Tag Archive: payroll

  1. 4 Common Ways to Pay Truck Drivers

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    Just like the trucking industry itself, paying truck drivers is not a one-size-fits-all solution. Driver or carrier agreements, company set ups, and types of haul call for different arrangements. Whether you are working with company drivers on the payroll, owner operators, or carriers, it’s helpful to know your options. There are several ways to pay truck drivers in this industry, so we will cover a few of the most common and when to use them.

    In This Article

     

    1. Pay by the Mile

    This is one of the most familiar ways to pay truck drivers. Drivers are paid based on how many miles they run. It boils down to a simple formula: the more miles the run, the more they are paid. Within this category, there are a few popular variations.

    • Flat rate per mile – One rate for every mile, loaded or empty. This is simple and straightforward. No need to track load statuses or revenue amounts in order to calculate pay per load.
    • Split rate (loaded vs empty) – You pay a higher rate for loaded miles and a lower rate for empty miles. As a result, driver pay can be more balanced in addition to giving you the ability to report on the profitability difference between hauling freight and repositioning.
    • Lane based – You pay specific rates for specific lanes. Trucking software can store several different types of rate charts, which can typically auto-apply on each load. Understanding your lane profitability is a key factor in successfully setting up chart based mileage rates. You can be flexible with this. For example, you can have a chart where you pay X per mile when the mileage is between 100-200 and Y per mile when the total mileage is between 201-300.
    WHEN TO USE IT

    Per mile driver pay works best for OTR or longer routes where miles are the best measure of profitability and productivity. It’s often used for company drivers where loads are frequent and you are covering fuel and other expenses. This method is easy to track and understand, which can reduce disputes or confusion during payroll. Drivers are able to track their own mileage, which means they have the ability to crosscheck their pay settlements. In addition, since the more miles a driver covers means they earn more, it also has the added benefit of encouraging efficiency. However, you always want to encourage “safety first” if you use the pay per mile approach.

    Utilize reporting tools to get your profitability by the mile. Not only can you analyze your revenue per mile, but you also have the pay per mile, which means you have a very straightforward formula. Any fleet size can use this pay method and get something valuable out of it.

     

     

    Frontline Q7 Trucking Accounting Software

     

    2. Percentage of Revenue

    Instead of paying by the distance metric, some fleets pay drivers a percentage of the revenue that was billed on each load. The benefit with this pay method is that the driver pay is directly tied to what the load is worth. You can set this up a few different ways.

    • Straight % of the total billed revenue – For example, a driver earns 30% of whatever you bill the customer. This includes the line haul charge and any accessorials.
    • Split % for line haul & accessorials – Pay x% of the line haul and y% of the fuel surcharge or other extras. Frontline Q7 supports this kind of set up so you can match your agreements exactly and the driver sees the breakdown reflected on their pay settlement.
    • % based on category of equipment – Pay x% when non-hazmat loads are hauled and y% when hazmat loads are hauled. Or, pay x% for flatbed loads and y% for reefer loads.
    • Lane based – Percentage based driver pay is very flexible when it comes to setting up a specific rate based on the lane. For example, you can set up a rate chart so you are paying x% for loads going from Tucson to San Diego, and y% for loads going from Phoenix to Denver.
    WHEN TO USE IT

    While this model can be used for company drivers, it is popular for owner operator fleets where the drivers cover their own expenses. Since owner operator and carrier pay scales with the value of each load, it keeps their interests aligned with yours. This model is also useful in an operation where the load revenue varies and you want driver pay to reflect that.

     

    3. Flat Rate Per Load

    Sometimes, simplicity wins. With this method, drivers or carriers earn a fixed dollar amount per load, regardless of how many miles are involved. It is clean, predictable, and easy to manage. However, a great amount of reporting and careful planning needs to go into this method before you start using it. You need to have an expectation for the percentages and profitability behind the scenes, even if your pay structure is not reflecting it.

    This setup is especially common when paying outside carriers, but it can also apply to company drivers running consistent local or regional hauls.

