How to Create Driver Pay Settlements – V3

Once trips are dispatched, Truckpedia (V3) lets you generate a complete driver settlement using your assigned pay rules. You can add or remove trips, manually trigger the payment calculation using the new button, review tracking statuses, make precise edits, and approve the finalized settlement.

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➡️📽️Video on how to Create Driver Pay Settlements v3📽️⬅️

1. Open the Settlement Planning Screen

Navigate to:

Accounting → Driver Pay Manager → Settlement Planning

This screen is used to build new settlements.
At the top left, you will see the Select Driver dropdown.

Example from screenshot

The driver selected is Ayesha.

Once a driver is selected, Truckpedia automatically pulls all dispatched loads for that driver within the date range.

You will see columns such as:

• Number
• Status
• Truck
• Trailer
• etc.

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2. Select the Trip You Want to Include

Every dispatched trip is shown in a list. To include a trip  in the settlement:

✔ Check the box next to the Trip

Example:

Driver Ayesha has four dispatched assignments visible:

• LGH100505
• LGH100506
• LGH100508
• LGH100508

Two trips  (LGH100505 and LGH100506) were selected.
At the bottom, the system shows totals:

Selected Trip Assignments: 2 | Loaded Miles: 400.96| Empty Miles: 241.88

This summary is automatically calculated.

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3. Click “Create Settlement”

Create Settlement
button on the right-hand side.

A pop-up appears confirming:

• Start Date (auto-filled based on trip dates)
• End Date (auto-filled based on trip dates)
  
• Loaded Miles (sum of all selected trips)
• Empty Miles
  
• Notes (optional)

Click Submit to generate the settlement.

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4. The Settlement Now Appears in the “Settlements” Tab

After submitting, navigate to:

Driver Pay Manager → Settlements

Here you will see all settlements in different statuses:

• Created
• Approved
• Paid (if applicable)
  
  

Example from the screenshot

Settlement ZA100034 for Ayesha appears with status Created.

You can open it using the edit pencil icon.

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5. Review the Settlement Details

Inside the settlement, you will see:

Summary Section

• Status: Created
  
• Start/End Dates
• Loaded Miles
• Empty Miles
• Notes you entered

Trip Assignments Section

Each trip included shows:

• Assignment number (LGH100505, LGH100506, etc.)
• Status (Dispatched)
• Loaded / Empty Miles
• Shipper & Receiver details
• Appointment times

These match the same data from dispatch.

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6.  Payment Calculation Workflow

When you open a settlement, the system pulls the driver pay items. To review or update the financial details, you must follow these actions:

• Calculate Payments:  You must click the "Calculate Payments" button  to apply your driver pay rules. (Note: This button is only active when the settlement is in Created status).

• Review & Save Your Calculations
  
  Click the button → the system shows the calculated payment items. Check everything looks right, then hit Save to store them in the database. Next time you open the settlement, the calculations will already be there.

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7. Understand the Tracking Columns

Status: 

• Saved means it was already in the settlement when you opened it. 
• New means it was added this session. 
• Modified means it existed before but was changed.

Source:

• Template means it was auto-generated from your driver pay rules.

• Manual means a dispatcher or admin added it by hand.

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8. Review, Edit, and Add Extra Pay Items

The Payment Items section shows all the driver pay rules applied to the selected assignments. If you decide to change any information at this point, you can do it easily:

• Making edits: Let's say that for some reason on a trip specifically, you're not going to pay $0.7, and you actually want to pay $5. The change you do right here only affects this specific settlement or trip. You are not affecting the core of the rule you assigned to that driver. The next settlement you create for them will still show $0.7 based on your main template.

• Instant Change Notifications: Whenever you modify any field—whether you change the description, quantity, or rate—the system will instantly show you a notification detailing exactly what change was made. This keeps your edits clear and trackable.
  

• Adding extras: You can also add anything extra that happened during the week (like layover or detention). Just click on the + action button, select the account item, and manually enter the amount.

• Deleting and Recovering Items: If you delete a payment item, the system will notify you right away that it has been removed. If you make a mistake, don't worry: the system also gives you the immediate option to recover the deleted payment item with a single click.
  
  

⚠️ Remember: If you make any manual changes or edits here, you must click the "Calculate Payments" button again to re-do and refresh your totals before saving.

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9. Manage Payment Adjustments and Fuel Expenses

• Payment Adjustments: At the bottom, you can manage your settlement adjustments. You can manually enter deductions—such as a negative amount for a driver cash advance—directly into the system.

• Profit & Loss (Fuel Expenses): The final section displays your profit and loss based on the fuel expenses your driver incurred during this period. This section automatically pulls data either from your active fuel card integration or from expenses you manually imported.

 

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10. Manage Trips Dynamically (Created Status Only)

If you already created the settlement but realized you forgot a trip or left something missing, you can easily modify your draft:

• Add a Trip: Click Add a Trip to go back to the planning view. Filter your dates, select the missing load, and bring it right into this document.
  
  

• Remove a Trip: If you remove a trip, the change is saved immediately, the page reloads, and that trip becomes available in your planning list again.

🛑 Please be aware: You cannot remove or add trips after a settlement has been approved. These features are strictly locked once the status changes to Approved.

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11. Approve the Settlement

Once your settlement is ready and looks perfect, click Approve. A confirmation popup will appear where you can check or uncheck the "Send email to driver" option.

Click Approve again to finalize. Once approved:

• The settlement becomes locked.
• A professional PDF statement is generated (you can click on your file to view it).
• You can send it via email or mark it as paid.

 

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Flow Summary:

1. Open Settlement Planning