What a settlement is required to show
Start with the page you already get every week. Gross. Then the column. Miles if they print. The load or trip ID. If a line is missing, you cannot hold it against the lease, because there is nothing to match. A bundled Misc. take is the same problem with a different label.
A usable settlement is an accounting page, not a pay stub. It should let a stranger reconstruct the week: what you grossed, what came off, and why. When the carrier collapses five programs into one number, Pay Oper cannot split it. The product will not invent five clauses for a single take. Ask for the itemized statement first. Then run the match.
The column is usually longer than drivers expect. Occupational accident. Bobtail. Physical damage. Cargo. Escrow. Plates. Permits. ELD hardware and airtime. Fuel advances. Trailer rental. IFTA true-ups. Cargo chargebacks. On a lease purchase, the tractor payment. Nineteen lines is normal. Almost nobody reconciles them against the contract that is supposed to authorize each one. That is the work.
Gross without the deduction list is not a settlement you can review. A deduction list without miles makes cost per mile a guess. A load that was never on that truck cannot be checked against dispatch unless you bring dispatch. Pay Oper will match what you upload. It will not scrape the carrier portal for the missing page.
If the PDF is a summary and the detail lives in a second file, upload both. If the portal shows lines the PDF does not, screenshot the portal and keep the PDF. Pay Oper reads documents, not your memory of what the dispatcher said on Friday.
The lines that should be itemized
You upload the statement. Pay Oper indexes the signed lease once. Each charge is held against a clause. No matching clause, or a different amount, or a load that was never on that truck: that is a flag. The product never calls that illegal. You decide whether to send a request. If a line is not on the statement at all, you cannot match it. Ask for a complete statement first.
Gross is not the review
Gross tells you the week had freight. It does not tell you whether the takes were authorized. Drivers screenshot the top of the PDF and stop. The review is the column. If the carrier prints a net and hides the takes on page two, you need page two. Pay Oper cannot match a net. It matches lines.
If two loads printed and you ran three, the missing load is not a deduction problem. It is a missing credit. The product will not invent a load that is not on the page. Keep dispatch records if you want to argue a missing credit. That argument is yours. The product still needs the settlement as printed.
A missing line cannot be matched. Ask for the itemized statement before you ask Pay Oper to explain a bundled take.
What itemized actually means
Each program on its own row. Amount. Week. A name a human can find in the lease. Occup. Acc. on one line and Physical Damage on another. Not Programs $487. Not Misc. Not Other. If the carrier will not itemize, you can still upload the summary. The match will be weaker. Expect more flags, including flags you later dismiss because you know what the bundle contains. That dismissal is your work, not a defect in the product.
- Gross for the settlement week.
- Every deduction on its own line, with a name and an amount.
- Miles, or a place to enter them.
- Load, trip, or order ID for the freight that week.
- Tractor or unit number, especially on a lease purchase.
Miles and the load
Miles turn the week into cost per mile. Without them, Pro can still match deductions to clauses. It cannot tell you what the week cost per mile. Enter ELD miles if the statement is silent. Use the same source every week. Mixing dispatcher miles and ELD miles will make the chart jump for reasons that have nothing to do with takes.
The load ID is how you catch a chargeback or a cargo claim on a trailer you never pulled. If the statement names a load, keep the bill of lading. Pay Oper will not call the shipper. It will put the load name next to the take if both appear in what you uploaded.
Language for a complete statement
Keep it short. Please send the itemized settlement for week ending [date], including each deduction line, miles, and load IDs. I cannot reconcile a bundled total against my lease. You send that from your email. Pay Oper does not. If they send a recap again, ask once more for the detail page. Then upload whatever you have and review the flags yourself.
How the product uses that page
The match is mechanical. A line needs a name, an amount, and a week. The lease needs a clause that can absorb that name, or a nearby name you can defend. If you know Occup. Acc. is the same program as Occupational Accident, the index still has to see both strings or an addendum that maps them. Do not assume a nickname will match.
The product never calls a deduction illegal. You decide whether to send a request. If a line is not on the statement at all, you cannot match it. Ask for a complete statement first. Settlement will sometimes send a recap. That recap is not the review copy. The review copy is the one with every take listed.
Core is $19 a month for the weekly line check. Free covers one settlement a month if you want to see the product on a single week. Pro at $39 adds escrow clock and cost per mile, which only works if miles are on the page or you enter them. Fleet at $99 covers ten trucks.
Bring the lease. Without it, the column is just a list of takes. Bring every amendment. A 2023 addendum can authorize a 2024 line that the original packet never mentioned. Pay Oper will flag the line if that addendum is sitting in your glovebox instead of in the upload.
You send the request. Pay Oper does not. A flag is a document mismatch. Keep the PDF. Keep the lease. That is the whole job.