    WHEN TO USE IT

    Flat pay makes the most sense when loads are short, repetitive, or relatively equal in effort. If you are running the same route day after day (i.e., a dedicated lane between two terminals), flag pay can reduce administrative work. As a result, you cut down on a sneaky trucking business expense, and keep things predictable for everyone involved.

     

    Frontline Q7 Trucking Software _ Ways to Pay Truck Drivers

     

    4. Specialized Pay Structures

    Here is where things can get more complex, or need to be more customized to the kind of freight you haul. The most common ways to pay truck drivers are not a good fit for everyone. Some fleets pay drivers based on structured rate charts, similar to how customers can be billed. These are just a couple of examples our support desk has helped to implement:

    • Pay per ton-mile – First, lanes are established. Each lane could be a mileage range or city-city. Next, each lane has its own weight tier where the driver’s pay rate is stored. The rate itself could be percentage based, mileage based, flat, or a rate per ton/pound/etc. For example, when a driver hauls 30,000 pounds from Tucson to Phoenix, they are paid X per ton. When a driver hauls 42,000 pounds from Tucson to Phoenix, they are paid Y per ton.
    • Percentage of a calculated base rate – Instead of using the same rate or amount as the customer invoice, there is a separate chart for drivers. The driver’s percentage rate is calculated from there. For example, a customer is charged $25/ton to calculate $x as a total freight charge. The driver’s pay runs through a 2-step process. First, calculate $24/ton to get an amount. Next, they have a specific percentage of the resulting amount.
    • Split loads – When loads are dropped & hooked between two drivers, it is important to compute the pay correctly. Frontline Q7 automatically allocates the customer revenue that a percentage based pay structure is calculated on based on factors that you get to determine.

    In addition to each of these examples and more, you might also have accessorials that you need to pay.

    WHEN TO USE IT

    This setup is ideal for specialized freight like aggregate, bulk commodities, or anything where weight and mileage both play a big role in cost. If your customer contracts are built around tariff systems, it often makes sense to mirror that logic in your driver pay. It’s not something you’d want to calculate manually, but with the right software, it becomes fully automated and scalable.

     

    Company Driver Pay vs Owner Operator Pay

    Generally speaking, you can follow a few simple guidelines when it comes to determining the pay between these two types of drivers.

    Company drivers are more likely to be paid per mile per load, where the trucking company covers all operating costs.

    Owner operators tend to prefer percentage based pay because their income is directly tied to load revenue. They are responsible for their own expenses, although it is common for the trucking company to initially pay for them. The owner operator is deducted for operating expenses on their pay settlements.

    That said, these are not hard and fast rules. Some trucking companies offer hybrid ways to pay truck drivers. Still others customize pay structures depending on driver preference or freight type.

     

    Take a Closer Look

    If you are juggling different pay types, contracts, and rate calculations, trucking software like Frontline Q7 can save you a lot of time.

    • Automatically calculate driver pay based on mileage, revenue, tonnage, or specialized rate charts or routines.
    • Customize pay structures per driver or truck.
    • Owner operator drivers can be set up as subaccounts under the roof of another 3rd party entity.
    • Automatically allocate revenue and accessorials in split load dispatch scenarios.
    • Generate clean, accurate pay settlements with audit trails.
    • Integrate driver pay directly into your dispatch, payroll, and accounting workflow.
    • Eliminate manual entry and reduce calculation errors.

    Q7 was built to handle complex settlements while keeping you efficient. Use templates for common pay structures, build custom formulas, and let Q7 track everything.

     

    Ways to pay truck drivers might be one of the most complex parts of running a trucking business. It doesn’t have to be painful! The right model helps you stay competitive, fair, and aligned with your drivers’ needs. With flexible trucking software doing the heavy lifting, focus less on math and more on keeping the wheels turning. Our training and support team has been helping trucking companies take control of the pay settlement process since 1992. Reach out to us today so we can learn about your driver pay routines.

  2. How To Run Payroll in Q7 Trucking Software

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    Running payroll in the trucking industry isn’t as simple as plugging in a few numbers and hitting the print button. When you are dealing with driver pay methods, cash advances, deductions, and tax reporting, it can feel like you are taking a master class in tight rope walking. Here’s what it looks like to run payroll in Q7 trucking software (from start to finish).

