Introduction - What is Route Payment Basis
You have already optimised your last-mile deliveries with the Mover TMS. You can plan routes, track deliveries in real-time, and automate a significant portion of your daily tasks, leaving you feeling in control and organised.
But what about that lingering post-delivery chore: driver and contractor payments? Manually tracking payment agreements in external spreadsheets can disrupt your workflow and reintroduce the pre-TMS feeling of playing catch-up.
We hear you. That’s why we introduced Route Payment Basis, an integrated feature that eliminates the need for external spreadsheets and manual reviews. Instead, it lets you manage payment modes on the route directly within the TMS.
With Route Payment Basis, you can define flexible payment options specific to each route and easily share these details with your contractors and drivers.
This guide will take you through the benefits, business problems addressed, and detailed steps on how to use Route Payment Basis.
Benefits of Using Route Payment Basis
Integrated Tracking of Payment Modes
Flexible options: Choose between Planned, Actual or Custom Values to ensure that driver and contractor payments accurately reflect the nature of the route.
Real-Time Adjustments: Update payment basis preferences even when the route is in progress.
ERP Integration: Seamlessly integrate selected bases with your ERP to trigger the settlement process automatically, so you can keep the pricing logic in your system.
Enhanced Transparency
Your contractors will be able to see what Payment Basis has been set for them and why.
Event-Driven Updates: Automatically notify the paying organization of changes in the payment basis. Mover will provide all the data you need to pay your Contractors and Drivers successfully.
How to Use Route Payment Basis
Set Up Payment Basis
To set up the payment basis for a route, you need to have the necessary access level. Click here to read more about Roles and their pertaining access levels.
You will only be able to set a Payment Basis between your Organization and the Contractor you appointed for fulfilling the Route.
To do so:
Navigate to the Routes page in the TMS
Click on the route whose payment basis you want to set
Click "Set Payment Basis for Current Contractor" in the side panel on the left
Choose the applicable payment basis:
Planned Values: Use for predictable routes or when planned values are consistently accurate and reliable. The Route’s planned distance and duration are considered.
Actual Values: Use for routes with variable conditions or to incentivize efficiency. The Route’s actual distance and duration are considered.
Custom Values: Use for negotiated settlements, or to handle discrepancies. This allows you to manually input the duration and distance values based on the agreement with your Contractor/Driver.
Enter Custom Values (if applicable): If “Custom Values” is selected, you must fill out at least one of the following:
distance
duration
Fill out the mandatory “Reason” field to explain why you chose the selected payment basis.
Save Changes - doing so will inform the Payer Organisation that the Payment Basis has been updated.
View and Manage Payment Basis
Permissions matter! Depending on your permissions, you can either view and/or manage how route payments are done.
If you have View Access, you will see the payment basis but will not be able to change it. With Edit Access, you can change between planned, actual, or custom values for route payment.
This feature is by default enabled only for Owners, who can customize permissions for all the other roles defined in the TMS.
View Payment Basis
If a payment basis has been selected for a Route, it will be visible on the Route Details page under the “Payment Basis” section.
This will be shown differently based on your organisation’s role:
Contractor Payment Basis (if your company is the payer)
Client Payment Basis (if your company is the receiver of the payment)
Manage Payment Basis
Only users with “Edit” access can modify the payment basis.
To make changes, click "Set Payment Basis for Current Contractor" in the side panel on the left, and adjust the values.
The TMS logs the user and organisation that made the last change to the payment basis, along with the date, time, and notes, providing a transparent audit trail.
Good To Know
The Route Payment Basis is always set between two parties in the fulfilment chain in a hierarchical order. To best understand the logic, refer to the example below.
You (Organization 1) sell consumer goods online. You use a Logistics Company (Organization 2) to handle and monitor the Routes for you, and they rely on a Local Delivery Service (Organization 3) to get it to your customer.
The Route Payment Basis will follow this hierarchy:
You set the payment basis between yourself (Organization 1) and the Logistics Company (Organization 2).
You cannot set the payment method between yourself and the Local Delivery Service (Organization 3)
The Logistics Company (Organization 2) can set the payment basis between themselves and the Local Delivery Service (Organization 3).
They cannot set the payment basis between themselves and You (Organization 1).
But they can see the payment basis set by you (Organization 1), and they cannot modify it.
The Local Delivery Service (Organization 3) can set the payment basis for themselves, to be able to compute how to pay the Drivers that executed the Route.
FAQ
What is the Fulfilment Chain?
The Fulfilment Chain in the TMS is the list of Organizations that are responsible for executing the Route. When you assign the Route to a new Contractor, that new Contractor is automatically added to the Fulfilment Chain, and will gain visibility of the Route and the related Orders.
If I set a Payment Basis for my Contractor, what can they see?
Your contractor can see the chosen Payment Basis and the values. They will be able to see the note explaining why the Payment Basis was chosen, but they will not see who changed it.