👥 Primary Audience: Admins ,Partner Admins, Operation Manager, Billers , Accounting Staff, Owners

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Billing permissions constitute the most comprehensive and financially significant permission category within the TMS. These permissions govern the entire lifecycle of billing and settlements. Ranging from generating invoices and managing customer payments to managing driver pay plans, approving payables, generating statements for both drivers and carriers, as well as reversing accounting transactions. Billing permissions are heavily concentrated on the Biller role. This concentration reflects the Biller's central role in the financial workflow, while still requiring explicit authorization for each financial action.

Billing Permissions are managed at the user level. To adjust these settings:

The Billing permission serves as the master financial access gate within Alvys. It determines whether a user possesses access to the financial and invoicing pages of the Alvys platform. Think of it as a key to the accounting office. Staff who have it can see and work with money; invoices, customer payments, factoring records, and financial reports. Staff who do not have it see only the operational side: they can manage loads, drivers, and dispatching, but all financial information is hidden from them.

While there are more specific permissions for things like generating invoices or paying drivers, the Billing permission is the foundational access right or prerequisite that unlocks the entire billing section of the application. Many features in the accounting and finance areas of Alvys will not function, or appear, if this permission is not enabled, regardless of what other billing permissions the user holds. Administrators configuring user roles must enable Billing first before any of the more specific billing permissions take effect.

For loads in Billing Load Statuses (Released, Queued, Invoiced, Financed, Completed, On Hold), both the Billing and Edit Customer Rate permissions are required to edit the customer rate. A dispatcher who has the Edit Customer Rate permission can change a customer's rate on an active load. But the moment that load is released to billing, they will lose the ability to change that rate unless they also hold the Billing permission. If dispatchers in your organization need to correct rates on already-invoiced loads, they will require the Billing permission or those corrections must be escalated to a Biller user. On pre-billing loads, EditCustomerRate alone is sufficient.

By default, this role is granted to Support, Admin, Partner Admin, Operations Manager, and Biller roles. The target audience includes Billers, Accounting Clerks, and Financial Managers who process invoices, manage customer payments, and oversee the billing workflow. This authorization is not granted by default to Dispatcher, Sales Agent, Data Entry, Office Admin, Safety, or Driver roles.

The Generate Invoice permission governs whether a user can perform invoice related actions for a load within the Alvys TMS. Specifically, this permission enables a user to generate and regenerate invoices, submit invoices, and send payment reminders for individual loads.

Generate and Regenerate Invoice: Invoicing represents the formal process of billing a customer for rendered transportation services. The primary invoicing controls are located within the Money Box in the Trip Info view of a load. Once a load reaches the Released status and is prepared for billing, a user with this permission can utilize the Generate Invoice button to create a document. This invoice incorporates the customer rate, fuel surcharge, accessorial charges, and other billable items to calculate the total amount due before the final document is transmitted to the customer. It is important to note that the system only permits invoice generation when a load is in the Released, Queued, Invoiced, Financed, or TONU status.

This permission also extends to submitting and resubmitting of invoices as well as sending payment reminders.

By separating the generate invoice permission from the master Billing permission, Alvys allows companies to Control who can perform invoice actions such as generating invoices, ensures that only authorized billing staff initiate the billing cycle, reducing the risk of premature, incorrect, or unauthorized invoices being sent to customers. By default, this permission is assigned to the Admin, Partner Admin, Operation Manager, and Biller roles.

The Overriding Invoice permission grants a user the ability to modify two (2) date fields on an already invoiced load, specifically the Invoice Due Date and the Date Invoiced. These fields are visible on the load details page within the load details card.

The invoice date is a critical data point that determines when the invoice was formally issued, which directly influences payment terms and aging calculations. While the invoice date and due date are typically set automatically during the generation process, a user can manually edit these fields for loads in the Released, Queued, Invoiced, or Financed status if they possess the Override Invoice authorization. For loads in other operational stages, such as Dispatched or In Transit, these date fields remain locked regardless of user permissions.

By default, this permission is assigned to the Partner Admin, Admin, Operation Manager, and Biller roles, while it remains restricted for dispatchers and sales agents. This permission is best suited for billing supervisors and accounting managers responsible for financial reporting and compliance.

