If you searched for a free truck driver settlement sheet template, you probably want something you can actually use—not another article that explains settlements and then asks you to buy software. APR Logistics created a free Excel workbook for small carriers, owner-operators, dispatch offices and company-driver payroll.
The workbook contains separate settlement sheets for 1099 owner-operators and company drivers. It automatically calculates gross earnings, deductions, reimbursements and net settlement as you enter each pay-period item.
What Is Included in the Free Settlement Workbook?
The download contains four tabs:
1. Start Here: basic instructions for using and saving the workbook.
2. Owner Operator Settlement: built for independent contractors or leased owner-operators. It includes load revenue, fuel surcharge, accessorial pay, fuel-card advances, escrow, maintenance reserves, equipment lease payments, insurance, IFTA/permit charges, reimbursements and net settlement.
3. Company Driver Settlement: built for drivers paid per mile, per load, hourly or by another company-pay method. It includes trip pay, detention/layover, other earnings, payroll deductions, reimbursements and net pay.
4. Deduction Reference: a quick reference for common trucking settlement line items such as fuel, escrow, maintenance reserves, insurance, ELD fees and reimbursable expenses.
Owner-Operator Settlement Sheet Template
An owner operator settlement sheet template should show more than the final deposit. A useful settlement lets the driver trace the money from the loads hauled during the pay period to the final amount paid.
For each load, the APR Logistics workbook gives you fields for the load number, date, origin and destination, loaded miles, linehaul/gross revenue, fuel surcharge, accessorials and calculated driver pay. You can set a default percentage for drivers who receive a share of gross revenue.
The deduction area includes common owner-operator items such as fuel-card transactions, truck lease payment, trailer rent, escrow, maintenance reserve, occupational accident insurance, physical-damage insurance, bobtail/non-trucking liability, ELD or technology fees, IFTA/permits/plates, advances and other chargebacks.
Company Driver Settlement / Pay Sheet
Company-driver pay works differently, so the workbook uses a separate sheet rather than trying to force W-2-style pay and owner-operator settlements into one form.
The company-driver tab tracks trip/load number, date, route, miles or hours, base pay, detention or layover, other pay, reimbursements and deductions. It then calculates gross pay and net pay automatically.
How to Use the Truck Driver Settlement Sheet
Step 1: Download the Excel file and save a clean master copy.
Step 2: Enter the carrier name, driver name, settlement number, truck number and pay-period dates.
Step 3: Add each load or trip included in the settlement. Use one row per load so the driver can audit where the gross pay came from.
Step 4: Enter all deductions individually instead of placing them into one unexplained “other deduction” amount.
Step 5: Add reimbursements and credits. The workbook automatically calculates the final net settlement.
Step 6: Save the completed settlement using a consistent naming format such as DriverName_2026-10-06_Settlement-1024.xlsx.
What Should Be on a Truck Driver Settlement Statement?
A practical driver settlement normally identifies the carrier, driver, truck, settlement number, pay period and issue date. It should then show the loads or trips that generated the earnings, any additional pay, deductions and reimbursements, followed by the net amount due.
Owner-operator settlements often require more detail because deductions may include fuel advances, escrow or maintenance reserves, equipment payments and insurance. Keeping those categories separate makes it much easier to reconcile the statement against the driver’s contract, fuel-card activity and bank deposit.
Why APR Logistics Separates Escrow and Maintenance Reserves
A reserve deduction is not always the same thing as a normal operating expense. Depending on the carrier agreement, money placed into escrow or a maintenance reserve may remain attributable to the owner-operator and may later be used or returned. For that reason, the template labels these items separately rather than hiding them inside a generic deduction total.
Use the Template With Your Load and Cost Records
A settlement sheet becomes more useful when you compare it with the records behind the settlement. Check the settlement against the rate confirmation, load revenue, fuel-card purchases, accessorial approvals and your bank deposit.
For owner-operators, also compare the final settlement with your actual operating cost. APR Logistics has separate guides for calculating true cost per mile, understanding loaded vs. all-mile RPM, and calculating fuel surcharge.
Frequently Asked Questions
Is the truck driver settlement sheet really free?
Yes. The APR Logistics Excel workbook can be downloaded from this page without paying for the template.
Can I use it for an owner-operator?
Yes. The workbook has a dedicated owner-operator settlement tab designed for percentage-based load pay and common contractor deductions.
Can I use it for company drivers?
Yes. A separate company-driver tab supports per-mile, per-load, hourly or other pay structures and includes fields for payroll deductions and reimbursements.
Does the sheet calculate net settlement automatically?
Yes. The workbook contains formulas that total earnings, deductions and reimbursements and calculate net settlement or net pay.
Can I edit the deduction categories?
Yes. The workbook is intended to be customized for your carrier or driver agreement. Change categories that do not apply and add your own internal references or notes.
Note: This free template is a recordkeeping tool, not legal, tax, payroll or accounting advice. Driver classification, withholding and permissible deductions depend on the employment or contractor relationship and applicable law.