Driver self-billing
Self-billing for self-employed drivers, built from the work
Self-billing is where you raise the invoice on the driver's behalf. DespatchOS builds it from the jobs the driver actually completed, so the pay run stops being a Friday afternoon of spreadsheets and WhatsApp.
Part of DespatchOS TMS
Built from completed jobs
Every job carries the driver's pay, resolved at assignment from the driver's own rate or their company's rate and capped by what the job allows. The self-bill is the sum of what was done.
Each driver on their own calendar
Pay period, pay date and frequency are set on the driver, weekly or fortnightly. Every job they work falls into their period by the day they worked it, whoever the customer was.
Fuel settled on the same statement
Fuel advances, receipts and any van charge show as lines on the self-bill. Overpaid fuel is carried as credit or reimbursed; underpaid fuel is deducted. Nothing is settled twice.
Sole traders and subcontractor companies, one process
Direct hire
A sole trader or a one-person limited company. The driver is the billing entity. The self-bill is addressed to their business details and lands in their app under Your pay, with the next payment date.
Subcontractor with several drivers
A company that supplies you five drivers. Each driver's jobs roll up to one self-bill for the company, at the company's agreed rate. What the company pays its own drivers is its business, not yours.
From completed jobs to a paid self-bill
- Jobs complete with proofDelivered jobs carry their proof of delivery and resolved pay. Late or disputed work goes to Needs action, not into the statement.
- The period closesOn the driver's pay date the period is frozen: jobs, fuel lines, deductions and the total. The driver sees it in the app.
- Pay and recordPay the driver, record the payment, and the self-bill is marked paid. Part payments are supported.
Questions
What is self-billing?
An arrangement where the customer, in this case your transport business, raises the invoice on the supplier's behalf. The driver agrees to it once, and from then on you issue the self-billed invoice for each pay period instead of waiting for theirs.
Does it handle VAT-registered drivers?
Yes. A driver or subcontractor company with a VAT number is billed with VAT, and the number is checked against HMRC's register. Unregistered drivers are billed without it.
Can different drivers be on different pay cycles?
Yes. The period, the pay date and the frequency are set per driver. A driver on a Sunday to Saturday week and one paid fortnightly on a Friday both work the same way.
What about a driver in one of my vans?
A van charge can show as a deduction line on the self-bill when it is switched on for that driver. Fuel for the van is settled on the same statement.
See DespatchOS running your pay run
Tell us how your drivers are paid today and we will show you the same week on DespatchOS.