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Consolidated answers to the most common questions (FAQ, common issues) from the Driver Settlements webinar, organized by topic. Covers pay periods, driver rates, deductions, trips, statement generation, reversals, accounting integration, and more.

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Overview

This article consolidates the most common questions received during the Get Started with Driver Settlements: From First Pay Period to Truck-Based Statements webinar, organized by topic so you can jump to what you need. If you do not find your answer here, reach out to support@alvys.com.
For the full setup walkthrough — pay periods, driver rates, rate plans, the approve-to-generate workflow, permissions, and troubleshooting — see Driver settlements. This page covers the questions that come up around that workflow.

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Before you generate statements

Before creating a settlement run, confirm:
  • The driver is assigned to a pay period.
  • The driver has the correct active rate configured.
  • Trips are in Delivered status.
  • Mileage, trip value, and delivery dates are correct.
  • Any one-time or recurring deductions have been added before generating the statement.
  • If using truck-based statements, the deduction or transaction is tied to the correct truck.
  • The user has the required Pay Driver or Pay Owner Operator permission.

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FAQs

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Pay periods

Q: How do I set up a pay period? A: Go to Settings → Pay Periods and create or edit your schedule. If you choose Weekly with a start day (for example, Monday), the period runs from that day at 00:00 through the following Sunday at 23:59. The default Statement Date is the last day of the period. When you generate a statement, you can override the Statement Date for that run, so you can pay every Friday for the prior Monday to Sunday period. See Driver settlements for full setup steps. Q: Why does the pay period default to the current week instead of the previous week? A: The pay period selector currently defaults to the current week. Defaulting to the previous week is on the roadmap. For now, manually select the prior week when generating each settlement run. Q: Can I bulk-select pay periods or pay dates when generating statements? A: Not yet. Today you select a pay period per run. Bulk selection is on the roadmap. Q: Can drivers see the pay period on their statement? A: No. Drivers only see the Statement Date on their statement, not the pay period name. Q: Can I reuse or duplicate an existing pay period for one driver? A: No. Existing pay periods cannot be reused or duplicated for a single driver. If one driver needs a separate version of a pay period, create a new pay period with the same dates or schedule details, then assign only that driver to the new pay period. Use this workaround when a driver needs to be settled separately without changing the pay period assigned to other drivers. Q: Can I generate a statement for a driver without assigning them to a pay period? A: No. Every driver must be assigned to a pay period before a statement can be generated for them.

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Driver rates

Q: Can I set tiered rates based on miles driven per pay period? A: Tiered rates that apply per pay period (for example, one rate for the first 2,000 miles in a statement, a different rate over 2,000) are on the roadmap. Today, tiered rates can only be applied per trip. Q: Can I set tiered rates based on miles driven per trip? A: Yes. Create a driver rate of type Per Mile, enable tiers, and configure each tier with its own rate (for example, 0 to 2,999 miles at one rate; 3,000 or more miles at another). See Driver settlements for rate setup steps. Q: Can I pay a mileage bonus on tiers? A: Yes. Create a driver rate of type Per Mile, enable tiers, and name it “Mileage Bonus.” Each tier can have its own rate. Q: Can I set different rates for different contracts? A: Yes. When creating a driver rate, click Add Rule, choose Load → Contract, and multi-select the contracts the rate should apply to. Multiple contract-specific rules can be stacked on the same driver. Q: Are pay tiers based on years of employment supported? A: Tenure-based pay tiers (for example, one rate for years 1 to 3 and a higher rate for years 4 to 6) are on the roadmap. Q: Can I pay a recurring bonus based on revenue generated? A: Driver rates based on revenue thresholds are not supported today. This has been logged as a feature request. Q: Why is a trip, load, or item missing from Driver Settlements? A: Use this table to narrow down the cause.