The Rollback Transaction permission governs whether a user can revert factored loads that have been uploaded to an FTP for factoring or exported to an accounting system. Factoring constitutes a common industry practice where companies sell their invoices to a factoring provider for immediate liquidity. This specific authorization is restricted to loads utilizing the Factoring invoicing method that maintain an invoiced status and have been successfully uploaded to a factoring partner via File Transfer Protocol (FTP) services such as Capital Depot or RTS.

Users can locate the Revert Factored Load option within the Manage dropdown menu on the load details page. This dropdown serves as the primary load action menu and contains multiple contextual operations such as Add Stop, Clone, Dispatch, and Release. The Revert Factored Load option only appears in the menu when three specific conditions are met simultaneously: the user possesses the Rollback Transaction permission, the load is in the Invoiced status, and the load was previously included in a factoring company FTP batch.

By default, this permission is assigned to the Partner Admin, Admin, Operation Manager, and Biller roles, while it is withheld from the Dispatcher, Sales Agent, Data Entry, Office Admin, Safety, and Driver roles.

The Pay Driver permission governs access to all functions pertaining to the generation and management of driver paystubs within Alvys. Users possessing this authorization can navigate to the legacy Pay Driver page or the new Driver Settlements page where paystubs are produced, while also gaining visibility into the Deductions, Escrow Account, and Fuels tabs within each driver profile. Specifically, this permission enables designated personnel, such as billing staff and accounting managers, to generate paystubs for company drivers, oversee driver deductions and escrow balances, and review fuel transactions associated with driver accounts.

Within the navigation sidebar, a Pay Drivers or Driver Settlements menu item appears under the Accounting section. Personnel who lack the Pay Driver authorization will not observe the Pay Drivers or Driver Settlements page in the sidebar menu.

Upon accessing these pages, the user will be able to settle company driver settlements, but the owner operator tab or filter will not become available unless the user has the pay owner operator permission which will be covered after this permission. Pay Driver and Pay Owner Operator are two separate permissions for a reason. Company drivers and owner-operators have fundamentally different pay structures, contracts, and regulatory treatment. Do not assume that a user who should pay company drivers also needs to pay owner-operators, or vice versa.

Within the Driver Details screen, which is accessible by navigating through the Driver List and selecting a specific driver, this permission governs the visibility of three (3) distinct tabs, including Deductions, Escrow Account, and Fuels. Additionally, to implement modifications within a driver profile, the edit asset permission is required for the user. Personnel who lack the Pay Driver permission will find these tabs completely removed from the driver profile, whereas those possessing the permission can view and interact with the internal content.

Restricting this permission to authorized billing and accounting personnel ensures that driver payments are processed with precision and consistency. By default, this permission is granted only to the Partner Admin, Admin, Operation Manager, and Biller roles. The primary target audience for this functionality consists of billers and payroll staff who manage company driver settlements.

The Pay Owner Operator permission governs access to owner operator payroll processing within Alvys. Its primary business objective is to identify which users possess the authorization to view, generate, and revert paystubs specifically for owner operator drivers, who represent a distinct category of personnel who own their equipment and receive compensation under terms different from those of company drivers.

In practical terms, the permission gates the Owner Op tab on the Pay Driver paystub generation page and disables the entity type selector on the React Driver Settlements page. Without this permission, users may still access paystub tools for company drivers and trucks, but the owner operator view is excluded. This configuration establishes the permission as a narrowing control for general paystub access, as it refines the specific categories of assets a user can compensate rather than determining overall access to the payroll module.

Users without this permission see only "Driver" and "Truck", they cannot generate paystubs for owner-operators at all.

Users without it are locked into viewing the Driver settlement view and cannot switch to the Owner Op view. Users with the permission can freely toggle between the two entity types.

For the Owner Op tab and settlement filters to function effectively owner operators must exist in the system and assigned to at least one load or has other payable line items, such as deductions. Without these prerequisites, the tables will display an empty list.

By default, this authorization is assigned to the Support, Partner Admin, Admin, Operation Manager, Dispatcher, Biller, Sales Agent, Data Entry, Office Admin, and Safety roles. Conversely, it is not granted by default to the Driver role. The primary target audience consists of billers, operations managers, and any personnel involved in owner operator management and settlement.

