Pricing Your Routes: The Exact Formula
Why Most Couriers Underprice
Two reasons: they don't know their actual costs, and they're afraid the client will say no.
The spiral is predictable: low rate → low profit → can't maintain vehicle → reliability drops → client leaves. You end up worse off than if you'd priced correctly from day one.
Here's what the market actually looks like for established routes:
| Route Type | Typical Range |
|---|---|
| Physician office daily morning (30mi RT) | $250–$450/mo |
| Diagnostic lab sub-contract (Mon–Fri) | $900–$1,600/mo |
| Hospital STAT on-call (3 days/wk) | $1,200–$2,000/mo |
| Specialty clinic (3x/week) | $300–$600/mo |
The Pricing Formula
Every rate you quote should come from the same formula:
Where:
- Fuel = (miles ÷ MPG) × gas price
- Wear = miles × $0.08
- Time = hours × target hourly (minimum $30)
- 1.35 = 35% margin for overhead + profit
Worked example: 35mi RT, 28 MPG, $3.50 gas, 45 min, target $35/hr:
Fuel $4.38 + Wear $2.80 + Time $26.25 = $33.43 × 1.35 = $45.13/run × 22 runs = $993/mo
Rate Calculator
Enter your route details to get your recommended rate instantly.
Negotiation Scripts
These three situations will come up. Know exactly what to say.
Script 1 — Client pushes back on rate
Script 2 — Client wants per-pickup
Script 3 — Competing against lower quote
Rate Sheet Template
A printed rate sheet closes deals faster and anchors client expectations before negotiation begins. Print 10 copies and bring them on every walk-in visit.
Rate Sheet Template
Customize with your business name and rates, then print.
[YOUR BUSINESS NAME] MEDICAL COURIER RATE SHEET STANDARD ROUTE Daily Mon-Fri morning pickup & delivery Up to 40 miles round trip Starting at $[X]/month EXTENDED ROUTE Daily pickup + afternoon return Up to 60 miles round trip Starting at $[X]/month STAT / ON-CALL 2-hour response window Any day of week Starting at $[X] per run CUSTOM ROUTES Multi-stop routes, weekend schedules, and high-volume contracts quoted individually. All rates include: - Full commercial auto insurance - $1M general liability coverage - HIPAA-compliant handling - Backup driver coverage - Chain of custody documentation Rates subject to annual adjustment (max 5%). Contact: [Name] | [Phone] | [Email]