Introduction
You can set up cost calculations that will help to calculate what each trip costs. Once a price list is configured, the cost will be shown on each order that matches the configured criteria . The default cost distribution is based on either Distance or Time, however other options can be configured.
Chargeable Weight
Loading meters
Pallet Spaces
Volume
Weight
📚 Please contact Qargo Support if you would like to update the method of cost calculation distribution.
Based on the rate cards, the revenue will also be calculated for that same order. The difference between the revenue and the costs is the profitability shown on each order.
Setup Cost Calculations
Navigate to Rates
Click on Cost calculation trip in the header
Here you can configure cost calculations for your own drivers and vehicles (internal cost calculation) as well as for subcontractors. These calculations are setup the same way as the rate cards. Click HERE to see how to set up the Internal Cost Calculations.
Compatible Resources
Select resources that are linked to the specific cost card that is created.
Under RATES > Cost Trip Calculations, navigate to the 'Linked Resources' panel if the toggle 'use price list for all' is OFF, the Resource Type options will show.
Click into the appropriate line to open the resource types
Select single, multiple or all with a simple click.
Set up a subcontractor price list
Click on New subcontractor price list
You can create a Subcontractor Price List that is the default for all subcontractors, or you can opt to only use it for only one or a set of subcontractors. Once the subcontractor is chosen and a name for the price list is completed, you can link the resources.
You can opt to use that price list for all resources that are linked to that subcontractor(s):
If you only want to use that price list for a set of resources, click the toggle off for "Use price list of all" and pick the resources of your choice.
Here you can select the resources that are linked to that subcontractor. This can be set in Resources (Combinations, Drivers, Vehicles).
Once selected, save the price list. Now you can add the prices to your price list. You can edit prices for these costs the same way as you did for price list for customers.
Below you watch a video where we explain how to set up subcontractor cost calculations and add a price list to these cost calculations.
Set up a internal cost calculation
Click on Internal cost calculation
Click on New internal cost calculation
Follow the same steps as above for subcontractors.
Below you watch a video where we explain how to set up Internal Cost Calculations for own drivers, and add a price list to these cost calculations.
Calculate charges per order
When creating an internal cost, the “Calculate charges per order” toggle controls whether the cost is calculated separately for each order on a trip, or once for the entire trip.
Toggle On: Qargo calculates the cost per individual order, then sums those order-level costs for the trip.
Example:
Rule: 90% of assigned revenue per order
Orders: €400, €300, €300
Cost: €360 + €270 + €270 = €900
Outcome: Clear per-order costs that sum to trip total
Toggle Off: Qargo calculates one cost for the whole trip based on trip-level totals, not per-order breakdowns.
Example:
Rule: 90% of trip’s total assigned revenue
Trip total revenue: €1,000
Cost: €900
Outcome: One trip-level cost, no per-order breakdown
This is a creation-time option. If you need the other behavior, create a new cost price list with the correct setting.
🔎 Troubleshooting Common Cost Calculation Errors
Edit icon missing on the resource assignment: The linked cost price list isn’t Active at the time of assignment, or the assignment doesn’t allow inline edits.
Fix:
Verify the intended cost price list is Active.
If the icon still isn’t available, remove the resource from the trip, re‑assign the resource and select the correct Active cost price list.