Run, Approve and Pay Settlements

Create Draft Settlements

The Settlements page has five tabs: Overview, Settlements, Aging, Year-End / 1099s and Configuration. Executive users can view settlements but cannot create, approve or change them.

A settlement moves from draft to pending (submitted for review) to approved to paid. It can also end as void.

1. Click Run Settlement in the page header to open the run window for all active drivers. You can also click Run on a pay-class card on the Overview tab to run just that class. (page: /settlements)
2. Each driver is shown with their Running Net. Uncheck anyone you want to hold (or use Select all, Select none or Positive only), then click Run N selected. (page: /settlements)
3. Drivers you unchecked are skipped, and their activity keeps adding up for a later run. A driver marked Has open draft already has a draft for this window, and running them again returns that same draft. (page: /settlements)

Review and Approve in the Workspace

Approval rules (Auto-approve settlements, Dual approval required for large settlements, and Require justification for negative-net settlements) are on Configuration → Approval Thresholds. A Super Admin or Company Admin can change them.

Auto-approve settlements doesn't approve anything by itself today. It only labels approvals at or below the threshold as auto-approved, and someone still has to click Approve.

1. On the Settlements tab, click a draft to open its workspace. Line items are grouped under Load Earnings, Other Earnings, Deductions and Advance Recoveries, with a Net Preview on the side. (page: /settlements/[id]/workspace)
2. Uncheck any item you don't want on this settlement. Unchecked items go back to the pending pool for a later cycle. Click an amount to edit it, use Add Entry for a manual charge or credit, and use Notes for settlement notes (these print on the PDF). (page: /settlements/[id]/workspace)
3. If the net is negative, click the Flagged — decision needed bar and choose Forgive, Carry forward, Custom installment or Void settlement, enter a reason, and click Record decision. (page: /settlements/[id]/workspace)
4. Click Approve. If your company requires dual approval above a set amount, the first click records your approval and a different user must click Approve as 2nd Approver. (page: /settlements/[id]/workspace)
5. To work through many drafts, use Batch View in the page header. Opening a draft's workspace marks it Reviewed. When every positive-net row is reviewed, Approve Reviewed Drafts approves them together. (page: /settlements/batch)

Mark Paid, Void and Email the PDF

The settlement PDF is emailed to the driver (or the fleet owner's contact email) when a settlement is approved from the list or from its panel. Your company email gets a copy. Failed sends are retried automatically, and the panel shows the email status.

Approving from the workspace or Batch View does not send the email today. To send it, open the approved settlement from the list and click Resend Email.

1. On the Settlements tab, click an approved settlement to open its panel. Click Mark Paid, choose the Payment method, add an optional reference, and click Mark Paid again. CloudTMS records the payment. It does not move any money. (page: /settlements?tab=settlements)
2. Click PDF at the top of the panel to download the settlement statement. (page: /settlements?tab=settlements)
3. To void a pending, approved or paid settlement, click Void Settlement, choose a Reason and Reason audience, and click Void this settlement. Check Create corrected reissue to open a new draft with the items put back for review. Only Super Admin, Company Admin and Accounting users can void. (page: /settlements?tab=settlements)

Related Articles

• Pay Periods and Settlement Schedules
• Recurring Deductions and Deduction Templates
• Driver Advances and Recovery
• Year-End 1099s