Expenses, fuel receipts, bills and driver pay

Expenses

1. Open Finance › Expenses (called Operating Expenses).
2. Under Add Expense pick the Date, type a Category (like Insurance, Repair or Toll), the Vendor and the Amount.
3. Optionally pick the Truck and Load it belongs to, and add Notes.
4. Tap Save Expense.

The By Category table shows where your money goes. Fuel is tracked separately in Fuel Receipts, so don't enter it twice.

Fuel receipts

1. Open Compliance & Records › Fuel Receipts (called Fuel Purchases).
2. Fill in the Date, State, Vendor, Gallons, Total Amount and optionally the Odometer, Truck and Load.
3. Tap Save Receipt.

Fuel receipts are used for IFTA (gallons bought in each state), for miles per gallon and for cost per mile. Compliance & Records › Fuel Efficiency compares trucks and states. You can also scan a receipt with your camera (see AI Tools).

Bills you owe (payables)

Use Finance › Payables (Accounts Payable) for insurance, truck payments, permits and other bills. Fill in the Vendor, Category, Bill Date, Due Date, Amount and Status, then tap Add Bill. For bills that come every month, use Recurring Bills and tap Add Recurring. Bills that are due show up on the Day Close and Weekly Review pages.

See your profit

• Finance › Profit is your profit and loss for any dates. Pick a start and end date and tap Run P&L.
• Finance › Load Profit shows the margin on each load after fuel, expenses and driver pay.
• Finance › Cash Flow looks ahead at money coming in (invoices) against money going out (fuel, expenses, payroll, maintenance, compliance).
• Finance › Vendor Spend adds up what you spend with each vendor.
• Finance › Bank Reconcile helps you match paid invoices and payments to your bank statement.

Pay your drivers (settlements)

A settlement is the pay sheet for one load. Owner-operators are paid a percentage of the load (their Owner-op Percent). Company drivers are paid by the mile (their Company Mileage Rate). Set these on the driver, in Drivers.

1. After the load is delivered, open it and tap Create Owner-Op Settlement or Create Company Settlement. The driver must be assigned to the load.
2. Open the settlement. Add deductions (like fuel advances, escrow or insurance) or reimbursements under Add Line Item and tap Add Item.
3. Change the status from Draft to Ready when it has been checked, and to Paid when you've paid the driver. Tap Save Status.
4. Use Print / Save PDF to give the driver a copy.

Settlements & Payroll › Approval Queue lists every settlement waiting to be approved or paid, with Approve and Mark Paid buttons. Settlements & Payroll › Pay Statements gives each driver a statement, and Settlements & Payroll › Final Payroll is the full list of payroll.