Driver settlements

Driver settlements (also called driver pay, driver payroll, paystubs, or pay statements) turns delivered trips, rates, and deductions into a pay statement you can review, share, and sync to your accounting system. Statements are built from the driver rates configured on each driver’s profile and are scoped by pay periods. The module supports statement drafts, bulk approval and generation, and direct integration with external accounting systems.

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Watch the walkthrough

Open the recording

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Where to find it

Go to Accounting → Driver Settlements. The module has three tabs:

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First-time setup checklist

If you are new to Driver Settlements, complete these in order before generating your first statement. Each step is covered in detail below.

1. Create a pay period in Settings → Pay Periods, set the frequency, and assign the drivers paid on that schedule.
2. Configure driver rates on each driver’s profile, or assign a rate plan.
3. Check the Open tab. Delivered trips appear once a driver has both a pay period and a rate.
4. Approve payable items to move the driver into Drafts.
5. Review the draft — preview amounts, add notes, share with the driver.
6. Generate the statement. It moves to the Statements tab and is emailed to the driver if email delivery is configured.

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Key concepts

Pay period — the time window and frequency for a driver pay run. Every driver must be assigned to a pay period before a statement can be generated for them. Driver rates — the policies that determine how a driver is compensated. Rates live on the driver’s profile and can carry optional rules that restrict when they apply. Statement draft — a working statement you can edit, preview, annotate, and share with the driver before finalizing. Drafts let you review pay across many drivers before committing.

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Set up a pay period

1. Go to Settings → Pay Periods.
2. Click + New Pay Period.
3. Enter a name for the pay period.
4. Assign it to specific drivers, a fleet, or All Drivers.
5. Select the frequency: Daily or Weekly.
6. For Weekly, select the starting day of the week.
7. Save the pay period.

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Configure driver rates

Driver rates are managed from the individual driver’s profile.

1. Open the driver’s profile from Drivers.
2. Scroll to the Rates section. Existing rates are listed here and can be edited or deleted from the three-dot menu on each rate row.
3. Click + Add Rates.
4. Enter a name for the rate and select a rate type.
5. Enter the rate amount.
6. Optionally add a rule to restrict when the rate applies.
7. Click Save.

Supported rate types include Empty Mileage, Loaded Mileage, Total Mileage, Per Stop, Per Trip, % Of Trip Value, Statement Bonus, Minimum Pay, and the time-based rates (Hourly Pay, Daily Pay, Daily Per Diem, Mileage Per Diem).

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Rate rules

Rules restrict when a rate applies:

• Load-level rules restrict by customer — the rate applies only when the trip is for that customer.
• Trip-level rules restrict by conditions such as Number of Drivers or Equipment Type.
• Rule groups combine conditions with OR logic, so the rate applies when any one condition in the group is met.

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Rate plans: the current model

Driver Rate Plans are reusable templates that bundle rates, optional trip rules, and a driver segment. They replace the older per-driver-only approach where every pay structure had to be re-entered on each driver profile. Plans and profile rates coexist — a driver can be paid from profile rates, from one or more plans, or from any combination, and all matching rates contribute additively to the statement. To create a rate plan:

1. Click your account name in the bottom-left corner and select Settings.
2. Under General, open Driver Settlements settings.
3. Go to the Rate Plans section and click New Rate Plan.
4. Define the driver segment — the rules that decide which drivers receive the plan. Segments can key off driver attributes such as fleet, subsidiary, terminal, driver type, tenure, or individually selected drivers, depending on what is enabled in your account.
5. Review the matching drivers in the preview list to confirm the plan hits the right population before saving.
6. Click Save.
7. Confirm the plan applied. Matching drivers pick the plan up automatically; open a driver profile and check the Rates section to see the assigned plan.

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Generate a statement

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1. Approve payable items

1. Go to Accounting → Driver Settlements.
2. In the Open tab, click a driver’s name to open their transaction view.
3. Review the listed transactions. Click any trip to expand its line-item breakdown.
4. Select the items to include using the checkboxes.
5. Choose the Pay Period for this statement.
6. Click Approve. The driver now appears in the Drafts tab.

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2. Add deductions, cash advances, and other transactions

For anything not generated automatically from a trip:

1. Click New Transaction on the driver’s settlement view.
2. Select the transaction types to add (deductions, reimbursements, bonuses, and so on).
3. Enter the amount. Enter $0.00 as a placeholder for a transaction you will fill in later.
4. Save.

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3. Review the draft

From the Drafts tab, select a driver and open their draft. Use the Pay Period selector to scope which transactions appear. From the draft you can:

• Add transactions.
• Add Statement Notes, which appear on the generated statement.
• Add Internal Notes, which are internal only and never visible to the driver.
• Set the Statement Date.
• Preview the statement.
• Share the draft with the driver by email.

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4. Generate

1. From the draft, click Generate Statement.
2. The completed statement moves to the Statements tab.
3. From there you can download it as a PDF or email it to the driver.

Once generated, a statement is locked. Click Revert Statement to return it to draft status for editing.

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Bulk workflows

Bulk generate — select multiple drivers in the Drafts tab and generate all their statements in one action. Bulk share — in the Statements tab, select the statements you want to send and click Share. Each statement is emailed to that driver’s configured email address.

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Paying owner operators

1. In the Open tab, open the entity dropdown and select Owner Operator.
2. The Drivers column shows the drivers associated with each owner operator.
3. Separate Owner Operator Linehaul and Driver Linehaul columns let you review each side independently.

To pay an owner operator at the truck rather than the driver, see Truck statements for owner-operators.

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Permissions

Driver Settlements is available to users with the Admin or Payroll Clerk role. Permissions are assigned per user in Settings → Organization → Users. Pay period configuration lives in Settings → Pay Periods. Driver rate configuration lives on each driver’s profile under Drivers. Taxes are hidden from the settlements view unless the driver is configured as a W-2 employee.

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Troubleshooting

A load is not showing up in Driver Settlements. Work through these in order:

• It is already in a draft or a statement — check the Drafts and Statements tabs.
• The driver is not assigned to a pay period, or the pay period date range does not include the load’s delivery date.
• The entity filter is set to Driver when the load sits under an Owner Operator, or the reverse.
• The load is classified as Brokerage. Brokerage loads do not generate driver payables; change the classification to trigger the Money Box.
• No rate applied to the load — open the driver profile and confirm a rate or rate plan is in place.

If you can see a bill in QuickBooks for the load but nothing appears in Driver Settlements, the driver rate likely did not apply. Contact Alvys Support and share the load number. A statement is stuck in Queued status. Queued means Alvys is still generating it, and while queued it is locked — you cannot download, share, or revert it. Wait a few minutes and refresh; it should move to Processed. If it stays Queued for more than 30–45 minutes, contact Alvys Support with the statement number. A driver is missing from the Drafts tab. Drivers only reach Drafts after you approve their payable items in the Open tab. If a statement was generated and then reverted all the way to Open rather than to Draft, every item returns to the Open tab — look there. An inactive driver still appears in Driver Settlements. Inactive drivers show up while they have outstanding payables. Clear the payables to remove them. To make inactive drivers visible on purpose, go to Settings → Company Profile, find the Driver Settlements / Driver Statement Settings section, enable Show inactive drivers with open payables, then refresh Accounting → Driver Settlements → Open.

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FAQ

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