This permission enables a user to view driver and owner operator paystub records located on the driver profile. Paystubs serve as settlement records that detail the compensation a driver or owner operator received for a specific settlement period including a detailed breakdown of loads, accessorials, deductions, and net pay. Without this permission, paystub data remains obscured from the view of the user. Paystub data constitutes highly sensitive compensation information because it discloses individual driver payment amounts, deduction structures, and net earnings. Restricting visibility to authorized personnel safeguards driver privacy and prevents unauthorized access to compensation data.

By default, this authorization is assigned to the Support, Partner Admin, Admin, Operation Manager, and Biller roles. Conversely, it is not granted by default to the Dispatcher, Sales Agent, Data Entry, Office Admin, Safety, or Driver roles. The primary target audience consists of billers, payroll personnel, and accounting managers who review settlement records.

The Edit Paystubs permission governs two (2) distinct capabilities within the Alvys TMS driver pay workflow, specifically the ability to open and modify the content of an existing driver paystub via a dedicated edit page and the ability to delete or revert a driver paystub from the driver profile panel. Both actions are presented through the same three dot contextual menu on each paystub list item in the Driver Details sidebar.

Some critical dependencies and configurations influence the functionality of this permission. The most essential prerequisite is the View Paystubs permission, as a user must be able to see a record before attempting to modify it. Furthermore, the “Edit” button for paystubs is also conditioned on the Edit Driver Statement feature flag within the system configuration for users of the old driver pay module. If this flag is disabled for a tenant, the “Edit” button will not appear even if the user possesses the Edit Paystubs and View Paystubs permissions. The delete button is also restricted to legacy driver pay statements

By default, the Edit Paystubs permission is assigned to the Admin, Partner Admin, Operation Manager, and Biller roles. Conversely, this authorization is not granted by default to dispatchers, sales agents, data entry staff, office administrators, safety personnel, or drivers. This structure ensures that sensitive financial adjustments remain restricted to authorized leadership and accounting roles

The View Pay Plans is a read only permission determining whether a user can access the Pay Plans management page within the Alvys TMS. Pay plans are reusable rate configuration templates that provide structured definitions for how company drivers, owner operators, or trucks are compensated based on mileage, revenue percentages, flat rates, and accessorials. These templates are associated with drivers and owner operators during the paystub generation process to automate the calculation of compensation. Since these structures define the proprietary compensation rates of the company, they are considered confidential operational details that should remain restricted.

The View Pay Plans permission functions in conjunction with the Pay Plans feature flag, and both requirements must be met for the Pay Plans page to appear in the management menu. While the feature flag provides tenant level control over the availability of the feature itself, the permission provides specific user authorization within those enabled environments.

By default, the View Pay Plans permission is granted to the Support, Partner Admin, and Admin roles.

The Edit Pay Plans permission governs the ability of a user to create, modify, and delete driver pay plan templates within the Alvys TMS. For this permission to be effective, the Pay Plans feature flag must be enabled at the tenant level. If this flag is disabled, users cannot navigate to the pay plans page regardless of the permissions they hold, as the system prevents access to the route entirely. Accessing the Edit Pay Plans functionality also requires the View Pay Plans permission as a prerequisite. Without the ability to view the page, a user cannot interact with the editing interface.

When granted this permission, a user gains access to three (3) specific write operations. They can:

Create a new pay plan through a modal form

Modify any existing plan by selecting the edit icon

Permanently remove a plan via a confirmation dialog

Because pay plan configurations impact the compensation of every driver and owner operator across the Tenant, unauthorized changes can lead to significant payroll errors or driver disputes.

By default, the Edit Pay Plans permission is assigned to the Support, Partner Admin, and Admin roles. It is explicitly excluded from the Operation Manager, Dispatcher, Biller, and other operational roles to maintain a clear separation of duties.

The Approve Payable Items permission controls whether a user can approve or unapprove payable line items for carrier and driver settlements. In Alvys TMS, payable items are individual charges, such as trip values, accessorials, and e-checks, that must be approved before they can be included in a settlement. This approval process acts as a quality control step, allowing an authorized user to review each item before it is approved for payment. Without this permission, a user cannot approve items for statement generation.

