We’re excited to bring you this week’s product update! This release introduces new financial tracking features, and more control over settlements, expenses, and customer rate management.
1. Track Expenses at the Trip Level (Video)
You can now add trip-level expenses directly from the trip summary page.
Drivers can submit expenses at the trip level, providing better tracking for reimbursement or deductions.
Coming soon: Expenses that need to be deducted or reimbursed will soon flow directly into settlements, making financial tracking even smoother.
2. Drivers Can Now View Paid Settlements (Video)
To give drivers access to view their settlements, you must enable this setting in your account settings.
Once enabled, drivers can log in to their app and view or download paid settlements as a PDF.
Important note for Owner-Operator Settlements:
If your driver(s) fall under an owner-operator, meaning settlements are generated under the driver’s name but payments are made to the owner-operator, enabling this setting will allow those drivers to see what is being paid to the owner-operator.
If this is a concern, you may want to hold off on enabling this setting for those drivers.
3. New Settlement Rules (Video)
Orders & Trips Linked to Settlements Are Now Locked
Once an order or trip is associated with a settlement, users can no longer edit the order or trip.
If a driver has a settlement associated with a trip, you won’t be able to change the driver via the quick dispatch modal.
Need to edit an Order/Trip that is linked to a paid settlement?
Admins can navigate to the trip summary page, and click on the hyperlink to be directed to the associated settlement for that trip.
Click on the 3-dots menu from the settlements page to mark a settlement as draft (removing the "paid" status) - this will unlock the order/trip so you can edit as needed.
Once changes are made, remember to go back and mark the settlement as "paid".
This ensures that data remains locked once an invoice is sent and a driver is paid.
4. New Total Mileage & Tags on Settlements (Video)
A new Total Mileage column is now available on settlements, allowing you to see the total miles driven for each trip.
Any tags applied to trips are now visible when building a settlement for a driver.
5. New Setting: Disable Auto-Calculate Mileage (Video)
A new "Disable Mileage Calculations" setting is now available under App Settings.
How It Works:
If enabled, estimated miles will not auto-populate, and empty and loaded mile fields will remain empty.
If drivers are allowed to set mileage, they can manually enter miles themselves.
6. Customer Rate Tables (Beta - Pro tier) (Video)
Now Available Upon Request: If you're interested in tracking customer-specific rate tables, let us know at support@truckbase.com !
How It Works:
Add one or multiple rate tables for a specific customer directly in the Customer Profile.
When building an order for that customer, simply select the rate table making it easier to populate rates and streamline the order creation process.
Coming soon: A fuel surcharge table will allow fuel rates to be linked to customer rate tables for even more detailed rate tracking.
7. Generate Trip Manifest (Video)
You can now generate a Trip Manifest directly from the Trip overlay page.
This PDF can be useful for offline reference during connectivity issues.
Drivers can directly access the Trip Manifest when viewing a trip, and have the option to download.
Add a Trip Manifest Disclaimer under App Settings > Documents. Any text entered here will appear on every generated Trip Manifest, ensuring important messages or policies are included.
8. BOL now available on the LTL module
If you're using the LTL module, you now have the ability to generate a BOL on the Order overlay.
9. Global Default Invoice Recipients (Video)
You can now set default invoice recipients at a global level under Settings > Invoicing & Accounting instead of adding them manually for each customer or invoice level
When can this be helpful for me?
If you always need to cc specific team members on all invoices
If you work with a factoring company that should always receive invoices, or have additional factoring contacts that you want to always be cc'd
Once saved, these recipients will automatically be included on all future invoices
10. Improvements to Other Expenses & Maintenance Log (Video)
You can now import works orders and expenses via CSV template for faster data entry
Try the new filters and sort on the Other Expenses & Maintenance table
11. Dispatch Helper Now Available for Everyone (Video)
Previously available as a beta, the Dispatcher Helper has now been released to all users! This feature helps you catch potential issues when creating or editing orders and trips.
Warnings you'll receive:
Duplicate Customer Order #s – Avoid errors in order entry.
Date Warnings – Alerts for orders more than 30 days in the past or future.
Driver & Equipment Document Expirations – Warnings if a selected driver or equipment has a document expiring or expired within 30 days.
Driver Time Off Conflicts – Get notified if a driver has scheduled time-off during the scheduled trip.
Equipment Out of Service – Alerts if equipment is marked as out of service.
That wraps up this week's release! If you have any questions or would like access to customer rate tables, please reach out to our support team.