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Released April 2011, ProfitGauges is the simplest yet most efficient accounting program for your trucking business.

302 Questions View all

Where to put Cash Advance from a fuel card?

If I get a cash advance when I get fuel to pay for scales etc., where do I put that? To make it 100% clear, I got $272.93 in fuel and a $20.00 advance making the total $292.93. Does that $20 go in with the fuel under Retained Earnings to balance my settlement since that is where it is on my settlement?

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With this situation if you are loading your fuel-card then you'd would enter the entire amount on your settlement as a RETAINED EARNING. Then under your monthly expenses you'd enter in your actual fuel costs under the FUEL category. That is much easier than breaking it out by yourself for each settlement.

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I have been using Fuel Gauges for over a year now so from what I understand it will sync over so I don't have to enter anything and just put the total of the advance and fuel under R E category in the settlement, right?


This is correct. You can go to your ProfitGauges settings (link found in blue under the truck photo when you're in the Profit section of the site). For months that you have already saved be sure to click the SYNC button to the left of the SAVE MONTH button to activate the sync. All new month will automatically have the sync turned on.


OK, again I entered in all my year's settlements and when entering my fuel costs into the FUEL category in the EXPENSES section (NOT RETAINED EARNINGS), I did not include the Cash Advance. So for example if my fuel and cash advance total was $1000 and I had a $50 advance I would enter $950 into the FUEL category instead of 1000 and my total amount for the year was spot on to the penny matching my 1099. Did I do this correctly, because the couple of weeks that I had an advance I did this, which makes the amount I entered and my actual settlement not match by the advance amount. Thanks again in advance.


Also, Aaron on a side note, some places I get fuel there is a Comdata charge of either $.75 to $1.50 depending on the fuel stop. I entered the amount of the fuel and charge to get my settlement to even out. Do I need to enter that fee into my expenses on the expenses side or how does that work? Also is there a phone number I can call if I have questions about anything with Profit Gauges or is it all done on here? If there is a number, what are the hours of operation to call?


Jeff, The one thing to remember about your 1099 is that it's just your GROSS revenue. It doesn't take into account ANY of your deductions or expenses. With that noted the way you are doing your fuel expenses will work. We recommend breaking out your Comdata fees if you can do that. Obviously add the fees to their own category. If your settlements are not balancing out then something is not right. If you'll call 855-800-FUEL and leave us a message I'll be able to call you and help with your account. Normally it's easier if it's done over email so I can compare files that you send me with your account. If you choose to do that it's


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Jeff Perry will be eternally grateful.
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