Fuel Levy & Owner-Driver Pay

The same fuel levy on every customer invoice, and owner-drivers paid from the jobs they actually ran

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  • 20+ years connecting business systems
  • Works with Xero, MYOB and the systems you already use
  • Fixed quote after a free chat
Truck on a delivery run, with job records feeding fuel levy and driver pay

One Set of Jobs, Two Sides of the Ledger

Fuel levy calculation and owner-driver pay both come from the same place: the jobs your trucks ran. We connect your consignments or run sheets to your levy and pay rules, so every customer invoice carries the right fuel levy, every owner-driver and subcontract carrier is paid the right amount, and both sides post to Xero or MYOB without retyping.

In many transport offices these are separate jobs. The fuel levy is updated in a spreadsheet and copied into the transport system. Driver pay is worked out from run sheets by someone who knows all the rates. RCTIs are typed up, then keyed in again as bills. When the levy you charge and the levy you pass on are worked out separately, margin leaks and nobody can see where.

Built and supported by Kenomont: founder-led, with 20+ years building business systems, including real-time weighbridge integration we have supported since 2015, where truck deliveries flow through to invoicing.

Sound Like Your Office?

These are the signs that fuel levies and driver pay are costing more time, and margin, than they should.

  • The fuel levy is updated in a spreadsheet and someone has to remember to change it in the transport system
  • Some customers get charged the fuel levy and some quietly don’t, and nobody is sure which
  • Owner-driver pay is worked out from run sheets each week by one person who knows all the rates
  • The fuel levy you charge customers and the share you pass to subbies are calculated separately and don’t line up
  • Tolls, waiting time and deductions are added by hand, and drivers query their pay
  • RCTIs are typed up in Word or Excel, then keyed into Xero or MYOB as bills
  • You can’t easily see the margin on a job after paying the subcontractor

Who This Is For

Transport businesses that charge customers a fuel levy and pay other people to move some of the freight.

Carriers using owner-drivers

Owner-drivers paid per load, kilometre, pallet, hour or a share of the freight, often with a fuel component on top.

Freight businesses with subcontract carriers

Other carriers doing linehaul or local delivery on your behalf, paid from consignments rather than their own invoices.

Bulk and tipper operators

Loads paid by the tonne from weighbridge tickets, with levies and deductions applied per load.

Mixed fleets

Company trucks and subcontractors on the same work, where the office needs one set of rules for both.

Your Transport System First

We won't build what your software already does. The problem is usually between systems.

What your transport system may already do

Many transport management systems apply a fuel levy to customer charges and some pay subcontractors. If yours covers your rules and posts correctly to Xero or MYOB, use it. We will check that before building anything.

Where the gaps usually are

Levy rules that differ by customer or contract, levies passed through to drivers, run sheets that live outside the transport system, RCTIs, and getting all of it into the accounts without retyping.

What we do

We connect the job records to your rate, levy and pay rules, and post the results to Xero or MYOB. We fill the gaps around your transport system rather than replace it.

How It Works

We run the new process alongside your current one until the figures match.

1

Gather the job records

Consignments, run sheets, proof of delivery and weighbridge tickets come from the systems that already record them, so nothing is retyped.

2

Keep the fuel levy in one place

Your levy rule, including which index or price it follows, the base and how often it changes, is set up once. When it changes, it changes everywhere, with a record of what applied on each date.

3

Charge customers consistently

Each customer invoice gets the right freight rate and fuel levy for their agreement, and exceptions such as missing PODs or a customer with no levy agreed are flagged for a person.

4

Work out owner-driver and carrier pay

The same jobs set each driver’s or carrier’s pay: their rate, their share of the fuel levy, tolls, waiting time and deductions, with the detail behind every line.

5

Issue RCTIs and post to Xero or MYOB

RCTIs go to drivers who have an RCTI agreement, matching bills land in Xero or MYOB ready for the pay run, and you can see the margin on each job.

Paying owner-drivers by RCTI? The RCTI side, including agreements and GST checks, is covered on our RCTI automation page. Getting from proof of delivery to invoice is covered in proof of delivery to invoice.

Fuel Levy & Driver Pay FAQs

Most transport businesses tie their fuel levy to a published fuel price index or diesel price, and recalculate it on a set schedule, often weekly or monthly. The levy is then applied to the freight charge for each job. The exact index, base price and formula are set by your rate agreements with customers, so we build your rules rather than impose a standard one.

Maybe not. Many transport management systems handle the fuel levy on customer invoices well. If yours does, and the levy flows correctly to Xero or MYOB, keep it. We help when the levy is worked out in a spreadsheet, differs between customers or contracts, has to be passed through to owner-drivers too, or gets lost between the transport system and the accounts.

Yes, if that is what your agreements say. Many carriers pass some or all of the fuel levy through to subcontractors. We set the rule up once, so each owner-driver’s pay shows the levy alongside the freight rate, tolls and deductions, and matches what you charged the customer.

No, but many carriers do, because they hold the consignment and run sheet records that set the driver’s pay. RCTIs have ATO conditions, including a written agreement with each supplier. See our RCTI automation page for how that part works, and check your situation with your accountant.

Wherever it is recorded today: your transport management system, a dispatch or run sheet app, proof of delivery records, weighbridge tickets, or spreadsheets. If run sheets are still paper, we look at capturing them first.

It depends on how many systems hold the job data, how many rate and levy rules you have, and how many drivers and customers are involved. We look at your current process first and give you a fixed quote after a free initial chat.

Related: RCTI automation, transport and logistics systems, weighbridge integration and proof of delivery to invoice.

How Do You Work Out Levies and Driver Pay Now?

Tell us how fuel levies and driver pay are handled now. We'll tell you honestly whether your transport system can already do it, and what connecting the rest would take.

Free initial chat. No sales pressure - if we're not the right fit, we'll say so.

Prefer to talk? Call 1300 470 091

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