Settlement of the rate per kilometer - Principal

Updated 2 hours ago by Katarzyna

Who can use this feature?

This feature is available to users of the CargoON product line and forwarders (TFF - Trans for Forwarders).

In this article, you will learn how to:

  • correctly issue a transport order with per-kilometer settlement,
  • configure how the distance traveled is verified.

How to issue an order with per-kilometer settlement

  1. In the Orders module, click Add order.
  2. Complete the form. On the left side:
  • Enter the transport dates, loading and unloading locations, and select the body type.
  • Select the settlement unit - in the settlement unit field, change the default “route” to per kilometer.
  • Verify the estimated distance - the system will automatically calculate and insert the distance based on the route points you entered. If you know that the actual mileage is different, you can manually edit it in the estimated distance field.
    On the right side of the form:
  • Select the Contractor from the list.
  • Specify the settlement basis - choose what will determine the final number of kilometers to be paid for:

Client’s calculation: the basis is the distance you specify, which cannot be changed.

Contractor’s declaration: you allow the carrier to manually enter the distance traveled after completing the route.

According to GPS: settlement will be based on tracker readings (requires monitoring to be enabled).

  • Enter the rate per kilometer and select the currency – the system will automatically calculate the estimated value of the entire route.
  • Enter the payment term.
  • Optionally, select the required documents.
  1. Click Send order.

Monitoring route execution

Once the carrier accepts the order, provides the license plate numbers, and agrees to monitoring, the system automatically starts tracking the transport.

  1. In the Orders module, in the Current tab, find the order being executed.
  2. Click the order, and in the details window select the Transport details tab. Here you will find a preview of the full route from the moment it starts. The details and course of the entire route are visible immediately after the carrier enters the vehicle license plate numbers.
  3. When the vehicle leaves the loading zone, an active telematics icon will appear in the system. From that moment, the system starts calculating the actual distance traveled based on the GPS signal.
  4. In the list of transports in progress, you can check the estimated arrival time at the nearest operation point in real time. This allows you to quickly detect any delays.
  5. In the order details — or in the Kilometer settlement tab for FTL+ orders — the system continuously compares the original calculation with the distance recorded by GPS. Differences are presented in clear charts and summaries.
  6. The system continuously compares the GPS distance with your calculation. If the difference exceeds the tolerance threshold you set, for example 5%, a red alert will appear in the Route summary column. You can check detailed information about the exceeded limit by hovering over the icon.
    You can set the tolerance threshold here: Settings > Transports in progress > General > enter the allowed percentage value.
Route summary column

It presents data on distances and rates:

Client’s calculation (estimated distance): The originally planned distance for the order, additionally marked with a handshake icon.

Contractor’s declaration: The value entered by the carrier after completing the transport. Before the carrier provides their distance, this field shows zero.

Costs: Calculations showing the rate per kilometer and the estimated amount for the entire route.

Difference tolerance alerts: If the vehicle deviates from the route and covers more kilometers than the allowed error limit defined in the settings, a warning alert highlighted in red will be displayed in this column.

  1. After the transport is completed, the carrier can provide their own declaration of the kilometers traveled. This data will immediately appear in your order view and will be added to the map as another chart. This gives you a complete set of information — calculation, GPS, and declaration — needed to issue the payment.

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