     

    1. Set Up Your Employees and Drivers

    When you first crack open a new copy of Q7, you will need to add your people into the system. If you are able to provide an Excel spreadsheet containing the data you need, we can import it for you. Q7 users get a huge variety of driver pay methods and routines. This is key to enjoying automation throughout the order entry, dispatch, and payroll processes. Setting all of this up may seem like an enormous task, but Q7 makes this crucial set up step streamlined.

    DRIVER PAY PROFILE CONFIGURATION EXAMPLES:
    • % Freight –Typically used for line haul pay, this pay method auto-calculates driver pay based on a percentage of the line haul amount that was billed to the customer.
    • % Total Revenue – Use this to pay drivers a percentage of the total amount billed to the customer.
    • Rate per loaded mile, empty mile, or total miles – Used for line haul pay. Each pay profile can have multiple per mile pay method routines.
    • Flat – Pay your driver a flat rate per load.
    • Tariff or rate chart based – Auto-calculate driver pay based on a set of lanes. Multi-tier lane support is also possible. For example, you can pay your drivers a rate per ton where the rate depends on the tonnage and on the specific lane.
    • Accessorial pay – Auto apply accessory pay like detention, extra stop, or TONU when it occurs organically on the load.
    • Hourly – Provide your driver with a pay settlement where pay is computed by the hour.
    • Specialized or custom – Since Frontline Q7 specializes in truly tailored software, we look for a solution if none of the dozens of possibilities meet your needs.

    Most office staff and salespeople have simple pay profiles, usually with just one or two pay methods.

    The best part? All of this can be done within a few minutes with Q7’s import and copy tools. Going forward, a profile only needs to be addressed if someone has a change in pay.

     

    2. Set Up Payroll Related Deductions, Reimbursements, and Taxes

    In order to compute payroll successfully and provide a complete pay settlement, this is a necessary step in a new system. Also, keep in mind that Q7 comes set up out of the box with commonly used wages, reimbursements, and deductions. That means that all you need to do is refine it. Make sure to establish recurring deductions like health insurance and 401(k) as part of the payroll setup. When you are running payroll in trucking software, you want all the tools at your disposal. Q7 supports it all.

    PAY ADJUSTMENT EXAMPLES:
    • Annual and spring tax updates – Stay up to date with the latest payroll tax tables.
    • Pre-tax deductions – Common examples of this are health insurance and 401(k).
    • Non-taxable reimbursements – Pay your people reimbursements for phone, per diem, etc.
    • Automated cash advance deductions – If drivers take advances on the fuel card, automate the deduction.
    • Irregular payroll items – Queue up items that are not used every pay period and grab them when they are needed.
    • Scheduled payroll items – Use this feature if you need to issue something on a regular frequency that stops after a period of time or a certain dollar amount has been reached.

    Your Frontline trainer will help guide you through what you need and what you don’t need. We don’t want you to have to conform to Q7 – let Q7 conform to your payroll model. In addition, a general ledger account is assigned to all of the payroll related codes that you set up. As a result, you can have great variety for pay settlements and reporting, but keep your Income Statement and Balance Sheet narrowed down to the important stuff.

    Now that you have everything in place, you’re ready to go.

     

    Frontline Q7_How To Run Payroll in Trucking Software_Pay Profile View

     

    3. Authorize Driver Pay

    Q7 has a variety of dispatch workflow options to support trucking businesses of all shapes and sizes. In order to automate driver pay and provide thorough profitability reports, you will see driver pay automatically calculated on a per load basis using the instructions from the pay profile. The “authorized” flag lets the load pay be fed into the Settlement processing center.

    Create payroll and settlements using one or more of the flexible routines in Q7.

    DRIVER PAY AUTHORIZATION EXAMPLES:
    • Authorize pay live – This routine is popular with Q7 users who are taking advantage of live dispatch capabilities. The dispatcher(s) can authorize pay at any time during the lifetime of the load. As an alternative, a billing or payroll user authorizes the pay while preparing the billing.
    • Authorize pay after-the-fact – High volume contract carriers sometimes prefer to use Q7’s after-the-fact dispatch routines. If you create multiple copies of a load, calculate and authorize the pay for the driver at the same time!
    • Authorize pay in batch – Whether you are live dispatching or using after-the-fact features, the Batch Pay tool is a great way to calculate and/or authorize pay for a batch of loads.

