Freight billing and driver settlement software

Invoice the day the POD arrives. Pay drivers and carriers the same week.

One load produces three lines of paperwork: the customer invoice, the driver or owner-operator's pay, and the carrier's bill against a rate con. Roadmark matches and drafts all three, so a person is approving numbers, not typing them.

Book a demo See a settlement statement

Invoice INV-10442Sent

Prairie Foods · Load 48213

$4,315.00 USD

Settlement · A. BrandtApproved

Owner-operator · week of Sep 22

$4,640.00 CAD

Carrier bill · Northline FreightMatched

Load 48219 · rate con matched

$1,655.00 USD

A statement the driver can actually check.

Every load, its share of revenue, the fuel surcharge, every deduction and the escrow balance: the same numbers Roadmark used to run the settlement, not a summary of them.

Settlement statement · A. BrandtOwner-operator · unit 231 · week of Sep 22

Loads this week

48256Mississauga ON → Cleveland OHCA$2,400.00+CA$210.00 FSC
48261Brampton ON → Buffalo NYCA$1,850.00+CA$165.00 FSC
48267Mississauga ON → Columbus OHCA$2,150.00+CA$190.00 FSC
48273Hamilton ON → Rochester NYCA$1,600.00+CA$140.00 FSC

Pay calculation

Gross revenue, 4 loadsCA$8,000.00
Your share at 72%CA$5,760.00
Fuel surcharge, passed through 100%CA$705.00
SubtotalCA$6,465.00

Deductions

Fuel card-CA$1,240.00
Insurance-CA$185.00
Escrow contribution-CA$100.00
Cash advance, Sep 22-CA$300.00
Total deductions-CA$1,825.00

Net pay$4,640.00 CAD

Escrow balanceCA$2,500.00 CA$2,400.00 prior + CA$100.00 this week

Every held invoice shows what's missing and a drafted fix.

Anything Roadmark can't invoice cleanly waits here with the reason and a drafted fix, instead of sitting quietly at the bottom of someone's list.

Invoice exceptions4 held

48244Prairie FoodsDetention needs approval
1 h 40 m of detention drafted at $75.00/h = $125.00, waiting for J. Park's approval.
48231Keel Building SupplyWaiting for the POD
The rest of the invoice is drafted and held; it goes out as soon as the driver's POD photo arrives.
48254Keel Building SupplyCarrier bill over the rate con
Pinecrest Carriers billed $1,940.00 against a $1,780.00 rate con: 2 h of detention where the POD shows 1 billable hour. Drafted: pay $1,860.00, dispute $80.00.
48267Lakeshore GrocersLumper receipt missing
The invoice is ready except a $75.00 lumper fee with no receipt on file; held until it's uploaded.

Carrier bills are matched to the rate con and the POD before they're paid.

A carrier's bill is checked against the rate con it was tendered at and the POD before it's approved. LTL carrier invoices are audited the same way, against the rate each shipment was booked at.

Three-way match · load 48254 · Pinecrest Carriers$80.00 over

Rate confirmation

Linehaul: $1,780.00
Detention: $80.00/h after 2 h free
Signed: Sep 21, Pinecrest dispatch

Proof of delivery

Arrived: 13:05
Departed: 16:05
At the dock: 3 h → 1 h billable

Carrier's bill

Linehaul: $1,780.00
Detention, 2 h: $160.00
Total billed: $1,940.00

Billing agent

Pay $1,860.00 now and dispute $80.00: the POD shows 3 hours at the dock, 1 hour past free time. The POD is attached to the note for Pinecrest.

Northline Freight · 48219Matched$1,655.00 · standard net 30
Harrow Lane Trucking · 48237Held for POD$1,780.00 · waiting on the signed POD
Great Plains Hauling · 48279Matched$980.00 · approved for payment

Chase the invoices that are actually overdue.

Aging is grouped the way your controller already thinks about it, and the Billing agent drafts the follow-up for anything that's crossed into risk.

Accounts receivable aging$235,800.00 total

$142,300.00
$58,400.00
$21,750.00
$9,200.00
$4,150.00

Current
1–30 days
31–60 days
61–90 days
90+ days

Billing agentDrafted for J. Park's review

To: Lakeshore Grocers, accounts payable
Subject: Invoice INV-10398, 45 days overdue

Hi there, invoice INV-10398 for $6,240.00, due Aug 10, is now 45 days past due. Could you let me know the status, or point me to whoever can help? Happy to resend the POD and rate confirmation. Thanks, J. Park, Ashgrove Logistics

It posts where your books already live.

Invoices, carrier bills, payments and journal entries sync to your accounting system, not into a spreadsheet someone reconciles on Fridays.

Accounting syncWhat posts where

What posts to each accounting system, and how often
System	Invoices	Bills	Payments	Journal entries
QuickBooks	Real time	Real time	Real time	Adjustments only
Sage Intacct	Real time	Real time	Real time	Full detail
Xero	Real time	Real time	Real time	Adjustments only
NetSuite	Real time	Real time	Real time	Full detail
	Real time	Real time	Nightly batch	Full detail

Questions

What billing and settlement teams ask.

When does Roadmark send the invoice?

It drafts the invoice the day the POD arrives, from the load's stops and times, and sends it once a person approves the numbers. If the POD is still missing, the rest of the invoice is drafted and held until the photo comes in.

How does detention get billed?

From the ELD's arrival and departure times at the dock, measured against the free time on the rate confirmation. Roadmark adds the detention line to the draft invoice with its hours and rate for a person to approve, and checks detention on a carrier's bill against the POD before it's paid.

Can Roadmark run owner-operator settlements?

Yes. It drafts pay for company drivers and owner-operators from the same loads as the invoice. The statement shows every load, the revenue share, the fuel surcharge, each deduction and the escrow balance: the same numbers Roadmark used to run the settlement.

How are carrier bills checked before they're paid?

Each bill is matched against the rate con it was tendered at and the POD. A bill that doesn't match is held with a drafted payment and dispute for a person to approve.

Does Roadmark chase overdue invoices?

Yes. Receivables are grouped by age, and the Billing agent drafts a follow-up for anything that has crossed into risk. A person reviews it and sends it.

Which accounting systems does billing sync with?

QuickBooks Online and Desktop, Sage Intacct, Xero, NetSuite and Dynamics 365. Invoices, carrier bills, payments and journal entries sync to the system your books already live in, not into a spreadsheet someone reconciles on Fridays.

QuickBooks integration: Online and Desktop
Invoices, carrier bills and payments sync between Roadmark and QuickBooks Online or QuickBooks Desktop, both ways. An invoice posts when you approve it.
NetSuite integration: invoices, bills and the ledger
Invoices, vendor bills and journal entries post from Roadmark to NetSuite once you approve them, by subsidiary for a OneWorld group.
Xero integration: invoices, bills and payments
Invoices, carrier bills and payments sync between Roadmark and Xero, both ways. An invoice posts to Xero when you approve it.
Detention calculator
What a truck's time at the dock past its free time comes to, on the invoice and on the driver's pay.
Fuel surcharge calculator
Surcharge per mile from the diesel price, the base price and miles per gallon, the total for a trip and its share of the linehaul.
Truck detention: how to measure it, bill it and pay drivers
How detention time is measured (ELD, geofence and dock timestamps against the appointment), free time, billing without disputes and the driver's share.

Bring last week's invoices and settlements. We'll run them side by side.

Send us a week of PODs, carrier bills and driver pay. In the call, you'll see the invoices, settlements and carrier payments Roadmark would have drafted.

Your loads, PODs and rate cons
Company drivers, owner-operators or both
Beside your current accounting system