Monthly P&L Estimator vs. Cash Flow Estimator — what's the difference?
The Monthly P&L Estimator answers: "Did the month make money?" — subtracts costs from revenue to show net profit.
This tool answers: "Will I have the money when the bills are due?" — maps when cash arrives against when costs go out. A profitable month can still have a cash gap if revenue is on Net 30 terms and the truck payment is due on Day 1.
The Monthly P&L Estimator answers: "Did the month make money?" — subtracts costs from revenue to show net profit.
This tool answers: "Will I have the money when the bills are due?" — maps when cash arrives against when costs go out. A profitable month can still have a cash gap if revenue is on Net 30 terms and the truck payment is due on Day 1.
💵 Revenue Timing (CAD)
Total revenue from loads you are running or invoicing this month, before any deductions.
When do you expect cash for this month's loads? This determines how much arrives in your account this month vs. next month.
⚡ Factoring Details
Percent of invoice the factoring company advances immediately — e.g. 90 for 90%. Enter your actual advance rate.
Factoring fee as a percent of the invoice — e.g. 3 for 3%. Deducted from your advance. Enter your actual fee.
Business days until the factoring advance lands in your account — typically 1–2 days.
📥 Other Cash Arriving This Month
Revenue from last month's loads being paid this month — e.g. Net 30 invoices from last month now coming in.
Any other cash expected this month — accessorial recovery, equipment sale, or other income.
📅 Fixed Costs & Due Dates (CAD)
Day of month (1–31)
Day of month (1–31)
Total diesel cost for the month — ongoing, no fixed due date.
Monthly amount set aside for repairs and maintenance.
Cash In This Month
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Cash Out This Month
—
Net Cash Position
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Revenue Due Next Month
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Dispatcher Fee
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Factoring Fee (Cost)
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📊 Cash Flow Breakdown
Planning estimate only — not financial, tax, accounting, or legal advice. Cash flow timing is based on payment terms and amounts you enter. Actual timing varies by customer, broker, and factoring provider. This tool does not calculate taxes, GST/HST, CRA obligations, or any government fee. Verify all figures with your accountant or financial advisor.
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Checking your monthly profit? Use the Canadian Owner-Operator Monthly P&L Estimator to see net profit, margin, and cost breakdown — the profit picture, not the timing picture.
Breaking down a single settlement? Use the Canadian Freight Settlement Breakdown Calculator for itemized deductions on one load.
Need your cost per km? Use the Canadian Owner-Operator Cost Per KM Calculator to build your fixed, fuel, and maintenance rate floor.
Figuring out dispatcher cost? Use the Canadian Dispatcher Fee Calculator to see the net revenue impact of dispatcher fee options.
Breaking down a single settlement? Use the Canadian Freight Settlement Breakdown Calculator for itemized deductions on one load.
Need your cost per km? Use the Canadian Owner-Operator Cost Per KM Calculator to build your fixed, fuel, and maintenance rate floor.
Figuring out dispatcher cost? Use the Canadian Dispatcher Fee Calculator to see the net revenue impact of dispatcher fee options.
How monthly cash flow timing is estimated
Profit and cash are not the same thing. You can run $15,000 in loads this month, show a strong P&L, and still have a cash gap if all those loads are on Net 30 terms and your truck payment is due on Day 1. This estimator separates what you earned from what you have — by mapping when cash is actually expected to land in your account against when costs leave it.
Cash coming in this month has three sources: revenue from this month's loads if terms allow it to arrive this month (Net 7 or factoring advance), prior month receivables now being paid, and any other income. Cash going out is the sum of every cost line. The net is your cash position for the month. If it is negative, you have a cash gap: costs are due before revenue arrives.
| Payment Terms | When This Month's Revenue Arrives |
|---|---|
| Net 30 | Next month (~30 days after invoicing) |
| Net 15 | Mid-next-month (~15 days after invoicing) |
| Net 7 | This month (within a week of invoicing) |
| Factoring | Advance % this month (in X days) · reserve when invoice is paid |
The most common cash flow problem in trucking is running loads on Net 30 terms while fixed costs hit every month regardless of when customers pay. The Prior Month Receivables field is where that Net 30 money shows up — it is this month's cash in, representing last month's work.
| Figure | Formula |
|---|---|
| Cash in (Net 30 / Net 15) | prior month receivables + other income |
| Cash in (Net 7) | gross revenue + prior month receivables + other income |
| Cash in (Factoring) | (gross revenue × advance%) − factoring fee + prior receivables + other income |
| Cash out this month | truck + insurance + fuel + dispatcher fee + factoring fee + ELD + permits + maintenance + other fixed + other variable |
| Net cash position | cash in − cash out |
| Next month outlook (Net 30 / Net 15) | current month revenue — arrives next month |
| Factoring reserve (next month) | gross revenue × (100% − advance%) — released when invoice paid |
Frequently Asked Questions
How is this different from the Monthly P&L Estimator?
The Monthly P&L Estimator answers: Did the month make money? It subtracts costs from revenue to give you net profit. This Cash Flow Estimator answers: Will I have the money when the bills are due? A load run this month on Net 30 terms earns profit on paper — but the cash does not arrive until next month. If the truck payment is due on Day 1, that profit does not help this month. This tool maps the timing of when cash arrives against when costs leave your account, so you can see your actual cash position rather than just your accounting profit.
What does payment terms mean in this tool?
Payment terms describes when you expect to receive cash for loads run this month. Net 30 means the broker or customer pays 30 days after invoicing — current month revenue arrives next month. Net 15 means payment arrives approximately 15 days after invoicing — mid-next-month. Net 7 means payment arrives within a week — this month. Factoring means a factoring company pays an advance (your entered advance percent) within your entered number of days, and releases the reserve when the invoice is paid.
What are prior month receivables?
Prior month receivables are loads run last month whose payment is arriving this month. For example, if you ran loads on Net 30 terms last month, this month is when those invoices are paid. Enter the total dollar amount expected this month from prior month work. This is often the main source of cash that funds current month operating costs when running on Net 30 or Net 15 terms.
Does this tool calculate taxes, GST/HST, or CRA obligations?
No. This tool does not calculate income taxes, GST/HST, CRA T1 or T2 obligations, CPP, EI, IFTA, or any government fee or rate. It is a cash timing planning estimate based only on the revenue and cost figures you enter. Actual cash flow depends on your specific customers, brokers, factoring provider, and payment history. Verify all obligations with your accountant or financial advisor.
Why does the cash gap happen even when I'm profitable?
Cash flow and profit are different measures. You can run profitable loads this month — but if they are all on Net 30 terms, none of that cash arrives until next month. Meanwhile the truck payment, insurance, and fuel are due now. The gap between when cash arrives and when bills are due is the cash flow problem. Factoring solves it by advancing most of the invoice value immediately, at a cost. The Prior Month Receivables field is where to account for the cash that does arrive this month from last month's work.
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