    Not sure which features are right for you? Frontline’s support team will have you teach them your internal processes, and they will find the right fit for you.

    Q7 streamlines pay periods and pay settlements by implementing a focus on date controls. For example, you can get ahead of schedule by authorizing driver pay for a load that occurred today. However, if you apply a specific cut-off date, it will not be prematurely included on a settlement. As a result, even a delayed pay structure or waiting for paperwork to be returned until you pay a driver works in Q7.

    BONUS:

    Q7 handles all types of dispatch scenarios and ensures that driver pay is allocated accordingly. For example, a load is dropped & hooked and you need to split the pay 70/30. Q7 handles this automatically using your preferred allocation property.

     

    4. How to Run Payroll in Q7 Trucking Software

    Use the Settlement center to prepare pay settlements and office staff payroll. You only need to run the process once — Q7 builds driver settlements right into the paycheck or direct deposit. It pulls in the pay profile and any other details from the system, as long as they’re dated within the pay period.

    • Authorized load pay.
    • Fuel card related deductions (i.e., cash advances).
    • Regular reimbursements and deductions.
    • One time reimbursements, deductions, or pay.
    • Payroll taxes.

    Utilize the audit report to view everything even more closely. After Q7 builds the pay settlements, you can quickly audit the details, all in one view. You have full control before final approval, which makes overriding or adjusting a simple task.

    Once you give final approval, the system creates the pay settlements and paychecks. You can customize the settlements, email them to drivers, and move on to the final step.

     

    Frontline Q7_How To Run Payroll in Trucking Software_Pay Settlement

     

    5. Post Payroll and Create the Direct Deposit File

    Post the paychecks and generate the ACH file to upload directly to your bank. You will pay drivers and staff faster without mailing checks or switching systems.

    Paycheck stubs can be emailed to all employees.

     

    6. Run Payroll Reports

    Finding true payroll reports in trucking software can be like finding a needle in a haystack. Q7 comes fully stacked with every payroll report that is necessary for running a business and staying compliant. Monthly summaries, quarterly filing reports, tax liabilities, employer costs, W-2s, and more. In addition, payroll details are included on key trucking specific reports (i.e., profitability). Everything is in one place and tied back to your actual payroll runs.

     

    From set up to deposits to reports, Q7 lets you run your payroll from inside your trucking software. No exporting, importing, or flipping between tools. It’s fast, accurate, and tailored for the way trucking companies really operate. If you’re just starting out in payroll or would like to see how Q7’s payroll tools can work for you, reach out to us today.

  3. Managing Driver Pay Settlements

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    As a trucking business owner, you know how common it is for drivers to ask for another copy of their pay settlement, sometimes one from last month. Whether you are working on invoicing, payroll, or dispatch, the last thing you want is to waste time digging through records just to reprint or re-email a settlement. Managing driver pay settlements should be a painless task, and with Q7, it is.

    Q7 makes it easy to access posted driver pay settlements any time. In this month’s issue of Tips & Tricks, we are covering three different places you can instantly generate driver settlements, even after they have been processed and posted. Whether your trucking company has owner operator drivers, carriers, or payroll drivers, you have some flexibility. Which option you choose will depend on the type of driver and what you are doing in the moment. In addition, Q7 has a great deal of flexibility when it comes to user security. The access you have in Q7 may determine where you can get a copy of a posted driver pay settlement.

     

    Why Managing Driver Pay Settlements in Q7 Matters

    Generating driver payroll and pay settlements is simple, and we all know why that matters. But why is it important to be able to access posted pay settlements?

    • Management and other users who work with pay settlements need quick access for corrections or audits.
    • Drivers often request copies later on down the road.
    • Tidy record keeping saves you time at the end of the year.
    • You generated the settlements, but forgot to email or print them. Now they are posted.