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Deductions

Q: How do I add a deduction? A: There are two ways. From the driver’s profile: create a one-time or recurring deduction and choose whether to deduct from escrow. From Driver Settlements: click New Transaction or Add Deduction on the driver’s current settlement. Q: How do I add a deduction tied to a specific truck? A: There are two ways. From the truck’s profile: create a one-time or recurring deduction and choose whether to deduct from escrow. From Driver Settlements with truck statements enabled: select the truck you want to deduct from, then click New Transaction or Add Deduction. The deduction is tied to that truck. Q: Will recurring deductions stop automatically when the maximum amount is reached? A: Yes. Once a recurring deduction reaches its configured maximum, the system stops applying it automatically. Q: Can I split a deduction across multiple statements? A: Yes. Open the deduction table, find the deduction row, and click the three-dot menu on the right. Select Split to divide the deduction across statements. If the three-dot menu only shows Edit and Delete with no Split option, contact support@alvys.com to check whether the split feature is enabled on your account. Q: Can I add custom deduction categories? A: Custom deduction category names are not supported today, but this is on the roadmap. In the meantime, send the categories you need to support@alvys.com and the team will help get you configured. Q: Can I bulk-add a deduction across multiple drivers? A: Not today. This has been logged as a feature request. For now, add deductions per driver from the driver or truck profile, or from Driver Settlements. Q: I picked the wrong transaction type (for example, Deduction instead of Reimbursement). How do I fix it? A: Delete the line item and recreate it with the correct type. An in-place edit option is being evaluated for a future release. Q: Why are fuel deductions not on the trip? A: Fuel deductions are intentionally separated from trips. They appear as line items in their own section near the bottom of Driver Settlements once a driver is selected. Fuel transactions are not associated with a specific trip. Q: Why isn’t my deduction showing on the statement? A: Work through these checks in order:
  1. Deduction type and assignment: Confirm the deduction is attached to the correct entity — a driver deduction should be on the driver’s profile, not on a truck profile. If using truck-based statements, the deduction must be added from the truck.
  2. Statement status: If the statement has already been Generated, the deduction will not appear on that statement. Revert the statement to Draft (using Revert Statement), then add the deduction and regenerate.
  3. Deduction maximum reached: Recurring deductions stop automatically once they hit their configured maximum amount. Check whether the maximum has been reached by reviewing the deduction row in the driver’s profile.
  4. Pay period cutoff: If the deduction was added after the statement’s pay period end date, it may not appear in that run. Add it before generating the next period’s statement.

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Trips, trip values, and miles

Q: Why isn’t a trip showing in Driver Settlements? A: Only trips in Delivered status appear in Driver Settlements. If a trip is missing, first confirm the trip has been delivered. Then check the trip’s delivery date, the selected pay period, the Cutoff Date, and whether $0/no-pay trip settings are enabled. Q: Why did the pay rate disappear for a TONU load? A: If a TONU load is not included in the rule for the driver’s pay rate, the rate may not apply to that load. Review the driver’s rate setup and confirm the rate rule includes TONU loads for that specific rate. To fix this:
  1. Open the driver’s profile.
  2. Go to Driver Rates.
  3. Edit the affected rate.
  4. Review the rate rules.
  5. Make sure TONU loads are included in the rule criteria.
  6. Save the rate and review the settlement again.
Q: How do I correct miles if the dispatcher made a mistake? A: In the Driver Settlements table, click directly on the miles cell for the trip and edit the value. The statement recalculates automatically. Q: How do I edit the trip value (load value)? A: There are two options. Click the three-dot menu on the right side of the trips table and select the edit option. Or click directly on the trip value cell in the trips table and update it inline. Driver percentage pay recalculates based on the updated trip value. Q: Why are already-paid loads reappearing in Driver Settlements? A: Already-paid loads can reappear if duplicate driver pay was created on the load. This can happen when a driver’s pay rate is recreated, but the duplicate pay is not corrected in the load’s money box. To troubleshoot:
  1. Open the affected load.
  2. Review the driver pay in the money box.
  3. Check whether duplicate driver pay lines exist.
  4. Remove or correct the duplicate pay entry.
  5. Return to Driver Settlements and confirm the load no longer appears incorrectly.
If the load still appears after correcting duplicate pay, contact support@alvys.com with the load number and driver name. Q: Can I pay two drivers from the same load with different gross amounts? A: This is not directly supported through a single trip today. As a workaround, adjust each driver’s pay manually on their respective statements. Contact support@alvys.com if you would like help working through your specific setup. Q: How do I set up pay for a team driver load (two drivers on the same trip)? A: Each driver needs their own rate configured on their profile. For team loads:
  1. Create a separate rate on each driver’s profile using the appropriate rate type (per mile, per trip, or percentage of trip value).
  2. To apply a rate only to team loads, add a rule to that rate restricting it by Number of Drivers (set to 2 or more). This prevents the team rate from applying to solo trips.
  3. In Driver Settlements, each driver’s statement will show their portion of the trip value independently. Verify the amounts in the Open tab before approving.
For complex team pay scenarios involving split gross amounts or multiple legs, contact support@alvys.com for a tailored setup review. Q: Why does the per-stop or extra-stop line item not show on my statement? A: Per-stop and extra-stop charges only appear on the statement when the driver has a per-stop or extra-stop rate configured on their profile. Add the rate under Driver Profile → Driver Rates and it will populate automatically on future statements. Q: Why does a driver have $0 trips that are not pulling onto the statement? A: This is controlled by two settings under Settings → Company Profile: Enable Trips with $0 Payables to display in settlements, and Enable Trips with no Payables to display in settlements. Toggle these to control whether $0 or no-pay trips flow to driver statements. Your accounting integration settings have a similar checkbox to control whether $0 payables sync to your accounting system. Q: Why does an Owner Operator show $0 in the Open status? A: Check the two checkboxes under Settings → Company Profile (Enable Trips with $0 Payables and Enable Trips with no Payables) and the corresponding setting on your accounting integration. Q: Can I change the order in which loads appear on the statement? A: You can sort the trips list inside Driver Settlements by clicking the Date column header. Clicking it toggles the sort order between ascending and descending. Trips are automatically ordered chronologically by delivery date (oldest at the top, newest at the bottom) by default. Customizing the load order on the generated PDF is not supported today, but the PDF order follows the delivery date. If trips appear out of order on the statement or PDF, verify and correct delivery dates in the system. Once corrected, the trips will reorder themselves automatically in both the interface and the PDF. Q: Why are trips appearing out of order on my statement or PDF? A: Trips in Driver Settlements are ordered by delivery date. If trips appear out of order, verify and correct the delivery dates in the system. Once corrected, the trips will automatically reorder themselves in both the user interface and the generated PDF. Q: Why is my driver’s pay calculating incorrectly or showing unexpected amounts? A: Work through these checks in order:
  1. Rate type: Confirm the rate type on the driver’s profile matches how they should be paid (per mile, per trip, % of trip value, and so on).
  2. Mile source: If using a mileage-based rate, check whether the rate targets Loaded Miles, Empty Miles, or Total Miles, and confirm the trip has the correct mileage recorded in Driver Settlements.
  3. Rate rules: If you have added rules to restrict when a rate applies (by customer, equipment type, or number of drivers), confirm the trip meets those criteria. A rate with rules that do not match the trip will not apply.
  4. Multiple active rate plans: If the driver has more than one active rate that could apply to the same trip type, the system may be applying the wrong one. Review all rates on the driver’s profile and deactivate any that conflict with the intended rate.
  5. Trip status: Only trips in Delivered status appear in Driver Settlements. Confirm the trip has been delivered before expecting it to show pay amounts.
Rate plans stack additively with no de-duplication and no priority order. If two plans both grant the same rate to one driver, that driver is paid twice. See Driver settlements for how plans and profile rates combine.

