Owner Operator Settlement and Driver Pay Tracker Spreadsheet, Excel and Google Sheets | Trucking Settlement Check, Deductions and Escrow

The Friday statement, checked against your own loads, and what you actually kept per mile.

The settlement lands, the gross looks big, the deposit looks thin, and somewhere between the two are fuel, escrow, plates, insurance, the ELD and a fuel surcharge that may or may not have made it onto the page. Most owner-operators take the carrier's word for it because checking means an evening with a calculator. This file checks it for you. Log each load as you run it and type the statement when it arrives, and the Settlements tab tells you what the statement should have said, what it said, and the difference, flagged.

THREE THINGS TO KNOW BEFORE YOU BUY

My carrier's statement looks different. Every carrier's page looks different, and the file does not care. Setup holds your lease terms once (your percentage of linehaul, whether the fuel surcharge passes through, and the fixed weekly deductions), and after that you type what the statement reports: linehaul, fuel surcharge, accessorials, deductions, deposit. The names of the deduction categories are yours to rename.

I am not a spreadsheet person. You type in the cream cells only. Every other cell is a formula (7,431 of them). One row per load, one row per statement, one row per deduction line.

Will it open on my laptop? It runs in Microsoft Excel, Google Sheets, and Apple Numbers with no add-ins, no macros, no login, and nothing to install. Every formula uses the portable function set, and the file was recalculated clean in all three before shipping.

WHAT IS INSIDE (9 TABS)
• Start Here: three steps and you are logging
• Setup: your lease terms, once, with the percent split, the fuel surcharge pass-through, the fixed deductions, the escrow schedule, the maintenance reserve target, and per diem
• Loads: every load you ran and what it was worth to the truck, with loaded and deadhead miles, linehaul, fuel surcharge, detention, stops, tarp, lumper, and revenue per mile
• Settlements: the statement as reported versus what your loads say it owes, the variance in dollars, a SHORT or Matches flag, and the 15-day rule (days from proof of delivery to paid)
• Deductions: every dollar the carrier took and what for, by category, fixed versus variable, per mile
• Driver Pay: six pay methods (percent of linehaul, percent of gross including fuel surcharge, per practical mile, per HHG mile, per load, hourly) plus owner drives, with per diem, and a pay stub you can print
• Escrow & Reserves: your escrow is a deposit, not an expense, with what has been taken, what is still to come, what is yours, and a maintenance reserve against the target you set
• Dashboard: net kept per total mile and per loaded mile, gross to truck, deductions, net deposited, deadhead percentage, statements that did not match, average days to get paid, and cash of yours held outside the account
• Year View: the year the settlements add up to, month by month

The worked sample inside is one truck, eight weekly settlements: 30 loads, 19,163 miles, gross to truck $37,615.82, deductions $25,293.33, net deposited $12,322.49, net kept $0.643 per mile. One statement is short: settlement 5, dated August 7, 2026, where the fuel surcharge on one load (1,085 loaded miles at $0.38) never appeared. The file flags it: SHORT $412.30. Clear the sample rows and the formulas stay.

WHO IT IS FOR
Owner-operators leased to a carrier on a percentage or per-mile settlement, small fleet owners paying a driver, and anyone who has looked at a Friday deposit and wondered where the gross went.

WHAT YOU GET
The workbook in four color editions (Colorful, Light, Dark, Editorial) plus a bundle zip, instant download, and a full narrated video walkthrough on YouTube. Free updates.

HOW IT WORKS
Open in Excel, or upload to Google Sheets, or open in Numbers. Fill in Setup with your lease terms. Log loads as you run them. Type each statement when it lands. Read the variance and the per-mile number.

Digital product, so all sales are final; message me if anything is unclear and I will help.

Organizes your settlements and computes the comparison from the terms you enter; not tax, legal, or accounting advice. Check your own lease agreement and 49 CFR 376.12 for what your carrier owes and when.