By default, this permission is granted to the Support, Partner Admin, Admin, Operation Manager, and Biller roles. Conversely, this specific access is not assigned by default to the Dispatcher, Sales Agent, Data Entry, Office Admin, Safety, or Driver roles.

The Create Carrier Statement permission controls whether a user can generate carrier settlement statements. A carrier statement is a formal financial document that summarizes all charges, payments, and deductions for a carrier over a settlement period. Creating a statement is the step that finalizes the carrier's settlement and prepares it for payment. Without it, the user cannot finalize carrier settlements.

By default, this authorization is granted to the Support, Partner Admin, Admin, Operation Manager, and Biller roles. Conversely, this specific permission is not assigned by default to the Dispatcher, Sales Agent, Data Entry, Office Admin, Safety, or Driver roles.

The Revert Carrier Statement permission controls whether a user can revert (undo) a carrier settlement statement that has been generated. Reverting a statement returns the carrier's payable items to their pre-statement state, effectively canceling the settlement and allowing corrections to be made before a new statement is generated.

This is a corrective action that should only be performed when errors in the original statement have been identified and need to be fixed. Because reverting affects the carrier's payment expectations and may require coordination with the carrier, it is restricted to administrator-level users who can make informed decisions about financial reversals.

By default, this authorization is granted to the Support, Partner Admin, Admin, and Operation Manager roles. Conversely, this specific permission is not assigned by default to the Biller, Dispatcher, Sales Agent, Data Entry, Office Admin, Safety, or Driver roles. This permission is more restrictive than “Create Carrier Statement” (which the Biller receives) and reflects the sensitive nature of reverting financial commitments.

The Edit Invoice Customer As permission controls the “Invoice Customer As” dropdown on the Load Details page. It allows a user to select a different company subsidiary than the one shown on the customer invoice for a load. This is useful for companies with multiple subsidiaries, where a load may be handled under one entity but billed under another with a separate customer relationship. When a selection is made, the system updates the load record with the chosen subsidiary.

If a user does not have this permission, the dropdown remains visible but is disabled, so they can view the current selection but cannot change it. By default, this permission is granted to Partner Admin, Admin, Operation Manager, and Biller roles only.

Q: What is the difference between the "Billing" permission and the other 14 specific billing toggles? A: The "Billing" permission acts as the master entry key for the entire accounting module. It unlocks the Billing module and provides broad visibility into financial data. The other 14 permissions control specific actions, such as generating invoices, processing payments, or managing settlements. Usually, a user needs the "Billing" permission for general access plus specific toggles for their daily tasks.

Q: Can I change the "Invoice Customer As" subsidiary after a load has been paid? A: No. The "Invoice Customer As" dropdown is only editable when a load is in statuses such as Open, Dispatched, Delivered, or Invoiced. Once a load reaches Queued or Paid status, the subsidiary field is locked to maintain financial integrity.

Q: What is required to edit a customer rate on a load that has already been released to billing? A: To edit rates at this stage, a user must have both the Edit Customer Rate permission and the master Billing permission. Without the Billing toggle, the financial fields become read-only once the load is released into the billing.

Q: Why can some of my team members see the "Deductions" and "Fuels" tabs on a driver’s profile while others cannot? A: Visibility of these tabs is controlled by the Pay Driver permission. This is sensitive financial data, so Alvys hides these tabs entirely for any user who does not have the authority to process driver settlements.

Q: Why can't I revert a carrier statement that I just created? A: You likely possess the Create Carrier Statement permission but lack the Revert Carrier Statement permission.

Q: Under what specific conditions will the "Revert Factored Load" option appear in the Manage menu? A: This option only appears when three conditions are met simultaneously: you have the Rollback Transaction permission, the load is in the Invoiced status, and the load was previously included in a factoring company FTP batch (such as Capital Depot or RTS). If any of these conditions are missing, the option will not be visible in the dropdown.

Q: Why can't I see the Pay Plans option in the Management menu even though I'm an Admin? A: Access to Pay Plans requires both the View Pay Plans permission and a system-level feature flag to be enabled.

Q: What happens if I have "Edit Pay Plans" enabled but "View Pay Plans" is turned off? A: You will be unable to make any changes. The View Pay Plans permission is a strict prerequisite; without the ability to access and view the Pay Plans page, you cannot interact with the interface to create, modify, or delete any pay plans.