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Trip Sheets in Truckpedia TMS

Trip Sheets allow drivers to record key trip details as they complete their loads. This helps track driver pay, load details, and trip-related adjustments.

Driver Pay V1. This guide covers Driver Pay V1, which uses the Driver Pay Planning and Driver Pay Settlements tabs. If your account uses Driver Pay V3 (Settlement Planning and Settlements), see How to Create Driver Pay Settlements – V3.

1. Create a trip sheet template

Go to Accounting → Driver Pay Manager → Trip Sheet Templates and click + New Template.

Trip Sheet Templates tab with the New Template button

Step 1: Name the template

If you use more than one trip sheet, give each a clear name so drivers pick the right one. For example:

  • Per Mile Pay Trip Sheet for mileage-based pay
  • Hourly Pay Trip Sheet for drivers paid by the hour
  • General Trip Sheet if one sheet works for every trip

Step 2: Choose the fields

Under Trip Sheet Summary and Select Columns, check what drivers need to fill out, such as trip start and end, starting and ending odometer, total miles and hours, detention, truck and trailer number, location, stop name, seals, drop/hook and driver notes (handy for extra comments).

As you check fields, the preview on the right shows how the trip sheet will look.

New trip sheet template form with fields on the left and a live preview on the right

Step 3: Assign it

Under Select Drivers, pick the drivers who use this trip sheet. If a customer needs its own trip sheet, choose them under Select Customers (optional).

Step 4: Save

Click Save Template. You can also click Download to get a copy. The trip sheet is now available to the drivers you chose.

2. How drivers fill out trip sheets

Once a load is dispatched to a driver with a trip sheet, the trip sheet shows up in the Truckpedia driver app. As they run the load, they fill out the required fields:

  1. Tap Trip Sheets at the bottom of the app, then + New Trip Sheet.

Trip Sheets screen in the driver app

  1. Pick the right template.

Selecting a trip sheet template in the driver app

  1. Choose the date range and tap Confirm.

Choosing dates for a trip sheet

  1. If a field isn't filled in automatically, double-tap it and enter the value, then tap Save.

Filling out trip sheet fields in the driver app

  1. When the trip is done, tap End Trip Sheet, enter the end date and time, and submit.

End Trip Sheet screen in the driver app

3. Paying drivers using trip sheets

  1. Go to Accounting → Driver Pay Manager → Driver Pay Planning.
  2. Click Mode and choose Trip Sheet-Based. You'll see drivers whose pay comes from their trip sheet entries.
  3. Make sure the right date range is selected at the top right.

Mode menu in Driver Pay Planning with Load-Based and Trip Sheet-Based options

  1. Review the trip sheet entries for each driver.
  2. Check the entries you want to pay (or Select All) and click End trip.

Driver Pay Planning with the End trip button for each driver

The trip sheet pay now shows up in Driver Pay Settlements.

4. Checking and approving payments

  1. Open Driver Pay Settlements and click the blue edit icon on the settlement.
  2. Edit details, add payments or adjustments, and check the trip total.
  3. Click Approve to finalize it. If something's wrong, delete the settlement and end the trip again.

Driver Pay Settlements list

Approve button at the bottom of a settlement

After approval, click the Invoice (paperclip) icon to see the pay statement, and Mark as Paid (green check) once the driver is paid.

Key takeaways

  • ✅ Trip sheets give you a structured way to track driver pay.
  • ✅ They're assigned per driver and show up in the driver app.
  • ✅ Drivers fill out and submit trip sheets in the app.
  • ✅ You pay them in Driver Pay Planning using Trip Sheet-Based mode.

Need help? Email help@truckpedia.io.