👥 Primary Audience: Partner Admins , Admins, Billers, Dispatchers, Sales Agents

📁Return to User Roles & Permissions Collection

In Alvys, Rate Permissions serve as the primary control mechanism for the visibility and modification of financial data across load records and driver profiles. Each load encompasses distinct financial dimensions: the customer rate, which is the amount a customer or broker has contractually agreed to pay your company for transporting freight; the carrier rate, which represents the cost your company incurs when tendering a load to an external carrier; the trip value, which is the internal value used to calculate compensation paid to your own drivers or owner operators for executing the load; and accessorial charges, which are additional line-item charges applied for services rendered beyond base freight movement, such as detention, lumper charges, Truck Ordered Not Used (TONU), etc.

Each of these financial dimensions possesses its own view and edit permissions, enabling administrators to construct a precise access model that differentiates between those who can see rate information and those who can modify it. Rate permissions are critical as they directly govern revenue visibility and cost management. For example, administrators can ensure that while a dispatcher might require view only access to a rate to plan a load, only a biller can edit the financial figures. Because these actions directly influence the company's profitability on every individual load, rate permissions must be assigned strategically, with a clear understanding of each user's role within the financial workflow.

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

The View Customer Rate permission governs whether a user can see customer rate information on a load, applicable to both revenue and non-revenue loads. The customer rate represents the specific amount that a broker, or customer that contracted your company to transport freight, has agreed to pay for a given load. This rate is the revenue side of the load's financial equation and is typically negotiated during the booking process. When this permission is granted, the Customer Rate card (also referred to as the Customer Money Box) becomes visible on the Load Details page. This card displays the customer's agreed-upon rate including the Customer Freight Charge (linehaul amount and fuel surcharge), and any accessorial charges added on the customer side.

The permission also manages the visibility of the Customer Freight Charge and Customer Revenue columns in the Alvys Load Board, giving users an at-a-glance view of customer financial details across multiple loads.

Restricting this permission to users who genuinely need it, such as dispatchers negotiating rates, billers generating invoices, and sales agents monitoring revenue, protects the company’s pricing strategy and prevents unnecessary exposure of financial data to employees.

View Customer Rate is assigned by default to all roles except for the Safety and Driver roles. This permission is most relevant to Dispatchers, Sales Agents, Billers, Data Entry Clerks, and Operations Managers, or anyone involved in booking, pricing, or invoicing loads. For billers and accounting staff, View Customer Rate is essential for auditing, invoice generation, and revenue reporting, because they cannot verify the accuracy of a load’s billing information without it.

The Edit Customer Rate permission governs a user's ability to modify financial data within the "Customer Money Box" on the Load Details page, particularly concerning the Customer Linehaul and Fuel Surcharge (FSC). While visibility is administered via the View Customer Rate permission, this specific authorization grants the capacity to alter the company’s revenue for a load. Because a user cannot modify data they cannot see, it is standard practice to enable View Customer Rate in conjunction with this permission. This represents a significant financial capability, as changing the customer rate directly impacts the company's revenue for that load and dictates the final amount invoiced to the customer.

Beyond field entry, this permission is also a prerequisite for generating the Customer Rate Confirmation document, which ensures that only users authorized to establish or modify pricing can formalize those terms with the customer.

Access to this permission should be restricted to personnel responsible for rate management, load pricing, or billing corrections. By default, it is assigned to all roles with the exception of the Safety and Driver roles. It is most relevant to Sales Agents, Pricing Managers, and Senior Operations staff who negotiate terms, as well as Billing Specialists who must finalize figures for invoicing.

The ability to edit the Customer Freight amount is also contingent upon the current load status, meaning that once a load has been Released to Billing, the customer linehaul and FSC fields are locked. To modify rates at this stage, a user must possess both the Edit Customer Rate and the Billing permission. It is essential to verify the load status and any existing invoices before editing customer rates, because if a rate is modified after an invoice has already been generated, the invoice must be regenerated to reflect the updated financials.

The View Carrier Rate permission governs the visibility of the Carrier Rate card, which is also recognized as the Carrier Money Box, on the Load Details page. This permission allows users to observe the total compensation agreed upon for a carrier to transport freight, including the Carrier Linehaul or Carrier Rate and any applicable carrier-side accessorials. This data effectively represents the cost of goods sold for a load.

Granting this access also enables the Carrier Rate and Carrier All-in Rate or Carrier Payable columns within the Alvys Load Board, which provides a high-level overview of costs across multiple shipments.

Furthermore, for trips involving external carriers in which a carrier payment exists, this permission reveals the Payment History table within the Carrier Details section of the trip.

By restricting View Carrier Rate to users involved in carrier management and load costing, you maintain the confidentiality of your cost structure and protect your competitive advantage. By default, this permission is assigned to all roles with the exception of the Safety and Driver roles. This permission is most relevant to Dispatchers, Operations Managers, Billers, and any user involved in carrier selection, cost management, or payment processing.

