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Driver Pay Stubs

What are Driver Pay Stubs?

Driver Pay Stubs are system-generated documents that show drivers exactly how their gross pay breaks down by trip. Instead of manually creating pay statements or copying information from your TMS into payroll software, TMS.ai automatically groups completed manifests by driver and generates professional pay stub PDFs that detail every load, the pay for each trip, and the total gross amount owed. The pay stubs give drivers visibility into their earnings and provide the detailed backup you need to explain compensation calculations.

The process starts with driver pay items, which are created automatically when driver pay is recorded on a manifest. As drivers complete trips, those pay items accumulate in a dedicated board where you can filter by driver and manifest status. Once you've reviewed and confirmed the pay amounts, you create a pay stub that bundles all completed trips for a specific driver into a single document. The system removes those items from the pay items board and moves them to the Driver Pay Stub board, where you can view the PDF and email it directly to the driver. This automated workflow eliminates manual spreadsheet work and ensures drivers receive consistent, accurate pay documentation.

How Driver Pay Stubs work:

  1. Record driver pay on manifests: When a manifest is completed, record the driver pay amount in the manifest record. TMS.ai automatically creates a new pay item in the Driver Pay Items board when driver pay is entered on a completed manifest.
  2. Pay items accumulate automatically: As drivers complete trips and you record their pay, the Driver Pay Items board fills with individual pay records for each completed manifest. This happens continuously in the background as your operation runs.
  3. Navigate to Driver Pay Items board: When you're ready to settle with drivers (typically weekly or bi-weekly), open the Driver Pay Items board to see all unpaid trips across your entire fleet.
  4. Filter by driver: Apply filters to view pay items for a specific driver. Click on the filter options and select the driver name you want to settle with. This shows only that driver's unpaid trips.
  5. Filter by manifest status: Add an additional filter for manifest status, typically setting it to "Manifest Status = Completed" to ensure you're only settling finished trips. This prevents accidentally including trips that are still in progress.
  6. Review and edit costs: Go through each pay item to confirm the pay amount is correct. Check for any special compensation, accessorial pay, detention pay, or adjustments that need to be made. Look for errors or missing amounts that need correction.
  7. Make necessary adjustments: Edit any costs that need adjustment before generating the pay stub. This is your quality control step to catch calculation errors, apply negotiated rates, or account for special circumstances on specific loads.
  8. Select trips for settlement: Once you've confirmed all amounts are correct, select all pay items you want to include in this settlement period for the driver. You can select multiple pay items at once to bundle them into a single pay stub.
  9. Create pay stub: Click the action to create a pay stub. The system groups all selected manifests and trips onto a single document, calculating the total gross pay automatically. The PDF generates within seconds.
  10. Pay stub moves to Driver Pay Stub board: After creation, the pay stub appears in the Driver Pay Stub board. The individual pay items are automatically removed from the Driver Pay Items board to prevent double-payment and keep your unpaid items board clean.
  11. View PDF pay stub: Open the pay stub record in the Driver Pay Stub board to view the generated PDF document. The PDF shows all trips included, a breakdown of pay per trip, accessorials, adjustments, and the total gross pay owed.
  12. Email directly to driver: Use the built-in email function to send the pay stub PDF directly to the driver's email address on file. The driver receives professional documentation showing exactly how their compensation was calculated.
  13. Transfer to payroll system: The pay stub reflects gross pay before taxes and deductions. Use the total gross pay amount to update your payroll processing system, which handles net pay calculations after government deductions, taxes, and benefit withholdings.

What it means for you:

Pay settlements that used to take hours now take minutes. You stop copying trip details from your TMS into spreadsheets or payroll software manually, eliminating the data entry errors that create driver disputes and back-office headaches. Drivers receive professional pay documentation that clearly shows how their compensation was calculated, reducing questions like "why is my pay lower this week?" and building trust through transparency.

The automated process ensures nothing falls through the cracks. Every completed trip gets tracked, and you can see at a glance which drivers need to be paid and for which loads. When drivers ask about their pay, you have a clear paper trail showing exactly what trips were included and how amounts were calculated. Your back office runs more efficiently because settlement processing becomes a standardized workflow rather than a manual reconstruction project. Settlement time drops by 70%, errors decrease by 85%, and driver satisfaction improves because they receive detailed, timely pay documentation every settlement period.