Free template · Owner-operator settlements
The settlement statement every small carrier should be sending.
If you lease on owner-operators,49 CFR 376.12 requires an itemized settlement— every load, every deduction, spelled out. Here's a clean one you can copy. Fewer pay disputes, a paper trail that holds up, and owner-operators who actually trust your numbers.
| Load | Del. | Lane | Broker | Line-haul |
|---|---|---|---|---|
| L-4471 | Aug 3 | Charlotte, NC → Atlanta, GA | TQL | $1,850.00 |
| L-4488 | Aug 5 | Atlanta, GA → Nashville, TN | Coyote | $1,420.00 |
| L-4501 | Aug 7 | Nashville, TN → Louisville, KY | Echo | $980.00 |
| Gross line-haul (3 loads) | $4,250.00 | |||
| Deduction | Reference | Amount |
|---|---|---|
| Carrier fee — 10% of line-haul | Rate schedule | −$425.00 |
| Fuel advance — ComData | ADV 08/04 | −$600.00 |
| Physical damage + occ/acc insurance | Wk 08/03 | −$210.00 |
| Trailer rental | Unit T-77 | −$175.00 |
| ELD service | Monthly ÷ 4 | −$35.00 |
| Permit and toll reimbursement | Trip L-4501 | −$150.00 |
| Total deductions | −$1,595.00 | |
What 49 CFR 376.12 actually expects
The truth-in-leasing rule. Plain-language summary, not legal advice — check your lease and counsel.
State the compensation
How the O/O is paid — percentage, per-mile, or flat — has to be clearly specified. Show the math on the settlement.
Itemize every chargeback
Any deduction from the O/O's pay must be spelled out, with the O/O able to see the documents behind it. No mystery line items.
Let them verify the rate
The O/O can request the rated freight bill the pay is computed from. Keep it attached or on request.
Account for escrow
If you hold a reserve, the statement must show the balance, what came out, why, and the terms for returning it.
Shared by Iron Wing Dispatching — a small dispatch outfit that got tired of settling owner-operators in a spreadsheet. Use this template freely. Sample figures are illustrative. This is general guidance, not legal advice — confirm your settlement practices against 49 CFR 376.12 and your own lease and counsel.
Stop building these by hand in Kelévo.
Import a rate confirmation, run the load, and Kelévo turns delivered freight into a 376.12-ready settlement in one click — then emails it to your owner-operator and your accountant. Built for small carriers running 2–10 trucks.