Overview
Escrows allow you to collect and manage funds from owners or contract drivers for specific expenses like tolls, insurance, fuel cards. The system automatically deducts the specified amount from settlements based on the collection schedule you set.
Quick Answer: You can create an escrow by clicking "Add" in the Escrows section, selecting the escrow type, setting the total amount and collection method, then clicking "Save". Escrows automatically deduct from each settlement until the balance is collected.
What Are Escrows?
Escrows are systematic deductions taken from driver or owner settlements to collect money for specific purposes over time. Instead of collecting a large sum upfront, you can spread the collection across multiple settlement periods.
Common escrow uses:
Tolls
Insurance
Fuel cards
Creating a New Escrow
Step-by-Step Process
To create a new escrow:
Navigate to the owner or contract driver's profile, Financials tab
Scroll to the Escrows section
Click the "Add" button (usually shown with a ⊕ icon)
The "Add escrow" form will open
Fill Out Escrow Details
Required fields:
Unit: Select which unit (truck/trailer) this escrow applies to
Only for owner escrows
Choose from the dropdown menu
Links the escrow to specific equipment
Escrow type: Select the type of escrow
Common types: Tolls, Insurance (Surance), Fuel card
This helps categorize for reporting
Total amount: Enter the full amount to be collected
Format: $0.00 (e.g., $1,500.00)
This is the complete sum you need to collect
Balance left: Enter the remaining balance to collect
Usually the same as total amount for new escrows
Can be less if some amount has already been collected outside the system
Format: $0.00
Optional field:
Reference: Add a reference number or identifier
Examples: Invoice number, policy number, equipment ID
Helps track the escrow to source documents
Example: "4100" for a specific toll account
Set Collection Method
Collection mode: Choose how to calculate deductions
Fixed rate (most common): Same amount deducted each period
Other modes may be available depending on your system configuration
Charge frequency: Select how often to deduct
Weekly
Monthly
Must match your standard settlement frequency
Weekly charge (or per-period charge): Enter the amount to deduct each period
Format: $0.00 (e.g., $455.00)
System will calculate: Balance left ÷ per-period charge = number of periods to collect
Active Status
Active toggle: Enable or disable the escrow
Enabled (blue): Escrow will deduct from settlements
Disabled: No deductions will be taken (useful for temporary holds)
Note: "A disabled escrow will cease charging the owner until it is reactivated"
Save the Escrow
Review all fields for accuracy
Click "Save" button
The escrow will appear in the escrows list
Deductions will begin with the next settlement
Understanding Escrow Display
Once created, escrows appear in a list showing key information:
Escrow list columns:
Type: The escrow type (Tolls, Surance, Fuel card, etc.)
Total amount: Full amount to be collected (e.g., "Total amount: $765.00")
Reference: Any reference number entered
Status: Active, Refunded, or disabled state
Period: Collection frequency (Weekly, Monthly)
Per period: Amount deducted each settlement (e.g., "$455.00")
Balance left: Remaining amount to collect (e.g., "$300.00")
Settled: Total amount already collected (e.g., "$465.00")
Editing an Existing Escrow
How to Edit
Find the escrow in the Escrows section
Click the menu icon (⋮) on the right side of the escrow row
Select "Edit" from the dropdown menu
The edit form opens with current values pre-filled
What You Can Edit
Editable fields:
Total amount: Adjust the total to collect (increases or decreases remaining collections)
Reference: Add or update reference information
Collection mode: Change the calculation method
Charge frequency: Update how often deductions occur
Per-period charge: Increase or decrease the deduction amount
Active status: Enable or disable collections
Important notes:
Changing "Total amount" affects future calculations but doesn't change "Settled" amount
Changing "Per-period charge" changes how fast the escrow is collected
"Settled" amount cannot be edited directly (it's calculated from actual deductions)
Processing Escrow Refunds
When to Refund an Escrow
You may need to refund an escrow when:
Owner or contract driver leaves before escrow is fully collected
Escrow was created in error or with wrong amount
The underlying expense was cancelled (insurance policy cancelled, etc.)
Owner overpaid and deserves money back
Settlement requires returning collected funds
How to Refund
Find the escrow in the Escrows section
Click the menu icon (⋮) on the right side
Select "Refund" from the dropdown menu
A refund confirmation dialog may appear
Confirm the refund date
Complete the refund process
After Refunding
Status changes:
Escrow status changes to "Refunded"
Shows refund date (e.g., "On: 09/26/2025")
Per period and balance amounts are crossed out (shown as strikethrough)
No further deductions will be taken
Examples
Example 1: Creating a Toll Escrow
Context: Driver needs to repay $765.00 in toll charges over several weeks
Goal: Set up automatic weekly deductions of $455.00
Steps:
Click "Add" in Escrows section
Select Unit: Choose driver's truck from dropdown
Select Escrow type: Tolls
Enter Total amount: $765.00
Enter Balance left: $765.00
Enter Reference: 4100 (toll account number)
Collection mode: Fixed rate
Charge frequency: Weekly
Weekly charge: $455.00
Ensure Active toggle is enabled (blue)
Click Save
Result: System will deduct $455.00 from the first settlement, then $310.00 from the second settlement to complete the $765.00 total.
Tip: If $455.00 per week is too high for the driver's typical settlement, consider lowering to $250.00/week to extend over more periods.
Example 2: Refunding a Cancelled Insurance Escrow
Context: Driver's insurance policy was cancelled, need to refund collected amount
Goal: Stop collections and process refund
Steps:
Find the Surance escrow
Click the menu icon (⋮)
Select Refund
Confirm refund details
Note the "Settled" amount (e.g., $3,589.00) - this is what needs to be repaid
Complete the refund in the system
Result:
Escrow status changes to "Refunded"
Shows refund date: "On: 09/26/2025"
No further deductions occur
Process a separate payment of $3,589.00 to return the collected funds
Tip: Create a payment record immediately after refunding the escrow so the owner receives their money back promptly.
Troubleshooting
Issue: Escrow Not Deducting from Settlement
Symptoms: Settlement processed but escrow balance hasn't decreased
Possible causes:
Escrow is disabled (Active toggle is off)
Settlement amount was too small to cover the deduction
Escrow was created after the settlement was already processed
System error or processing delay
Solution:
Check that escrow Active toggle is enabled
Verify the settlement date vs. escrow creation date
Check if settlement amount was sufficient for deduction
Review settlement details for any holds or overrides
If issue persists, edit the escrow to manually adjust "Balance left"
If this doesn't work: Contact support with the escrow reference number and settlement dates.
Issue 2: Cannot Edit Refunded Escrow
Symptoms: Menu options are limited or edit is unavailable
Cause: Refunded escrows are typically locked to prevent accidental changes
Solution:
If you need to make changes after refunding:
Create a new escrow with correct details
Document the relationship to the refunded escrow
Add clear reference notes
If this doesn't work: Contact support if you need to undo a refund or make corrections.
Issue 3: Need to Pause Escrow Temporarily
Symptoms: Driver requests temporary hold on collections due to hardship
Solution:
Edit the escrow
Toggle Active to disabled (off)
Add a note with the reason and expected restart date
Save changes
When ready to resume, edit again and enable Active toggle
Result: No deductions during disabled period, collections resume when re-enabled.