Carrier Settlements

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Overview

Carrier Settlements (also called carrier pay, carrier payables, or carrier statements) in Alvys allows brokers to manage carrier payables, generate carrier payment statements, and sync settlement data to external accounting systems including QuickBooks, Business Central, and NetSuite. If you are a broker or a hybrid who pays carriers for delivered, released, or invoiced trips, Carrier Settlements is where you handle statements in bulk. You can view all your unpaid trips across carriers in one place, review documents, and generate statements that sync to your accounting system. The module also includes Super Settle View for consolidated payable item review, statement status tracking, and automatic trip status updates on statement generation.

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Getting Started

1. Check your external accounting (if applicable). If you sync payment data with QuickBooks Online, QuickBooks Desktop, Business Central, or NetSuite:

• Enable Carrier Settlements.
• Disable Generate Carrier Invoice Separately. Accounting integration settings with Carrier Settlements enabled and Generate Carrier Invoice Separately disabled

2. Verify you have trips to settle. Navigate to the Carrier Settlements module in Accounting to view any unpaid carriers. Selecting a carrier shows their unpaid trips in the Open tab. Carrier Settlements module listing unpaid carriers with unpaid trips in the Open tab 3. Test generating a statement. Select a carrier with an unpaid trip, walk through the process below to generate a statement, then verify it synced to your accounting system correctly. You will know it worked when:

• The statement has a Processed badge.
• Accounting sync says Successful. Generated statement showing the Processed badge and Successful accounting sync status

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Where to Find It

Go to Accounting > Carrier Settlements to view carrier payables. The module includes four tabs:

• Open — Unpaid trips and transactions.
• Drafts — Approved transactions pending statement generation.
• Statements — Generated statements with paid trips.
• Errors — Any failed emails, PDFs, or transactions that did not sync. Carrier Settlements module with the Open, Drafts, Statements, and Errors tabs

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Key Concepts

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Payable items

Payable items are the individual line items associated with a carrier’s trip. Within Carrier Settlements, each item can be in one of three states: Open (pending review), Approved (approved for payment), or Disputed (flagged for review).

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Carrier settlement statements

A carrier settlement statement consolidates one or more approved payable items into a single payment record for a carrier. Statements can be downloaded as PDFs or emailed directly to the carrier from within Alvys.

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Statement statuses

Statements move through four statuses: Queued (being processed), Processed (generation complete), Paid (marked as paid), and Failed (an error occurred during processing).

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How to Generate a Carrier Statement

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Select an unpaid carrier

From the carrier view you can see all trips and settlements related to a specific carrier, which makes it easy to review open trips and approve them onto a draft statement. From here you can:

• Select a trip to review payables.
• Manage documents uploaded to the trip.
• Edit the carrier’s linehaul amount.
• Dispute the rate.

Carrier view showing open trips, document management, linehaul edit, and dispute actions

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Review approved trips in Drafts

Any transactions or trips you have approved land in Drafts. This lets you keep track of trips that are ready to be paid. You can also use internal notes on the trip to record why something is disputed, so you can unapprove any trips with issues. Drafts tab showing approved trips ready for statement generation

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Finalize and generate the settlement

Once you are ready to create a statement, select Generate, set the remittance date, and select a carrier email to share it with if needed. This kicks off the process to sync your statement with your accounting system (if enabled). Generating a carrier settlement statement with remittance date and carrier email selection

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Reviewing payable items with Super Settle View

Super Settle View provides an expanded view for reviewing, approving, and disputing all payable items for a single trip in one place, alongside the trip’s documents.

1. From the Open or Drafts tab, select a trip.
2. Click View All to open Super Settle View.
3. Review attached documents in the Document Management section.
4. Review payable items grouped by status (Open, Approved, Disputed).
5. Click Approve on any item to approve it, or click Dispute to flag it for review.

Image showing Super Settle View with payable items, document management, and the approval and dispute action buttons.

