Overview
Driver deductibles allow you to track and collect specific charges from drivers over time, such as auto advances, equipment costs, insurance deductibles, or other agreed-upon amounts. The system automatically deducts the specified amount from each payroll settlement until the balance is fully collected.
Understanding Deductibles
What Are Deductibles?
Deductibles are recurring charges that you deduct from a driver's settlements over time to recover specific costs. Common examples include:
Auto advances
Health insurance
Insurance deductibles
Misc
Permits
Additionally for Contract drivers nd Owners:
Plates
License
How Deductibles Work
When you create a deductible:
You set the total amount to be collected (e.g., $1,200.00)
You choose the collection frequency (weekly or monthly)
You specify the amount per period (e.g., $322.00 per week)
The system automatically deducts from each settlement
The balance decreases until fully paid off
The deductible shows as "settled" when the balance reaches $0.00
Key Point: Deductibles reduce the driver's net pay each settlement period by the specified amount. Drivers can see their deductible balances in their settlement statements.
Adding a New Deductible
Step-by-Step Instructions
To create a new deductible:
Navigate to the driver's or owner's profile page, Financials tab
Locate the Deductibles section
Click the "Add" button in the top-right corner
Complete the deductible form (see details below)
Click "Save" to activate the deductible
Deductible Form Fields
Active Status
Toggle ON (blue): Deductible is active and will be charged each period
Toggle OFF (gray): Deductible is disabled and won't charge the driver
💡 Tip: Disable a deductible temporarily if you need to pause collection without deleting the record. You can reactivate it later.
Details Section
Unit (required, for owners only)
Dropdown to select Owner's truck
Deductible Type (required)
Select from dropdown menu
The type helps categorize and report on different deductible categories
Choose the option that best describes the charge
Total Amount (required)
Enter the complete amount to be collected over time
Example: $1,200.00 for an auto advance
This is the grand total, not the per-period amount
Balance Left (optional)
Enter an amount if collection has already started
Enter same amount as total for new deductibles (system uses total amount)
Use this field when migrating existing deductibles into the system
Collection Method Section
Collection Mode
Fixed rate (most common): Deduct the same amount each period
Charge Frequency (required)
Weekly: Deducts each weekly settlement
Monthly: Deducts once per month
Select the frequency that matches your driver's settlement schedule
Weekly Charge (or per-period charge)
Enter the amount to deduct each period
Example: $322.00 per week
The system calculates how many periods needed based on total amount
Calculation Example:
Total amount: $1,200.00
Weekly charge: $322.00
Number of weeks: Approximately 4 weeks (3.73 weeks exactly)
Final week will be adjusted to collect remaining balance
Managing Existing Deductibles
Viewing Deductible Information
The Deductibles list displays all deductibles for a driver with these columns:
Type: Category of the deductible (Auto advance, Equipment, etc.)
Reference: Optional reference number or note
Status: Shows if Active (blue dot) with collection frequency
Per period: Amount deducted each settlement period
Balance left: Remaining amount to be collected
Settled: Total amount already collected
Editing a Deductible
To modify an existing deductible:
Click the three-dot menu (⋮) on the right side of the deductible row
Select "Edit" from the dropdown
Update the necessary fields
Click "Save" to apply changes
⚠️ Important: Editing the per-period amount or total amount will affect future deductions. Already-collected amounts (shown in "Settled") are not reversed.
Disabling a Deductible
To temporarily stop collection:
Edit the deductible
Toggle the Active switch to OFF (gray)
Save the changes
The deductible remains in the system with its current balance but won't be deducted from settlements. You can reactivate it anytime by toggling Active back ON.
When Deductibles Complete Automatically
The system automatically stops deducting when:
The balance left reaches $0.00
The final partial payment is collected (if balance is less than per-period amount)
The status will show as settled, and the deductible stops appearing on settlement statements.
Examples and Use Cases
Example 1: Auto Advance Deductible
Context: You've provided a driver with a $1,200.00 advance for truck expenses, to be repaid over 4 weeks. Setup:
Click "Add" in Deductibles section
Select deductible type: Auto advance
Enter total amount: $1,200.00
Set balance left: $1,200.00 (new deductible)
Add reference: "Advance 2025-10-11"
Collection mode: Fixed rate
Charge frequency: Weekly
Weekly charge: $300.00 (will take exactly 4 weeks)
Ensure Active toggle is ON
Click Save
Result: The driver will see a $300.00 deduction on each of their next 4 weekly settlements. After 4 weeks, the deductible completes and stops automatically.
Example 2: Partial Balance from Previous System
Context: A driver owes $850.00 on an equipment charge. They've already paid $150.00 outside the system, so the remaining balance is $700.00. Setup:
Click "Add" in Deductibles section
Select deductible type: Equipment
Enter total amount: $850.00
Enter balance left: $700.00 (amount still owed)
Add reference: "Tablet device"
Collection mode: Fixed rate
Charge frequency: Bi-weekly
Bi-weekly charge: $175.00 (will take 4 bi-weekly periods)
Ensure Active toggle is ON
Click Save
Result: The system shows $150.00 already settled. The driver will have $175.00 deducted every two weeks for the next 8 weeks until the $700.00 balance is collected.
💡 Tip: When migrating existing deductibles, always enter both the original total amount and the current balance left so your records remain accurate.
Example 3: Temporarily Pausing Collection
Context: A driver is experiencing temporary financial hardship. You agree to pause their $500.00 uniform deductible for one month. Steps:
Locate the deductible in the list
Click the three-dot menu (⋮)
Select "Edit"
Toggle Active to OFF (gray)
Click Save
(After one month) Edit again and toggle Active back ON
Result: The deductible remains visible with its current balance, but no charges are deducted during the pause period. When reactivated, collection resumes from the remaining balance.
Troubleshooting
Common Issue: Deductible Not Appearing on Settlement
Symptoms: Created a deductible but it didn't deduct from the latest settlement Possible Causes:
Active toggle is OFF (disabled)
Settlement period doesn't match charge frequency
Deductible was created after the settlement was processed
Solution:
Verify the Active toggle is ON (blue)
Check that the charge frequency matches the driver's settlement schedule
If the settlement already ran, the deduction will appear in the next period