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Statements: generation, format, and customization

Q: What happens when I generate a statement? A: Generating a statement finalizes the settlement record for that driver or owner operator. Depending on your setup, the driver can receive the statement by email, view it in the Alvys Driver App, and the statement may sync to your accounting system. Generating a statement does not move money or pay the driver directly. Q: What is the difference between Pay Period and Statement Date? A: The Pay Period controls which eligible trips, deductions, and transactions are included in the settlement run. The Statement Date is the date shown on the driver’s statement. Drivers see the Statement Date, not the pay period name. Q: Can I download all statements in bulk as PDFs before final generation? A: Bulk PDF download during the preview phase is on the roadmap. Q: Can I create a custom statement template? A: Custom templates beyond the built-in layout options are not supported today. This has been logged as a feature request. Q: Can I hide load rates (trip values) from the driver-facing statement? A: Hiding the trip value on driver-facing statements is on the roadmap. Q: Can I split a single load’s linehaul amount across statements by dollar amount? A: Manually keying split dollar amounts on a linehaul is not supported today. However, you can split a trip across statements at the line-item level: click the trip row and use the checkboxes to select which line items go on which statement. Q: Can I show total empty miles and total loaded miles on the statement? A: Not today. This has been added to the roadmap. Q: The company logo looks shrunk on the statement preview. Is that a bug? A: This is a known visual issue. Send a screenshot to support@alvys.com so the team can investigate your account. A fix is coming in an upcoming statement template update.

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Reverting and reopening statements

Q: What happens if I revert a statement that has already been sent to my accounting system? A: The behavior depends on your accounting platform (QuickBooks Online, QuickBooks Desktop, Sage, Business Central, NetSuite). Each platform behaves differently when statements are reverted. Contact support@alvys.com with your specific platform and the team will send you the exact behavior. Q: I reverted a statement by mistake. Is there a way to recover it? A: Today, reverted statements are not stored or surfaced anywhere after they are reverted. As a workaround, if you need to undo a statement without losing context, use Revert to Draft instead of reverting to Open: that keeps the statement intact so you can regenerate it. Surfacing reverted statements is on the roadmap.

