For bookkeepers

Your client uses Zenan Fleet. Here's what that means for you.

If you're the bookkeeper for an owner-operator who just signed up for Zenan Fleet, this page is for you. The short version: you'll spend less time on data entry and more on review. Here's exactly what to expect.

What you'll receive

Three export formats. Pick the one you like.

Your client will forward you one of these every period (weekly, monthly, or quarterly — whatever cadence you already work on). No new login for you, no new software to learn.

Recommended

Excel (.xlsx)

Multi-tab workbook. First tab is a per-truck Summary with totals; the next 5 tabs are Trips, Fuel, Repairs, Tolls, and Costs — each starting with Truck Number and Truck Name columns.

Best for full reconciliation and your own pivot tables.

CSV (.csv)

Single flat file with date, truck, type (trip/fuel/repair), description, and amount. Imports cleanly into QuickBooks, Xero, or any general ledger.

Best for importing into your existing accounting system.

PDF report

Branded P&L statement with totals + per-truck breakdown. Shows gross, fuel (incl. DEF), repairs (completed only), fixed costs, tolls, and net per truck.

Best for client meetings or paper filing.

The data model

What's in each export

Zenan organizes everything by truck. Here's exactly what fields you'll see.

Trips

Truck Number · Truck Name · Date · From City · From State · To City · To State · Trailer · Bill # · Amount ($) · Notes

Fuel

Truck Number · Truck Name · Date · Type (Diesel/Gas or DEF) · Location · Gallons · Amount ($) · $/gal

Repairs (completed only)

Truck Number · Truck Name · Date · Repair Type · Amount ($) · Notes

Scheduled maintenance is intentionally excluded — only repairs that have been paid for.

Tolls

Truck Number · Truck Name · Period Start · Period End · Days · Amount ($) · Notes

Costs (recurring fixed)

Truck Number · Truck Name · Cost Name · Amount ($) · Cadence (weekly/monthly/annually) · Monthly Equivalent ($)

What changes for you

Less data entry. More actual bookkeeping.

You stop being the one chasing receipts. Your client logs fuel, repairs, and trips themselves, in the cab, on their phone. By the time you open the export, the data is already categorized by truck.
Per-truck P&L is already done. No more allocating shared expenses to individual trucks. Zenan stores fixed costs at the truck level and prorates them across the date range.
Tolls and DEF are tracked separately. Common categories that often get lumped under “fuel” or “misc” come through as their own line items, so your COGS allocation is cleaner.
Scheduled vs. completed repairs are distinct. Only completed, paid repairs hit the deductions. Scheduled maintenance is a separate concern — it doesn't inflate the expense side of the P&L.

Bookkeeper FAQ

Common questions

Do I need a Zenan login?

No. Your client exports the file and sends it to you. We're building a read-only bookkeeper portal in v2, but for now the export-and-forward workflow keeps things simple.

What's the cadence?

Whatever you already do. Most owner-ops we work with export monthly to match their bookkeeper's schedule. Some go weekly. Some quarterly for tax prep. Your call.

Does this replace QuickBooks?

No. Zenan is operational — it tracks per-truck profitability. QuickBooks is accounting — it tracks the business as a whole, runs payroll, and prepares for taxes. Your client should keep QuickBooks. Zenan just gives them (and you) a clearer view of which trucks are actually making money.

What if the data has errors?

Easy fix. Your client edits the entry in the app and re-exports. Every row is editable; soft-deleted rows are excluded from new exports. No archived-file weirdness.

Can I see a sample file?

Sure — email us at hello@zenan-fleet.com and we'll send a sample multi-tab Excel export so you can see exactly what your client will be sending you.

Helping a client decide?

Have your owner-operator client start their 14-day trial. If the export format works for you, they're set.

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