     

    Option 1: Driver Setup Profile

    NOTE: Your ability to access a pay settlement from this view may be limited to user security. The Q7 Administrator can determine which types of Setup lists each user accesses. Furthermore, the type of profile within that Setup list can be driven by permissions. For example, your Employee Setup list may contain office staff and company drivers. Permissions can be defined by Setup type and profile type within that Setup list.

    Within the Vendor Setup or Employee Setup list, optionally use smart search to look up the driver or carrier. Click on the Action button and open the transaction history linked to the profile.

    Frontline Q7 Trucking Software_Managing Driver Pay Settlements_Setup Open Transactions

    Locate the pay settlement transaction, then print or email it.

    BEST FOR:
    • Quick one-off requests from drivers or carriers.
    • Quick one-off record look ups.

     

    Option 2: AP Invoices for Vendor Drivers or Carriers

    If you pay carriers or have owner operator driver on your fleet, you have the option to create their pay settlements as accounts payable invoices. This is a beneficial technique for extra reporting capabilities and for allowing you to zip up pay period data into a transaction even if the driver’s deductions outweigh their revenue.

    NOTE: Q7’s robust user security can be utilized to allow pay settlement users to access the accounts payable program to manage driver or carrier records, but hide regular expense records.

    If your pay settlements are created as AP invoices, you have a couple of options for grabbing historical records.

    To get one pay settlement at a time, just set the appropriate date range and use smart search to locate the driver or carrier’s transaction(s). Get to the pay settlement just by clicking the Action button, where you can print or email it.

    Frontline Q7 Trucking Software_Managing Driver Pay Settlements_Vend Inv Quick Print

    BEST FOR:
    • Quick one-off requests from drivers or carriers.
    • Quick one-off record look ups. You can also open the record and review the transactions.

    If you need to print or email a batch of posted pay settlements after the pay settlement process has been completed, you can do that from here, too. Click the Batch Invoice button. Set some optional filters like a post date range or a sub-class.

    Frontline Q7 Trucking Software_Managing Driver Pay Settlements_Vend Inv BatchBEST FOR:
    • During the regular driver pay settlement process, you forgot to email or print settlements.
    • Accounting or management needs a batch of data.

     

    Option 3: Payroll Checks (Company Drivers)

    Since managing driver pay settlements is using Q7’s single source data entry model, company drivers are settled using payroll checks. Instead of having the report in one place and the paycheck (paper or direct deposit) in another, they are combined into a single record. This makes it easy to pull them back up after the fact – either individually or in batch.

    If you have access to the Check Register, use smart search to locate the payroll check. Click the Action button to print or email the driver pay settlement again. If you need to print or email a check stub, you can do that from here, too, even though the check has already been processed and posted.

    Frontline Q7 Trucking Software_Managing Driver Pay Settlements_PR Check IndividualBEST FOR:
    • Quick one-off requests from drivers or carriers.
    • Quick one-off record look ups. You can also expand the detail to view more in-depth information (i.e., accounting postings).

    If you do not have access to the master Check Register or if you need to reprint or email a batch of posted company driver pay settlements, use the Batch Settlement tool in the Banking category. This tool lets you apply several different optional filters. You can narrow your reporting down to a single driver, or a subset of drivers, or by date range.

    NOTE: Since driver pay settlements double as the payroll check, user security is essential. The Q7 Administrator can define which types of employees each user can access throughout the system, including this reporting tool.

    Frontline Q7 Trucking Software_Managing Driver Pay Settlements_PR Check BatchBEST FOR:
    • During the regular driver pay settlement process, you forgot to email or print settlements.
    • Accounting or management needs a batch of data.

     

    Managing driver pay settlements doesn’t have to be complicated. Whether you’re working with payroll drivers, leased operators, or carrier vendors, Q7 gives you the tools to easily view, print, or email past settlements. That means fewer headaches, faster response times, and better record keeping for everyone.

    If you’re just starting to streamline your payroll or driver settlement process, it’s worth checking out how Q7 handles creating pay settlements, tracking driver history, and tying it all together with full-cycle accounting. Reach out to us today for a complimentary demonstration. Q7 works for you, not the other way around.