 km × 30 l ÷ 100 × 81 UAH = 34,020 UAH
  • Driver: (1,500 UAH × 2 days + 400 UAH per diem × 2) × 1.22 (SSC) = 5,368 UAH
  • Depreciation: 1,400 km × 2 UAH/km = 2,800 UAH
  • Toll roads: 700 km × 0.40 €/km × 42 UAH/€ = 11,760 UAH
  • Maintenance and repairs: 1,400 km × 1 UAH/km = 1,400 UAH
  • Overhead (insurance, office, dispatcher — 12% of direct costs): 6,642 UAH

Total: 61,990 hryvnias — this is the minimum below which work is unprofitable. For a 20% margin, the price for the client should be 74,400 hryvnias.

Common calculation mistakes

Mistake #1: considering only fuel and wages, ignoring depreciation, repairs, insurance. Such a model leads to hidden losses.

Mistake #2: using outdated fuel prices. In three months, diesel became 10 hryvnias per liter more expensive — your margin is already "eaten up."

Mistake #3: forgetting about empty mileage. If you return empty, divide the cost only by the paid segment.

Mistake #4: underestimating driver's time. Border delays, loading downtime — this is additional time and money. Include a "safety cushion" of 15-20%.

Lardi-Trans Calculator: fast and accurate calculation

Manual calculation provides understanding but takes time. The Lardi-Trans platform created a Route Cost Calculation tool that automatically considers:

  • All toll roads on the route
  • Current rates by vehicle class
  • Options to bypass expensive sections
  • Optimal route by time or distance

The system is regularly updated with new rates, changes in CO₂ classes in the EU, and temporary restrictions.

How to use:

  1. Specify start and end points
  2. Select vehicle type and characteristics
  3. Specify fuel consumption and driver's rate
  4. Get a complete calculation with details

Comparing alternative routes is especially useful. For example, from Ukraine to Germany, you can go through Poland or through Slovakia-Czech Republic. The calculator will show both options with exact cost.

For registered users, calculation history is available — convenient for recurring routes or analyzing cost changes over time.

How to optimize cost

Reducing fuel costs: train drivers in economical driving — smooth acceleration, optimal RPM, cruise control. The difference between aggressive and economical style — up to 20% consumption. On the Kyiv-Warsaw route, this is a saving of ~5,000 UAH.

Route optimization: sometimes a 50 km longer route is 2-3 thousand cheaper by avoiding expensive toll sections. Use the calculator for comparison.

Return loads: every empty kilometer is lost money. Use the Lardi-Trans cargo exchange to find loading. Even if the return trip covers 60-70% of costs — it's better than empty mileage.

Regular maintenance: serviceable equipment consumes less fuel, breaks down less often (emergency repairs in Europe are several times more expensive), serves longer. Don't save on quality oil and filters.

Conclusions

Cost calculation is not a one-time procedure, but constant monitoring. Successful carriers regularly update calculations and adjust prices according to the market.

Accurate understanding of cost gives a competitive advantage. You set flexible prices, competing aggressively where your cost is lower, and more cautiously on less profitable directions.

Start by analyzing the most popular routes. Calculate the exact cost, compare with current prices. Use the Lardi-Trans calculator for accurate calculations and make decisions based on data.

Useful Lardi-Trans tools: