Small-carrier settlement audit: where did the load money go?

For owner-operators and small fleets · Updated 30 October 2026

When a load pays less than expected, the first job is to locate the difference—not guess who caused it. Keep the broker settlement and factoring deposit as two separate reconciliations.

Build one file per load

1. Signed rate confirmation and every written amendment.
2. Proof of delivery and receipts for lumper, detention, layover or other approved accessorials.
3. Broker settlement/remittance showing gross pay and each deduction.
4. Factoring statement showing fees, reserves, advances and adjustments.
5. Bank deposit record and the date funds arrived.

Reconcile in this order

1. Rebuild the agreed broker gross: linehaul + fuel surcharge + approved accessorials.
2. Compare that figure with the broker's settlement gross. Record each broker-side deduction separately.
3. Only after that, compare the broker remittance credited by the factor with the factor's fees, reserves and adjustments.
4. Match the calculated net deposit with the bank record.

A factoring fee is not automatically a broker short-pay. A difference is a prompt to inspect the source documents, not proof of wrongdoing.

Check the next load before you accept it

Settlement problems often start with unclear terms. Review detention, TONU, lumper reimbursement, layover, cancellation, deductions, payment timing and required proof before signing.

Read the rate-confirmation red-flag guide or check a rate confirmation.

Educational checklist only, not legal, accounting or financial advice. Review the signed documents and ask the broker or factor for written explanations of disputed entries.

Educational information only. Not legal advice; verify against the official source and your own records before acting.