Automate Driver and Owner-Operator Settlements
Truckvisor builds each driver statement from the loads and charges on record, runs the nine checks a careful bookkeeper would, and hands you the statement with the proof behind every line.
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A driver settlement is the statement a carrier gives a driver or owner-operator for a pay period: the loads they ran, what those loads earned, every deduction taken — advances, escrow, recurring charges — and the net they are owed. Driver settlement software builds that statement from the records instead of from memory.
Who it's for
- Small to mid-size carriers where one person does dispatch, driver pay and the books — usually on Wednesday and Thursday.
- Owner-operator fleets paying a percentage of the load, where every statement is the driver's own business math read back to him.
- Company-driver fleets paying per mile — loaded miles or all miles, one rate either way.
- The office that spends Friday proving a deduction was right instead of moving loads.
The problem
The driver has already done the math in the cab
He knows the load paid $2,400 and his split is 72%, so he expects $1,728. The statement says less, because a fuel advance, an escrow contribution and an insurance deduction each took their piece. If the office cannot show which lines moved the number — in thirty seconds, with the record behind each one — the conversation becomes an argument about trust instead of arithmetic.
The spreadsheet has no memory
A settlement built by hand starts from a blank sheet every week. It does not know a delivered load never got a rate, that a scheduled deduction quietly stopped, or that a charge came through above what was agreed. Four careful people can read the same wrong page and sign off, because on the page every error looks correct.
Statement week eats the week
Wednesday and Thursday disappear into building statements, and Friday into defending them. The bottleneck is not the arithmetic — it is pulling loads, advances, deductions and history into one place, and then answering for it line by line.
How Truckvisor handles it, start to finish
Load delivered and priced
Dispatch marks the load delivered; its contracted rate is already on record from the rate confirmation.
Revenue recorded
The load lands in the revenue register, so driver pay and the books start from the same number.
Driver pay calculated
Percentage of the load for owner-operators, or per-mile for company drivers — the frozen per-load rows behind the statement are your proof of driver pay.
Charges for the period applied
Advances, escrow contributions and recurring deductions post to the period they cover, with payoff caps and proration respected — a charge is never guessed.
Nine checks run on the draft
Every delivered load priced and assigned, every due charge billed at the agreed amount, nothing unusual charged, loans and escrow behaving, and the net compared to the driver's own history. The checks flag; they never block — the office still decides.
The office reviews the exceptions
Green goes out. Amber gets a question. Red shows the money involved, with what the charge was set up for — or the missing record — right there.
Statement generated and sent
A PDF pay statement with year-to-date figures and balances, delivered to the driver's phone as a secure link — no login, and it expires on its own.
What the software actually does
Percentage and per-mile pay, priced from the load
An owner-operator on 72% and a company driver on 65 cents a mile run through the same engine. The percentage is the driver's share of the load, per-mile pay can count loaded miles or all miles, and every statement line traces back to the load and the rate confirmation that priced it.
How advances, loans and escrow show up on the statement
A cash advance becomes a deduction with a payoff cap, so collection stops at the agreed total instead of running forever. Escrow builds toward its target and the ledger shows every movement with the statement that caused it. When a hard week would push net below zero, the statement floors at $0 and carries the balance forward — the debt waits, it does not disappear. Collection on any deduction can be paused or forgiven, and the statement says so.
Recurring deductions that price their own period
Truck lease, insurance, trailer rental — set the schedule once and every statement bills the period the charge actually covers. A charge set up mid-week prorates; a capped charge stops itself; and the reason is printed on the line, so the driver reads the why, not just the number.
Nine checks before anything goes out
Every statement is checked against what each charge was set up for and the driver's own history, not last week's spreadsheet: delivered loads priced and assigned, miles measured rather than estimated, every due charge billed at the set amount, nothing charged that he is not normally charged, no addition out of nowhere, and loans and escrow behaving. The verdict is a colour and a count — nothing blocks a send, the office decides.
A statement the driver can actually check
The driver gets a PDF pay statement with current and year-to-date figures and his escrow and loan balances, sent to his phone as a secure link that needs no login and expires after 30 days. He reads the same figures the office sees, so a question is about a line, not about trust — and when he asks, the question arrives with the charge, amount and period already attached.
A worked example
| Line | Amount |
|---|---|
| Driver share — 3 loads, $6,800 gross at 72% | $4,896.00 |
| Fuel advance, Tuesday | −$600.00 |
| Escrow contribution (target $2,000) | −$250.00 |
| Occupational insurance (weekly schedule) | −$310.00 |
| Parking receipt, one-off | −$40.00 |
| Net pay | $3,696.00 |
Driver settlement software vs. the way it works today
| How it works today | With Truckvisor |
|---|---|
| A spreadsheet rebuilt from scratch every week, where a missing rate or a stopped deduction looks exactly like a correct page. | The statement is assembled from the loads and charges already on record, and nine checks read it against the agreed charges and the driver's history before anyone signs. |
| The deduction argument: the office spends Friday reconstructing why trailer rental was $200 this week. | Every line carries its reason and its source — the schedule, the cap, the receipt — so the answer takes thirty seconds, not the afternoon. |
| A TMS settlement module that totals what you typed into it. | Settlements share one record set with dispatch and the books, so a delivered load that never got a rate is flagged instead of silently missing from pay. |
Questions carriers ask
What pay models does Truckvisor support?
Percentage of the load and per-mile pay. The percentage is the driver's share — 72% means the driver keeps $1,728 of a $2,400 load before deductions. Per-mile pay can be set over loaded miles or over all miles including dead-head, at one rate either way.
How do advances and escrow show up on the statement?
As their own lines, in the period they belong to. An advance collects against a payoff cap and stops at the agreed total. Escrow builds toward its target, and every movement appears in the driver ledger with the statement that caused it, so both sides can trace the balance.
What happens when deductions are bigger than the week's pay?
Net pay floors at $0 — a statement never asks a driver to write the carrier a check. The uncollected remainder carries forward to the next period as its own labelled line, so the debt stays visible instead of being silently re-billed or quietly dropped.
Do the checks stop a statement from going out?
No. The nine checks flag — a colour and a count — and the office decides. A green statement is ready, amber means one line needs a yes, red shows the money involved. The one hard stop is structural: a refund that would take escrow below what is actually held is refused.
How does the driver get his statement?
As a PDF pay statement — current period, year-to-date, and his escrow and loan balances — delivered to his phone as a secure link the office shares over WhatsApp or Telegram. The link needs no login and expires after 30 days, so a forwarded message does not become a permanent door.
Does Truckvisor handle detention and lumper money?
It tracks them on the load: detention and lumper amounts the broker owes are recorded as claims against the load with the proof attached — the scale ticket, the lumper receipt, the logged wait. Money the driver is owed for them is added to the statement by the office as a reviewed line, not guessed automatically.
The rest of the system
Settlements are one part of one record set: the same loads feed the books, profit per truck, and the owner's daily digest. See how the Truckvisor solutions fit together →
Keep reading
- Why your settlement never matches the driver's math — Three deductions cause most Friday arguments, and the one drivers shout about loudest usually isn't the one that moved the number.
- Four people read the statement. It was still wrong. — Four separate readings signed off on one owner-operator's settlement. Three errors survived all four, because on the page every one of them looks correct.
Bring one week of your paperwork — rate cons, settlements, the spreadsheet — and we run it end to end. The statement pack for that week is yours whether or not you sign.