The Edit Carrier Rate permission authorizes users to adjust carrier compensation data within the Carrier Money Box or the Carrier Settlements module, including the capacity to alter the carrier’s freight amount (linehaul) and manage carrier payment entries. Because the ability to edit necessitates visibility, this permission is functionally contingent upon the View Carrier Rate permission being enabled. For comprehensive financial management, this permission often operates in tandem with Accessorials permissions, as a user frequently requires both Edit Carrier Rate and Accessorial permissions to fully modify both linehaul and secondary carrier-side charges.

To maintain financial integrity, editing capabilities are restricted by the load's lifecycle. Changes are only permitted while a load is in an active operational state, such as Open, Quoted, Reserved, Covered, or Delivered. Once a load progresses to a terminal status such as TONU (Truck Ordered Not Used), Released, Queued, Invoiced, Financed, Completed, or On Hold, the carrier rate is locked to prevent discrepancies during the final accounting phases.

By default, this permission is assigned to all roles except Safety and Driver. It is most critical for Dispatchers who negotiate rates during the coverage process and Billers who reconcile final payments during settlement.

The View Trip Value permission governs visibility into the compensation structure for drivers and owner-operators assigned to a trip. Within Alvys, the "Trip Value”, represents the specific financial figure utilized by carriers when selling a trip to an owner-operator or driver, which is distinct from the carrier rate paid to an external carrier. By default, when a load is created, the Trip Value mirrors the Customer Rate and serves as the financial foundation for driver settlements.

Additionally, when this permission is enabled the driver Moneybox (Driver 1, Driver 2, if the load has a team driver configuration), and the Owner Operator, depending on how the load is set up, become accessible, allowing the user to view the total trip value for each driver or owner operator assigned to the trip. It is designed to work in tandem with the View Driver Rates permission, providing a comprehensive view of the trip's value alongside base pay, per-mile rates, or percentage-based calculations.

The View Trip Value also appears in the "App" permission category, where it controls trip value visibility in the Alvys mobile application. It is automatically selected once the view trip value is selected in the rates permissions. The same underlying permission governs both the web and mobile experiences.

Beyond the Load Details page, this permission controls the visibility of the Trip Value column within the Trip Board.

By default, this permission is assigned to all roles except Safety and Driver. It remains most relevant to Dispatchers, Operations Managers, and Billers who require access to driver compensation data for load planning, settlement processing and operational oversight.

The Edit Trip Value permission grants users the authority to modify the Trip Value for driver and owner-operator compensation. When enabled, the Trip Value fields in the Money Box header and the individual Driver Cards become interactive, allowing for adjustments to base pay, percentage-based calculations etc., and the overall total for Driver 1, Driver 2, or the Owner-Operator. Without this permission, the trip value fields are visible (if View Trip Value permission is granted) but read-only. Since it is not possible to accurately modify fields that remain hidden, the View Trip Value permission serves as a functional prerequisite for this administrative capability.

To ensure financial integrity, the system employs a strict lockout mechanism based on driver statement or payment status. Even if this permission is granted, the trip value fields will remain read-only if Driver 1, Driver 2, or the Owner-Operator is "Paid”. In this context, "Paid" means the driver has been marked as paid or a statement has been generated for the trip. This safeguard prevents accidental retroactive changes to finalized settlements. If a trip value must be edited after a driver has been paid, you must revert the statement to permit the modification.

By default, this permission is assigned to all roles except Safety and Driver. It is most critical for Dispatchers managing load-specific pay adjustments and Billing staff responsible for reconciling final driver settlements.

The Add Accessorials permission enables users to create, edit, and manage supplemental charges beyond the base freight rate. These "accessorials" cover specialized services or conditions encountered during a load’s lifecycle, such as detention, lumper fees, fuel surcharges, layovers, TONU (Truck Ordered Not Used) etc. Within Alvys, these charges can be applied to three distinct pillars, which include the Customer for revenue, the Carrier for cost, and the Driver or Owner-Operator for pay.

If accessorials are added carelessly or fraudulently, for instance by adding a detention charge that never actually occurred, the company either absorbs an unnecessary cost or bills a customer incorrectly, thereby damaging the business relationship. By restricting the Add Accessorials permission, companies ensure that only authorized personnel can create and modify these charges. By default, this permission is granted to all roles except for Safety and Driver. It is essential for Dispatchers managing real-time transit issues and Billing personnel who reconcile final invoices and settlements.

The View Driver Rates permission regulates a user’s ability to access sensitive compensation structures stored within driver profiles and load level contexts throughout the Alvys TMS. This authority encompasses the specific rate data that determines how company drivers and owner operators are remunerated, such as per mile, per load, percentage, or hourly configurations. This permission is distinct from trip value or carrier rates because it governs the underlying pay methodology rather than just the final settlement amount. Upon being granted, the Rate section of the driver profile becomes visible, the driver rates on individual loads are accessible, and the Driver Rate column appears in the Load Board grid.

