Driver Settlement


Once a load is completed within Axele, there are two automations that occur for that load: 1) an invoice is generated and 2) driver settlement expenses are calculated, which are based on the driver’s payment terms.

We will discuss how to set up a driver’s payment terms, what occurs against the load after it is completed, and how to generate the driver settlement within this article.

Step 1: Configure the Driver’s Payment Terms

Please note, you must be an Admin, Accountant, or Power Dispatcher to modify payment terms.

Each driver can have the same set of terms, or they can be completely different. The choice is yours. We have many options so you can match your business requirements.

Go to Assets > Drivers > select the driver > Payment Terms tab. You will see the page below within the Payment Terms tab of your driver.

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There are three payment term sections that you can modify:

  1. Load Rate
    • Most common
    • Examples are revenue share of a load, per mile pay, or items found against an invoice
  2. Schedule Pay
    • Helpful if a driver is paid a certain amount per time period
    • Examples are a driver’s weekly, or monthly, paycheck
  3. Schedule Deduction
    • Used if a driver is paid a specific deduction per time period
    • Examples are cell phone reimbursement, child support, insurance, etc.

You can add as many line items to these sections as needed and Axele will use them to calculate the settlement for your driver.

To add a component to any of these sections, click the Add Line Item within that particular section. A popup window will appear, which will allow you to configure and add your line item.

For example, let’s add Revenue Share within the Load Rate section:

  1. Go to the Load Rate section, then and click Add Line Item
  2. Click the Pay Type field and select Revenue Share
  3. Modify the Rate field and any other fields as needed
  4. Save!

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The new line item should appear under the Load Rate section as shown above.

Go ahead and customize the Payment Terms for this driver, and all drivers as needed. Going forward, Axele will automatically calculate the driver’s payment of a load whenever a load is completed for that driver.

Please find descriptions of each payment term section below.

Load Rate

Here are the pay types explained.

Additional stop % The driver gets paid a percentage share of the additional stop charge on the load
Additional stop rate The driver gets paid based on the additional stops done on the load
Detention % The driver gets paid a percentage share of the detention charge on the load
Detention rate The driver gets paid a detention charge per hour
Fuel surcharge The driver gets paid a percentage share of the fuel surcharge on the load
Per duty hour The driver gets paid per hour for any duty time spent
Per empty mile The driver gets paid based on the empty miles he has driven on the load
Per loaded mile The driver gets paid based on the loaded miles he has driven on the load
Per total mile The driver gets paid based on the total miles he has driven on the load
Revenue share The driver gets paid a percentage share of the load linehaul revenue

Schedule Pay

This is used when you need to pay a specific amount on a weekly, biweekly, monthly, or annual basis. To add a line item, click Add Line Item within this section.

Based on your configuration, Axele will automatically create the scheduled pay and include it in the pending driver settlement page (explained in Step 3).

Schedule Deduction

This is used when you need to deduct a specific amount from the driver’s pay on a weekly, biweekly, monthly, or annual basis. For example, payment of a lease, insurance, mobile phone, etc.

You can configure these scheduled deductions for your driver by clicking Add Line Item within this section.

Based on your configuration, Axele will automatically create the scheduled deduction and include it in the pending driver settlement page

Here is an example of a $200 weekly insurance scheduled deduction, that occurs each Monday, starting on 09/14/2020.

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Learn more about how we automatically calculate a driver’s payment for a load in Step 2.

Step 2: Automatic Calculation of Driver Payment for a Load

Once the load is completed, Axele automatically calculates the load settlement expense for the driver based on the configurations in Step 1.

Follow these steps to verify the settlement expense for a given load:

Go to Loads > select a load > click the Financials tab > scroll down below the Invoice section to the Driver Settlement Expenses section.

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You can always modify the settlement expenses for a load by either editing any existing pay items or clicking on Add Line Item and adding a new expense item for the driver.

You can also modify the invoice line items for the load. If you want to reflect any changes on the invoice after the driver settlement expenses have been calculated, click the Recalculate icon as shown below. This will pull in any new data and recalculate the expenses section for you.

Note: If there are no expenses within this section, it may be because the driver does not have any Payment Terms set up yet. If this is the case, add the Payment Terms for the driver, then go back into the load and click the Recalculate icon. This will pull in the configurations as discussed in Step 1.