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Truck statements (for owner operators)

Q: Can I generate a statement per truck for an owner operator? A: Yes. Truck statements let you break down activity per truck for owner operators with multiple trucks. See Truck Statements for Owner Operators for setup steps. Q: Why does an owner operator need at least 2 trucks for a truck statement? A: With one truck, the individual driver statement and the truck statement contain the same information, so splitting them adds no value. Once an owner operator has 2 or more trucks, separate truck statements are needed to break down activity per truck. Q: My owner operator has one truck and a driver who needs to be paid. How do I handle that? A: The standard owner operator statement covers both the owner and the truck in one statement. If your scenario is more complex, contact support@alvys.com so the team can review your specific case.

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Accounting integration

Q: Does Driver Settlements affect my existing QuickBooks integration? A: No. The Driver Settlements module does not change your existing QuickBooks integration behavior. The statement built within Driver Settlements is what syncs to QuickBooks and other accounting systems, using the same integration settings you had before. Q: Will company driver statements flow to QuickBooks? A: Today, only owner operator statements sync to QuickBooks. Company driver statements require a QuickBooks Payroll integration, which is not currently supported. In the meantime, company driver pay must be entered manually in QuickBooks. Q: Is the QuickBooks integration only for bookkeeping, or can it run payroll? A: The QuickBooks integration is for bookkeeping today. Payroll-style payouts to drivers from Alvys via QuickBooks are not supported. Q: Can I issue payments to drivers directly from Alvys? A: Not in the current roadmap. Alvys produces the statement; the actual funds movement happens in your accounting or payroll system. Q: Does generating a statement actually pay the driver? A: No. Alvys does not move funds. A statement is a record of what the driver is owed. When you generate a statement, three things happen: the driver receives the statement by email (if email delivery is configured); the driver can view the statement in the Alvys Driver App; and for applicable driver types, the data syncs to your accounting system, where you run payroll or issue payment.

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Permissions and users

Q: Can I set role-based permissions on Driver Settlements (for example, draft-only vs. view-only vs. approve)? A: Granular role-based permissions on Driver Settlements are not supported today. This has been logged as a feature request.
Access to Driver Settlements is controlled by the Pay Driver and Pay Owner Operator permissions in the Billing category. Permissions are assigned per user in Settings → Organization → Users. See Billing permissions for which roles have these by default and how to grant them.
Q: Can I pin specific columns so they do not shift around? A: Yes. Right-click any column header and choose Pin column to the left or Pin column to the right. You can also right-click and select Configure Columns to control which columns are visible and in what order. Column layouts save per user. Q: Can I hide columns in the Open and Draft tabs? A: Yes. Right-click any column header in the Open or Draft tab and select Configure Columns to show or hide columns. Selections save per user. Q: How do I filter trips by date in Driver Settlements? A: In the Open tab, set the Cutoff Date. Any trips delivered after that date will be hidden from the view. This is useful when migrating to Driver Settlements or when excluding newer items from a settlement run. Q: Search is not returning what I expect. Is it broken? A: Search in Driver Settlements currently supports searching by Trip Number only. Broader search (by driver, deduction, or other fields) is on the roadmap.

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Driver reactivation

Q: Why does an inactive driver still have active items that need to be settled? A: Inactive drivers can still have trips, deductions, reimbursements, or other open settlement items from before they were deactivated. If you need to settle those items, enable the Settle Inactive Driver setting in Driver Settlements. Once enabled, inactive drivers with eligible unsettled items can appear in the settlement workflow. After settling the remaining items, review the driver again to confirm there are no additional open settlement items. Q: When I reactivate an inactive driver, do I need to do anything in Settings to make them appear in Driver Settlements? A: No extra action is required. Once reactivated, the driver should appear in the Open tab as soon as they have eligible trips for the current pay period. If they are not appearing, contact support@alvys.com.

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Pricing

Q: Is Driver Settlements an extra add-on? A: No. Driver Settlements is included in your existing Alvys subscription at no additional cost.

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Common setup paths

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Company driver paid by mileage

  1. Create or confirm the pay period.
  2. Open the driver profile.
  3. Add a Per Mile rate.
  4. Confirm whether the rate uses loaded, empty, or total miles.
  5. Confirm trips are delivered before generating the statement.

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Owner operator with multiple trucks

  1. Confirm the owner operator has 2 or more trucks.
  2. Enable or use truck statements.
  3. Add truck-specific deductions from the truck profile or truck statement view.
  4. Generate statements by truck.

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Team driver load

  1. Add a rate to each driver profile.
  2. Use a Number of Drivers rule if the rate should only apply to team loads.
  3. Review each driver’s statement independently before approving.

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