This permission additionally governs the visibility of driver rate column within the grid views and the column selection on the Trip Board. If this permission is withheld, the Driver Rate column is suppressed entirely, preventing users from manually adding it to their Trip Board. This ensures that granular financial metrics remains hidden in the trip details and driver asset pages.

View Driver Rates is assigned by default to all roles except Safety and Driver, and it remains most relevant for Operations Managers, Dispatchers, and Billers who require visibility into compensation for planning, settlement, and cost analysis. For payroll personnel, this access is indispensable for auditing and verifying the accuracy of settlements before processing payments.

The Edit Driver Rates permission grants authorized personnel to modify pay rate configurations within driver profiles, including cents-per-mile, flat rates, percentage-based structures, and other compensation parameters. This serves as a critical administrative function, as any adjustment directly influences all subsequent payroll calculations and financial settlements. This permission operates as a view-edit pair with View Driver Rates; while the latter enables a user to observe the data, Edit Driver Rates provides the necessary authorization to perform inline editing within the driver money box for both revenue and non-revenue load details and driver asset profiles. Without this permission, even users capable of viewing the rates are restricted from making any alterations, ensuring that sensitive financial data remains secure from accidental or unauthorized modification.

The Edit Driver Rates permission is assigned by default to all roles with the exception of the Safety and Driver positions, and it remains most relevant to personnel involved in settlement processing, cost analysis, and driver management. For accounting teams, this specific authorization is vital for rectifying billing errors and ensuring that driver compensation aligns with the most current negotiated terms.

Q: How are Rates Permissions organized in Alvys?

A: The Rates category contains nine (9) permissions arranged into four (4) view and edit pairs along with a standalone Add Accessorials permission. Each view permission governs the visibility of rate data, while each edit permission governs the ability to modify that data.

Q: Can a user edit a rate without being able to view it?

A: While the system does not strictly prevent granting edit access without view access, doing so creates a poor user experience because the fields will remain hidden. It is a best practice to grant the view permission alongside its corresponding edit permission.

Q: Why does the Billing permission sometimes allow users to see rate information?

A: Because billers require access to all financial data to process invoices and settlements. If a user possesses the Billing permission, they may see rates even without explicit rate view permissions.

Q: Why can’t I edit the carrier rate on a load even though I have the Edit Carrier Rate permission?

A: Carrier rate editing is status dependent. The system blocks editing on loads in TONU, Released, Queued, Invoiced, Financed, Completed, or On Hold status. Only loads in Open, Quoted, Reserved, Covered or Delivered status allow carrier rate editing. Check the current status of the load to determine if editing is available.

Q: What happens if I remove all Rates Permissions from a user?

A: The user will lose visibility of all financial rate information on loads. The Money Box on the Load Details page will not show customer rate, carrier rate, or trip value sections. The Load Board will not display rate columns. The user can still see non financial load information such as origin, destination, status, and equipment type and perform other actions based on their remaining permissions.

Q: Does the Add Accessorials permission affect e-check operations?

A: Yes, the Accessorials permission is required for some e-check operations such as canceling an e check, moving an e check between loads, and marking an e check as paid. This is because these operations modify load charges that fall under the accessorials umbrella.

Q: Can a Driver role user ever see rates?

A: The Driver role receives no rate permissions by default. However, separate permissions in the App category such as View Trip Value, View Payable Amount, and View App Paystubs can grant drivers limited visibility into their own compensation through the Alvys mobile application. These App permissions are distinct from the web facing Rates Permissions discussed in this article.

Q: Why do Safety and Driver roles not receive Rates Permissions by default?

A: These roles focus on compliance and hauling rather than financial management, so they do not require access to sensitive company revenue and cost data.

Q: If I grant Edit Customer Rate, does the user also need Edit Carrier Rate to modify both sides of a load?

A: Yes. Customer rates and carrier rates have separate edit permissions. Granting Edit Customer Rate only allows the user to modify the customer side. To modify both sides, the user needs both Edit Customer Rate and Edit Carrier Rate.

Q: What is the relationship between Edit Carrier Rate and Add Accessorials?

A: Some parts of the system require both permissions to modify carrier charges. If a user has Edit Carrier Rate but not Add Accessorials, they may have limited ability to modify carrier side line items. Grant both permissions to users who manage carrier rates and charges.

Q: Should dispatchers or billing staff have the Add Accessorials permission? A: Most operations grant this to both roles so dispatchers can log real time issues like detention while billers can ensure all charges are captured during final reconciliation.

Q: I want dispatchers to be able to see both sides of the load margin (customer rate and carrier rate). Do I need to enable four permissions?

A: You need two (2) permissions for view only access to both rates which are View Customer Rate and View Carrier Rate. These two permissions together give the dispatcher a full margin picture including what the load earns and what it costs without the ability to change either figure. The Edit permissions are separate and not required for read only visibility.