Pay drivers with settlements

Goal

Work out what a driver is owed for a period, approve it, and keep a record that it was paid. 4fleet does not send money to drivers. You pay them yourself, then mark the settlement as paid.

Prerequisites

• Your role can create payments to generate a settlement, and edit payments to approve it. Owners and admins can by default.
• The driver has a pay model and rate saved on their record. Settlements work for commission, per job and monthly salary drivers. Hourly and hybrid pay are not supported yet.
• The jobs in the period are completed and assigned to the driver.

Steps

1. Open Accounting, select Payouts, then open the Drivers tab.
2. Select Generate settlement.
3. Pick the driver under Driver. The window shows the driver's Compensation.
4. Set the Period start and Period end. A monthly salary settlement must cover one full calendar month.
5. Leave Commission rate override (%) empty to use the driver's own rate. Fill it in only to override the rate for this settlement, and only for a commission driver.
6. Select Generate settlement.
7. Open the new row with View details. Check the jobs listed under Booking details. Enter any Deductions, such as a fuel advance, add Notes, and select Save changes.
8. Select Approve once the figures are right.
9. Pay the driver outside 4fleet, then select Mark as paid.
10. Use Download PDF on the row, or tick several rows and select Export selected to CSV.

Expected result

The settlement appears as Pending, then Approved, then Paid. It lists the completed jobs the driver drove in the period. The commission is worked out on the job prices without VAT, a per job driver gets the flat rate for each job, and a salary driver gets the monthly rate without proration. Each job can be on only one settlement. Net payout is the amount less your deductions. Use Approve selected or Mark selected as paid for several rows at once.

Troubleshooting

• If a message says a settlement already covers an overlapping period for this driver, pick dates that start after the earlier one ends.
• If a message says some bookings are already on another settlement, those jobs were paid before. Choose a period without them.
• If the window says the driver's pay model is not yet supported, change the driver's pay model first. Hourly and hybrid drivers cannot be settled here.
• If generating fails because no rate is set, add the driver's rate or type a Commission rate override (%).
• If a monthly salary settlement is refused, the dates are not a whole calendar month, for example 1 to 31.
• If you need to remove a settlement, delete it while it is Pending. Approved and paid settlements are kept.
• If amounts show "currency unresolved", the driver has no rate currency and the period has no booking currency to use.