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Advanced Workflows

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Remittance dates and payment terms

Remittance dates reflect when the carrier will be paid — the “term date”. To change the defaults, update the payment terms on the carrier’s profile. You can also set a custom remittance date while generating a statement. Setting a custom remittance date while generating a carrier statement

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View carrier settlement status from the load

For brokered trips already on a carrier settlement statement, open the trip’s Load Detail Page and look for the Carrier Settlement panel. It shows the statement’s status, statement number, payment provider, date, Total / Paid / Remaining, the full list of Trips on this Statement (with the current trip highlighted), and the Payments ledger — all inline. Click the statement number to jump straight to that statement in Carrier Settlements. Carrier Settlement panel on the Load Detail Page showing statement status and payments

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Marking a statement as paid

Statements are normally marked paid automatically when the matching carrier bill is paid in your accounting system. To update a carrier settlement statement manually:

1. Go to Accounting > Carrier Settlements and open the Statements tab.
2. Locate the statement you want to update.
3. Click the Mark as Paid action in the sidebar. Statements tab with the Mark as Paid action open in the sidebar

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Settings & Permissions

Carrier Settlements access is enabled or disabled per user from the Billing column in the user’s profile.

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Limits & Behavior

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Trip status updates on statement generation

When a carrier settlement statement is generated, trip statuses update automatically: A trip in Delivered or Released status moves to Invoiced when a statement is generated. It moves to Completed once the statement is marked paid. This only applies when every transaction on the trip is included in the statement.

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Carrier bill paid status syncs from accounting

When a carrier bill is marked paid in your accounting system (QuickBooks Online, and so on), the matching carrier statement in Alvys updates to paid automatically — you no longer need to manually mark statements as paid in Carrier Settlements to track it. This applies to carrier settlements only; customer invoicing is unchanged.

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Syncing with external accounting systems

Option 1: Turn on Carrier Settlements, which integrates with QuickBooks, Business Central, and NetSuite through your existing accounting integration settings. When both Carrier Settlements and Generate Carrier Invoice Separately are enabled, the Carrier Settlements setting takes precedence. [Legacy] Option 2: “Generate Carrier Invoice Separately” is a legacy option that creates a bill in your accounting system when a carrier invoice is uploaded to the trip. When using this option, disable the Carrier Settlements setting so that payments recorded in your accounting system flow back into Alvys. Screenshot of the Accounting Integration settings

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FAQs

Q: Can I use Carrier Settlements if Generate Carrier Invoice Separately is also enabled? A: Yes, but the Carrier Settlements setting takes precedence. When both settings are active, carrier settlement statements are used rather than separate carrier invoices. Q: Do payments I record in my accounting system appear in Alvys? A: Yes. When a carrier bill is marked paid in your accounting system, the matching carrier statement in Alvys updates to paid automatically. You can still mark a statement paid manually from Accounting > Carrier Settlements > Statements using Mark as Paid if you need to record it in Alvys first. This applies to carrier settlements only; customer invoicing is unchanged. Q: Which roles can revert a carrier settlement statement? A: Only users with the Admin role and the “RevertCarrierStatement” permission can revert a carrier settlement statement. Biller users cannot revert statements. Q: What happens to a payable item in Disputed status? A: Disputed items are flagged for review and are not included in the next statement generation until resolved. They remain visible in Super Settle View and can be approved or left in Disputed status. Q: What does it mean when a statement shows a Failed status? A: A Failed status means an error occurred during statement processing. Contact Alvys support with the statement details so the team can investigate the cause and help you regenerate it. Q: How do carrier statements work? A: Carrier settlement statements consolidate one or more approved payable items into a single payment record for a carrier. Statements can be downloaded as PDFs or emailed directly to the carrier. Q: What does the status column track on the Statements tab? A: Statement statuses track a statement from creation to payment: Queued (processing) → Processed (generation complete) → Paid (marked as paid) — or Failed if an error occurred.