By Truckpedia Team. Updated November 2026.
A driver settlement statement lists each load in the pay period, the pay method (per mile, percentage of revenue or flat rate), accessorials and reimbursements, then subtracts deductions like fuel advances, escrow, lease and insurance to reach net pay. A spreadsheet works for a few trucks; once you settle 10+ drivers weekly, re-typing and errors usually justify a TMS.
Key takeaways
Download free (no sign-up): Driver Settlement Template (.xlsx with formulas) · Sample Statements (.pdf) · Flat Table (.csv)
A settlement is the document your driver checks before anything else you send them. If it is clear, you get fewer calls. If it is not, every line turns into a dispute. Build every statement with these four blocks.
A note on taxes: payroll taxes for company drivers (W-2) belong in your payroll system, not on this sheet. Owner-operator (1099) deductions follow your lease agreement. Check both with your accountant; this template is not tax advice.
Pick the format that matches how your office works today:
| Tab / file | What it includes |
|---|---|
| Company Driver (.xlsx & .pdf) | Dispatched loaded + empty miles, rate per mile, accessorial pay, separate non-taxable reimbursements, deductions, settlement summary and YTD totals |
| Owner-Operator (.xlsx & .pdf) | Gross linehaul and fuel surcharge per load (49 CFR 376.12 compliant), O/O percentage share, 100% pass-through accessorials, itemized fuel card detail, chargebacks and escrow account balance |
| How to Use (.xlsx & .pdf) | Color key (blue inputs, black formulas, yellow pay settings) and instructions for adding rows without breaking SUM ranges |
| Flat Table (.csv) | One row per load with columns for per-mile, percentage and flat pay, additions, deductions and net pay |
In the Excel workbook (.xlsx), black cells already contain live formulas and update automatically when you edit the yellow pay settings or blue input cells. If you build from the flat CSV, use these formulas:
From the downloadable Excel and PDF sample statements (fictional carrier Ridgeline Freight LLC, pay period Nov 2–8, 2026). Replace all numbers with your own rates and agreements.
| Driver (type) | Loads & pay calculation | Accessorials & reimbursements | Deductions | Net settlement |
|---|---|---|---|---|
| Marcus Reed (Company Driver, W-2) | 5 loads: 2,141 loaded + 126 empty mi × $0.62/mi = $1,405.54 | $180.00 accessorials + $56.25 non-taxable reimbursements | $162.50 ($150.00 advance + $12.50 PPE) | $1,479.29 |
| Tony Alvarez / Alvarez Hauling LLC (Owner-Operator, 1099) | 4 loads: 75% of $6,745.00 linehaul + 100% of $1,252.00 FSC = $6,310.75 | $335.00 pass-through ($150.00 detention + $185.00 lumper) | $1,812.83 ($1,167.83 fuel card, $200.00 advance, $175.00 trailer, $100.00 escrow, $170.00 insurance/ELD/IFTA) | $4,832.92 |
Marcus Reed (W-2 company driver) ran five loads totaling 2,141 loaded miles and 126 empty miles at $0.62 per dispatched mile ($1,405.54 line pay), plus $180.00 in detention, extra stop and layover pay ($1,585.54 taxable gross). Reimbursements of $56.25 (tolls and CAT scale) stay separate because they are non-taxable, and $162.50 in deductions brings his settlement statement to $1,479.29 before payroll tax withholdings on his pay stub.
Tony Alvarez (1099 leased owner-operator) ran four loads earning 75% of $6,745.00 in linehaul plus 100% of $1,252.00 in fuel surcharge ($6,310.75 load pay) and $335.00 in pass-through detention and lumper fees ($6,645.75 gross settlement). Fuel card purchases from the itemized Fuel Detail table ($1,167.83 across Pilot and Love's) plus recurring lease, insurance, ELD, IFTA, escrow ($100.00, bringing his escrow balance from $1,400.00 to $1,500.00) and a $200.00 EFS advance total $1,812.83 in deductions, leaving $4,832.92 net via ACH.
A spreadsheet is a fine way to settle a few drivers. The trouble starts when the same steps repeat every week for a bigger team.
Every driver needs a statement every pay period. Each new truck adds another one to build, check and send, on the same deadline.
Fuel card charges have to be matched to the right truck and driver before they can come off a settlement. With more cards, more drivers swapping trucks and more transactions, that matching gets harder to do by hand.
The loads are already in your dispatch board and on the BOLs. In a spreadsheet, someone types them again: miles, revenue, accessorials. Every re-type is a chance to get one wrong.
When a driver questions a number, you need to show which file, which rate and which deduction. With copies saved on different desktops and emailed back and forth, finding the right version takes time.
Escrow balances build up week by week and have to be correct when an owner-operator leaves. A spreadsheet does not keep a reliable history of who changed what.
A TMS built for carriers takes the settlement out of the spreadsheet and builds it from data you already have:
Truckpedia includes driver settlements in its plan, from $299/month with 100+ integrations, and connects to your ELD, fuel card and factoring company. Brown Dog Carriers is saving 20 hours on average each week after switching from McLeod TMS to Truckpedia. Truckpedia is an AI-powered TMS built to automate 80% of manual work, and it is rated #1 with 4.8 stars.
New to TMS software? See our guide to what a trucking TMS does.
What should a driver settlement statement include?
The carrier and driver details, the pay period, each load with its pay method and amount, accessorials and reimbursements, every deduction, and the final net pay.
How do you calculate percentage pay for an owner-operator?
Multiply the load revenue by the agreed percentage, add accessorials and reimbursements, then subtract deductions such as fuel advances, escrow, lease and insurance.
What deductions go on a trucking settlement?
Common ones are fuel advances, fuel card charges, escrow, truck lease payments, insurance and other agreed items. Payroll taxes for W-2 drivers are handled in payroll; check with your accountant.
When should a trucking company stop using spreadsheets for settlements?
When weekly settlements, fuel card reconciliation and re-typing loads from dispatch start causing errors or disputes. For many carriers that shows up around 10 or more trucks.
Is the driver settlement template free?
Yes. Download the Excel workbook (with built-in formulas for company drivers and owner-operators), the printable PDF sample, or the flat CSV with no sign-up. All sample data uses fictional carrier numbers; replace them with your own rates.
Keep the template as long as it works for you. When settlement day starts taking over your week, see how Truckpedia builds settlements from the loads you already dispatch, from $299/month with 100+ integrations.
Related: Truckpedia pricing, Truckpedia vs Truckbase.