> ## Documentation Index
> Fetch the complete documentation index at: https://docs.alvys.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Driver settlements
> Set up pay periods and driver rates, generate statements, and resolve the questions that come up on the first settlement run.
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.
## Watch the walkthrough
If a screen in the video looks different, follow the written steps below.
[Open the recording](https://drive.google.com/file/d/1Wl7I0bXBad3bUs0Dx8IGkaI9F8ZRwMih/view)
## Where to find it
Go to **Accounting → Driver Settlements**. The module has three tabs:
| Tab | What it shows |
| -------------- | --------------------------------------------------------------------------------------------------------------------- |
| **Open** | Unpaid transactions for all drivers. Use the **Show All Drivers** toggle to include drivers without current activity. |
| **Drafts** | Drivers with at least one approved payable item sitting in a draft statement. |
| **Statements** | Completed statements, synced to your accounting system. |
**Driver not appearing in settlements?** Confirm the driver's profile was created as a **Company Driver** or **Owner Operator** — not as an **External Carrier**. Drivers created as External Carriers never appear in Driver Settlements. Then confirm the driver has been assigned to a pay period in **Settings → Pay Periods**.
## 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.
## 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.
## 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.
Drivers do not see the pay period name. Their statement shows only the **Statement Date**.
## 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).
### 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.
For the full catalogue of rate types, every rule subject and operator, and worked examples, see [Driver rates, rules, and plans](/en/help/accounting-settlements/driver-rates-rules-plans-the-complete-guidex).
## 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.
Plans stack with no de-duplication and no priority. If two plans both grant a 75% line haul rate to the same driver, that driver is paid 150% of line haul. Design segments so plans complement rather than duplicate each other.
Rate plan changes are forward-looking. Editing a plan does not recompute statements that have already been processed, and a driver newly matching a plan does not receive back pay for prior trips.
## Generate a statement
### 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.
### 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.
### 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.
### 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.
Generating a statement does not move funds. Alvys creates the pay record; the driver receives it by email (if configured) and can view it in the Alvys Driver App. Payment itself happens in your accounting system or payroll provider.
Once generated, a statement is locked. Click **Revert Statement** to return it to draft status for editing.
The layout of amounts and line items on the generated statement comes from the **Statements Layout** setting in your company profile. See [Paystub layout templates](/en/help/accounting-settlements/paystub-layout-templates).
## 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.
## 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](/en/help/accounting-settlements/how-to-generate-truck-statements-for-owner-operators).
## Permissions
Driver Settlements is available to users with the **Admin** or **Payroll Clerk** role. Permissions are assigned per user in **Settings → Organization → Users**.
| Permission | Grants |
| ------------------ | ------------------------------------------------------------------------------ |
| **Pay Driver** | Access to the Driver Settlements module and the ability to process driver pay. |
| **Edit Paystubs** | Generating, editing, and reverting statements. |
| **View Pay Plans** | Viewing driver and owner operator rate plans. |
| **Edit Pay Plans** | Creating, modifying, and deleting rate plan templates. |
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.
## 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**.
## FAQ
No. Every driver must be assigned to a pay period first.
Two settings in **Settings → Company Profile** control this: **Enable Trips with \$0 Payables to display in settlements** and **Enable Trips with no Payables to display in settlements**. Toggle them to control whether zero-pay and no-pay trips flow onto driver statements.
Click directly on the miles cell for the trip in the Driver Settlements table and edit the value. The statement recalculates automatically.
Use the three-dot menu on the right side of the trips table and select the edit option, or click the trip value cell and edit it inline. Percentage-based driver pay recalculates from the updated value.
In the **Open** tab, set the **Cutoff Date**. Trips delivered after that date are hidden from the view.
Yes. Right-click any column header and choose **Pin column to the left** or **Pin column to the right**. Choose **Configure Columns** to show or hide columns. Column layouts save per user.
Reverted statements are not retained after reversal. Use **Revert to Draft** rather than reverting to Open; that keeps the statement intact so you can regenerate it.
The behaviour differs by accounting platform. Contact Alvys Support with your platform for the exact result.
Owner operator statements sync to QuickBooks. Company driver statements require a QuickBooks Payroll integration, which is not currently supported.
Open the driver's profile and go to **Tax Information**. Enter the Tax Identification Number, then set **Tax Category** to **1099**. Once both are filled in, the **Company Name** field becomes available — enter the company name and save. The company name then appears as the payee with the driver's name below it. If the statement is already generated, click **Revert Statement** first, then regenerate.
No. Driver Settlements is included in your existing Alvys subscription at no additional cost.
## Related articles
How rates, policies, and rules produce line items on a statement.
Pay periods, deductions, reversals, and the first-run questions from the settlements webinar.
Hourly, daily, and per diem pay inside Driver Settlements.
Generate a statement at the truck when you pay an owner-operator that way.
Recurring deductions that draw down a balance across statements.
Hold and release escrow as part of driver pay.
Control what appears on the statement you send the driver.