Driver pay

At the end of each month Quanty puts together, per driver, what payroll needs: the approved trips with their diets and lodging, the receipts paid from the driver's own pocket, the advances, the balance to pay or to return, and the approved bonuses and deductions. "This is the input for payroll, not the payroll." Bonuses and deductions are only ever proposals until a person decides them; Quanty never deducts anything by itself.

Before you start

• Your organization has the TMS add-on. Open Fleet, People, Settlements.
• Everyone can see the settlement. Building trips, approving, marking as paid and deciding bonuses and deductions needs a role that may change TMS data with the Fleet module. Paying advances and taking returns at the cash desk needs Finance. TMS settings, Road cards and bonuses is an admin's.
• The trips come first (see Trips and diets).

The monthly settlement

People, Settlements shows one row per driver for the month (This month and the arrows move it):

Under the table: "NBP rate of 09.12.2026: 1 EUR = 4.2650 PLN. Payout on 10.12." or "Everything is in zloty. Payout on 10.12." Foreign currencies are converted at the NBP rate (table A) of the working day before the payout day; until that table is out: "The rate is provisional: the NBP table of the working day before the payout is not out yet." A missing rate reads "No NBP rate (CHF)". "This is the input for payroll, not the payroll."

A line above the table names earlier months that still have money to pay out or settle ("Still to pay out or settle from earlier months:") with Open October 2026, up to 12 months back.

Approving and paying out

1. Build trips from the data (in ⋯) makes or refreshes the month's trips for everyone: "Built 12, changed 3, no change 20". Drivers whose data was erased are left out and named.
2. Open the drivers To check, look at their trips and approve them (see Trips and diets).
3. Approve ready (8) approves every trip that has ended and has no problem: "Approved 8 trips".
4. Decide the Bonuses and deductions (below).
5. Download Excel (in ⋯) gives payroll the month: the settlement, the trips and the diets, each on its own sheet, with the approved bonuses and deductions.
6. After the payout, Mark as paid (in ⋯): "The approved trips, their advances and receipts become paid and cannot be changed any more."

Approved bonuses and deductions are listed for payroll but not added to To pay: payroll applies them.

Advance returns at the cash desk

An advance paid out on a KW slip of the cash desk appears on the driver by itself. When the driver brings money back, the KP slip of the cash desk can be saved as the return of that advance: the slip's Advance return field offers "Advance of 300.00 EUR from 11.10.2026, 260.00 EUR left" ("The KP is saved as the return of this advance."). The return cannot be more than what is left, and the KP must be in the advance's currency and from the same driver.

On the advance itself, Returns at the cash desk lists the linked KP slips, with Link a cash desk payment (it offers the driver's KP payments in that currency that are not linked yet) and Unlink. A return made at the cash desk is changed by reversing the KP: "Returned at the cash desk: you change it by reversing the KP." When the advance already has a return typed by hand, Quanty asks: "This advance already has a return of 40.00 EUR typed by hand. Is this KP that same return?" with It is the same return and It is another return. See Cash desk.

Bonuses and deductions

Settlements, ⋯, Bonuses and deductions (or a click in the Bonuses / deductions column) opens the month's list, for everyone or one person: "Bonuses and deductions, October 2026". All, To decide, Approved and Rejected filter it.

Each item shows the person, Bonus or Deduction, the reason, where it comes from, the amount and the status:

Proposing

Propose bonuses and deductions works them out for the month: "3 new proposals, 1 updated", or "No new proposals".

• Fuel is counted on the stretches from full tank to full tank that the driver drove alone, against the vehicle's norm. A crew or a set change inside a stretch puts the fuel on nobody: "drove in a crew or across a set change, so the fuel cannot be put on one person". Litres saved make a bonus proposal, litres over the norm a deduction proposal.
• With a Rate per litre of fuel in the settings, the proposal is an amount ("Company rate: 6.50 PLN per litre."); without a rate it is in litres only ("litres only: 138.0 l over the norm", "The company has set no rate per litre, so the proposal is in litres only.").
• A driver within the Norm tolerance (%) gets no proposal.
• A driver it cannot measure is named with the reason: "no fuel norm", "no GPS km", "no full-tank fills".
• A damage proposal comes from each damage that names the driver at fault, with the note "Material liability up to 3 times the monthly pay: check with payroll."

Adding by hand

Add a bonus or deduction:

"The item waits for approval like every proposal."

Approving and rejecting

• Approve a bonus confirms it. Approve a deduction opens Approve the deduction with the Basis of the deduction: "Without a basis the deduction does not go into the summary for payroll."
  • Written consent of the driver: "Attach the scan of the signed consent (PDF or photo)." (Choose the consent file).
  • Material liability: "For a damage recorded in the TMS with this person at fault. Payroll applies the deduction limit." It covers at most the loss recorded on the damage, in its currency: "Material liability covers at most the loss recorded on the damage: 1 200.00 PLN."
  • A proposal without an amount asks for it: "The proposal has no amount: type it."
• Reject asks for a Reason: "The item goes neither into the settlement nor into the summary for payroll. The reason stays in the history."

A decided item shows "Decided by Anna Kowalska." or "Rejected: the driver did not cause the damage (Anna Kowalska)." and "Goes into the summary for October 2026." Only items with an amount and a basis count: "Not in the summary: the amount or the basis is missing." When the damage changes and no longer names the person at fault: "Not in the summary: the damage no longer names this person at fault or no longer covers this amount." An item someone else already decided: "Someone has already decided this item. The list has been refreshed."

"Quanty never deducts anything by itself: approved items go into the summary for payroll, and payroll applies the deduction limits."

The Road cards and bonuses settings

TMS settings, Road cards and bonuses (admins): "The period of a road card, and the rate and norm tolerance for fuel bonus and deduction proposals."

"Bonuses and deductions are only proposals: a person decides each one, and Quanty never deducts anything by itself."

Good to know

• Consent scans are kept in Files, in a folder for consents to deductions, up to 25 MB.
• An erased driver gets no new bonus or deduction; a waiting one can only be rejected.
• The scorecard shows the bonuses and deductions month by month next to the fuel and the damages (see The driver scorecard).

Related pages

• Trips and diets.
• Cash desk: advances and their return.
• Damages and warranties: the driver at fault.
• Fuel: fuel against the norm.
• Road cards and the VAT mileage log.