1) Dispatch complete and load delivered
Confirm actual miles, pickup and delivery timestamps, and final stop sequence so settlement and invoice inputs match operations.
Carrier finance SOP
Driver Settlements and Carrier Invoicing: A Step-by-Step Weekly Workflow
Quick answer
Driver settlements and carrier invoicing work best as one weekly close process: verify load data, finalize pay, build invoices, submit clean packets, and reconcile exceptions.
Where DENEMO fits
DENEMO helps carriers run this weekly close from one load record so dispatch, settlements, and invoicing stay in sync instead of living across spreadsheets and handoffs.
If you are mapping your operating baseline first, review what a trucking TMS covers and available integrations.
Weekly dispatch-to-invoice workflow (carrier SOP)
This trucking billing process is designed for weekly close. Run the same steps in order every cycle.
2) Collect and validate source documents
Attach POD, lumper receipts, scale tickets, and detention notes to the load before finance touches the record.
3) Rate audit and exception coding
Reconcile the rate confirmation against billed line items and classify exceptions (missing docs, rate mismatch, approval pending).
4) Build driver settlement statements
Calculate earnings, deductions, reimbursements, and net pay from approved load data only. Flag unresolved deductions for review.
5) Build customer invoices from the same load
Generate invoice packets using the identical load and accessorial data used in settlement to prevent revenue/pay mismatch.
6) Submit invoices and publish settlements
Release invoice packets by customer channel and publish settlements on a fixed schedule with line-item visibility.
7) Reconcile and close the week
Review rejected invoices, disputed deductions, and missing documentation. Assign owners and carry unresolved items into next close.
Copyable settlement statement template
Copy this table into your settlement worksheet or TMS export template.
| Field | Template value | Notes |
|---|---|---|
| Driver | [Driver Name] | Use legal payroll name or contractor entity. |
| Settlement period | [YYYY-MM-DD] to [YYYY-MM-DD] | One weekly close window. |
| Load IDs included | [LD-1021, LD-1028, ...] | Reference every paid load. |
| Gross earnings | [$____] | Mileage, percentage, hourly, stop pay, bonuses. |
| Reimbursements | [$____] | Lumper or approved out-of-pocket receipts. |
| Deductions | [$____] | Fuel, advances, tolls, escrow, insurance. |
| Net settlement pay | [$____] | Gross + reimbursements - deductions. |
| Supporting documents | [POD, receipts, approvals] | Attach document IDs or links. |
| Reviewer and publish date | [Name, YYYY-MM-DD] | Required sign-off for audit trail. |
Weekly close checklist
Use this checklist to run settlements and invoice submission on one predictable cadence.
| Task | Owner | Due | Evidence of completion |
|---|---|---|---|
| Lock dispatch window for prior week | Dispatch lead | Monday 08:00 | All delivered loads marked final. |
| Validate POD and receipt completeness | Billing specialist | Monday 12:00 | No missing required documents. |
| Audit rates and accessorial approvals | Billing specialist | Tuesday 10:00 | Rate mismatches resolved or flagged. |
| Generate settlement drafts | Payroll or settlement admin | Tuesday 14:00 | Drafts include earnings, deductions, reimbursements. |
| Approve and publish settlements | Finance manager | Wednesday 10:00 | Driver-visible statements released. |
| Generate and submit invoices | AR specialist | Wednesday 16:00 | Invoices submitted with complete packet. |
| Log rejections and disputes | AR + payroll | Thursday 12:00 | Exception queue with owner and ETA. |
| Weekly close review | Operations + finance | Friday 15:00 | Cycle time, rejection rate, dispute count reviewed. |
Glossary
Driver settlement
The pay statement showing earnings, deductions, reimbursements, and net amount for a defined period.
POD (Proof of Delivery)
Delivery confirmation document, often signed, used to support billing and payment validation.
Accessorial
Additional charge outside linehaul, such as detention, lumper, layover, or stop fee.
Rate confirmation
Document that defines agreed pricing and terms for a load.
Invoice packet
Invoice plus supporting documents required by the customer or factor.
Deduction
Amount subtracted from settlement pay, typically fuel, advances, tolls, or escrow.
Reimbursement
Approved repayment to driver for out-of-pocket expenses tied to a load.
Exception queue
Tracked list of unresolved close items such as missing docs, rejected invoices, or disputed charges.
FAQ
How often should carriers run driver settlements?
Most fleets run weekly settlements. The key is a fixed cut-off time and a documented review process before publishing.
What causes settlement and invoice mismatches?
Mismatches usually come from separate data sources, late accessorial updates, and manual re-entry between dispatch, payroll, and billing.
Can the same load record drive both settlement and invoicing?
Yes. Using one source record is the most reliable way to reduce payment disputes and prevent revenue-versus-pay variance.
What documents are required before invoice submission?
At minimum: rate confirmation, POD, invoice, and any required accessorial backup such as lumper receipts or detention documentation.
How do we handle disputed deductions?
Mark disputed deductions as exceptions, keep source evidence attached, and resolve through a documented approval path before next settlement cycle.
What KPI should we track for this trucking billing process?
Track delivered-to-invoice hours, invoice rejection rate, settlement dispute count, and percentage of loads closed with complete documentation.