ConectaFleet — Accounting User Guide

Accounting users review settlement data, CSV uploads, driver proof, documents related to pay, and report exports. You do not manage Team, Billing, or Payroll from the sidebar; final settlement approval/lock may require an owner or admin depending on the action.

App URL: https://www.conectafleet.com
Dashboard: /dashboard after login

Table of contents

1. What you can access
2. Getting started
3. Settlement workflow
4. CSV uploads and mapping
5. Driver proof and Proof Log
6. Documents and compliance
7. Reports
8. Settings and notifications
9. Troubleshooting

What you can access

Confirm with your owner which settlement steps they want accounting to complete vs approve.

Getting started

1. Sign in and open Overview.
2. Check pending uploads and settlement-related notifications.
3. Open Settlements for current periods.
4. Use Reports for exports and reconciliation.

Language (EN/ES) and theme (light/dark) are in the dashboard header.

Settlement workflow

Typical cycle:

1. Open Settlements (/dashboard/settlements).
2. Import load/payment data via Uploads (/dashboard/settlements/uploads) when available.
3. Select or ask admin/owner to create a settlement period (weekly, biweekly, or custom).
4. Review driver matches, gross, deductions, bonuses, and net.
5. Check linked driver portal proof on the period detail page.
6. Generate / download statements for recordkeeping.
7. Confirm numbers with the owner/admin before final approve and mark paid.

Drivers may get a Settlement ready notification (and email when configured) after a period is approved.

CSV uploads and mapping

When importing a CSV:

• Map columns (load ID, driver name, gross, deductions, net, etc.).
• Review unmatched rows.
• Fix driver names or profiles if matches fail.
• Re-run calculation after corrections.

Save mappings only after confirming fields are correct. Watch notifications for missing CSV data errors.

Driver proof and Proof Log

Drivers upload receipts, fuel, tolls, PODs, and load confirmations from /portal.

• Open proof from the settlement period or Reports → Proof log.
• Filter by search, upload type, approval status, and date range.
• Confirm the file belongs to the correct driver and period.
• If you cannot approve/reject in the UI, ask an owner or admin—they have full settlement management permission.

Drivers see approve/reject results in My files and may receive email plus in-app alerts.

Documents and compliance

Use Documents and Compliance to verify paperwork that affects pay readiness (W-9, insurance, etc.). You can view alerts; document approve/manage rights follow your role permissions. Escalate owner-only checklist items.

Reports

Path: /reports

Useful exports:

Apply filters, then export PDF or CSV where available.

Settings and notifications

• Change password and compliance SMS / in-app preferences under Settings.
• Company billing and Gusto payroll are owner/admin pages.
• The bell shows settlement and document alerts; mark read when handled.

Troubleshooting

Pay does not match: check CSV mapping, deductions, bonuses, and driver match; recalculate.

Driver missing from settlement: active profile and consistent name/email required.

PDF wrong: fix source rows, recalculate, regenerate.

Cannot access Settlements or approve: ask owner/admin to confirm your accounting role and who owns approval steps.

Cannot open Billing: expected — billing and payroll are owner/admin.