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To add driver deductions and payments for the expense like tolls, food, etc., click on Add Line Item and select the appropriate pay item as shown below.

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You can modify the automatically calculated expenses, or add new expenses, using the Add Line Item option under Settlement Expenses. Clicking on the Recalculate icon will erase your modifications and recalculate your expenses based on the configurations in Step 1.

There is also a button that gives you the option to include these expenses within the driver’s settlement section. This is helpful for past loads that have already been paid to the driver. To keep these expenses from showing up during the creation of a driver settlement explained in Step 3, turn the Enable Driver Settlements toggle to OFF.

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Step 3: Create and Finalize the Driver Settlement

When you are ready to create a driver settlement, begin by following the steps below:

Click Accounting > Driver Settlements > make sure you are on the Pending Driver Payments tab > select the driver to view all pending payments for that selected driver.

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Below the driver’s name at the top left of the page, you can see the Net Total.

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Add any additional pending reimbursements or deductions for your driver by clicking Add Line Item under the Pending Reimbursements and Deductions section.

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Select the loads and any pending reimbursements and deductions for the settlement, then click Create New Settlement at the top right of the page.

Select the start and end period of the settlement and click Create to complete the settlement.

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Your settlement will now appear as In Review within the web app, as well as within the driver’s mobile app for them to review.

From here, you have the option to preview, download, or email the settlement to your driver. Please note, once it is created here, the settlement will automatically appear within the driver’s mobile app under the Payments section.

You can also add more items from Pending Payments (the previous screen before this one) or remove specific line items as needed.

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Once the payment to the driver is made, then click on Finalize at the top right to close the settlement.

Go to Accounting > Driver Settlements > select the Settlement Reports tab to browse through the settlements already created.

Teams Module

Overview

Teams can be created in the Driver Dispatches section (Operations > Driver Dispatches > Manage Drivers in Operations). 

Once your team is created, you can assign the team while creating a load just like you would assign a solo driver to a load. You can also assign a solo driver or team after a load is created from the Load List view. Please find these workflows and examples below. 

Here are a few details to keep in mind before you get started: 

  1. Teams will respect HOS rules
  2. Driver settlements are based on the miles driven per driver
  3. Payment terms can be defined for a driver when they are running solo or part of a team

How to Set Up a Team

Follow these steps to set up your team:

  • Confirm the drivers are in Axele and Active by going to Assets > Drivers
    1. If you need to create a driver, click here to view an article to help you
  • Select each driver (Assets > Drivers) and click the Payment Terms tab
    1. Within the Load Rate section, click Add Line Item and choose the appropriate Pay Type
    2. Make sure the Operation Mode is set for the Team so that Axele will calculate the correct driver settlement when this driver is part of a team
  • Head over to Operations > Driver Dispatches and click the icon at the top called Manage Drivers in Operation (see Image 1)
  • Click Create Team at the top right of the next page (see Image 2)
    1. Add the Primary Driver, and Secondary Driver, and click Create! (see Image 3)

Feel free to swap drivers around if they are part of a team already. Just select the existing team and edit.

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Managing the Team: Driver Dispatches

After your team is created, you will see new rows within the Driver Dispatches Gantt chart that will show your team.

A team is signified by an icon with two people along with both driver’s names (see Image 4). A solo driver is signified by an icon with one person along with the driver’s name (see Image 4).

Our system is intelligent enough to keep you from assigning a load to a team if the solo driver already has a load during the respective time period.

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Assigning a Load to a Team

There are two ways to assign a load to a team:

  1. New loads
    1. Within the Create New Load form (Operations > Loads > Create New Load), assign the load to a team at the bottom of the form within the Choose a Driver field (see Image 5).
  2. Existing loads
    1. Within the Load List view, click the gear to the far right of an Available/Planned load and select either “Assign to Driver” or “Plan Driver”, then select your team (see Image 6).

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Driver Settlements on Completed Loads

Within the Financials tab, you can view each driver’s Settlement Expenses to make sure they are paid appropriately within the Driver Settlements section (see Image 7). These settlement expenses are calculated by Axele based on the Payment Terms within each driver’s profile. 

These expenses are calculated based on the Payment Terms of each driver. Each driver can have different terms.

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