Delivery Round Profit Tracker Spreadsheet
This spreadsheet works out what every individual drop on a delivery round costs to make, and what it leaves behind.
A round is priced as one job, paid for as one job and judged as one job, but underneath it are dozens of separate transactions and some of them are being carried by the others. Nothing in an accounts package splits the cost of a round-day across the doors the van actually stopped at, so the cheap customers and the expensive ones arrive in the same total.
What is in it
- Seven linked tabs, from Start Here through to a one-screen Overview.
- Setup — four figures: your van rate per mile, your driver rate per hour, your gross margin on the goods, and the profit you want out of every stop.
- Rounds — 200 rows, one per round-day, with the miles driven and the hours out.
- Deliveries — 800 rows, one per drop, with the order value and the minutes the stop took.
- Customers — every customer ranked, with the smallest order that would make the stop worth making written next to it.
- By Round — the rounds compared on profit per mile, and the whole quarter totalled on the Overview.
Who it is for
Wholesalers, bakeries, butchers, produce suppliers and drinks distributors who run their own vans and call on the same trade customers week after week. It suits anyone whose price list is the same for every customer while the cost of reaching them plainly is not.
The worked example
The file arrives with a quarter already worked through. $104,818 of order value went out on the van and left $35,638 of margin on the goods; delivering it cost $13,577, so the quarter finished at $22,061. An average drop costs $28.29 to make and leaves $45.96.
The Customers tab is where that average comes apart. 6 of the 22 customers cost money instead of making it, and between them they take 127 drops — 26.5% of every stop the van makes — and $1,482 out of the quarter’s profit. The worst of them averages a $74 order when the stop needs $130 to break even, and the city round returns $5.51 a mile against $2.40 on the valley round.
How it works
Compatible with Microsoft Excel 2016 or newer on Windows or Mac, Google Sheets, and LibreOffice. No macros, no add-ons, no account to create, nothing to install.
The download has two workbooks: one with the example above already filled in, so you can see what every column expects, and the same file completely blank for your own figures. A plain-English guide comes as a PDF. Order on WhatsApp — $9
Orders are taken on WhatsApp: message me and I’ll send the payment details, then the files as soon as the payment is confirmed.
A look inside the file
Questions people actually ask
How do you work out whether an individual delivery drop is profitable?
Each round-day costs miles times your van rate plus hours times your driver rate, and that cost is split across the day's drops in proportion to the minutes each one took — so a twenty-minute stop carries five times the cost of a four-minute stop. In the worked quarter, $104,818 of orders delivered produced $35,638 of margin on the goods, less $13,577 of delivering, leaving $22,061. The average drop costs $28.29 and makes $45.96.
Would it show me which customers are not worth delivering to?
Yes — it ranks every customer and names the ones that lose money. In the worked quarter, 6 customers out of 22 cost money, accounted for 127 drops and 26.5% of every stop the van made, and took $1,482 out of the profit. Next to each one the file works out the smallest order that would make the stop worth making: the worst customer averages a $74 order and would need to order $130 to break even.
I do not time my stops. Do I have to start?
No — guess the minutes once per customer and use the same figure every time. The ranking barely moves, and it is still far more honest than splitting the cost of the day equally across every door. If your margin varies by product group, use your blended gross margin in Setup, or run the file twice for two very different groups.
What software does it need — will it work in Google Sheets?
It is a .xlsx file and it works in Excel 2016 or newer on Windows and Mac, in Google Sheets through File then Import then Upload, and in LibreOffice. No macros, no add-ons, nothing to install, no account and no subscription. It holds 200 round-days, 800 drops and 60 customers, which is a full quarter across three rounds.
Is it a route planner?
No — it will not sequence a round or optimise anything. It measures rounds you have already run, from your own mileage and hours. It is not an invoicing or order-taking system, not a stock or traceability record, and it is connected to no telematics, accounting or ordering system — nothing syncs and nothing logs in.
Need it built around your business?
This file assumes one van, a rate per mile and a single blended gross margin on the goods. If your rounds do not work like that — chilled and ambient on the same vehicle at very different margins, a third-party courier charged per drop instead of your own driver, or pallet deliveries where the unit is a pallet rather than a door — I can build the same arithmetic around the way you actually run.
All other templates are listed on the Excel & Google Sheets Templates page.