Carrier Payments

Carrier Payments manages settlements, carrier payment review, pay holds, and paid status.

Workflow

1. Review delivered carrier payments.
2. Confirm carrier pay, documents, and payment method.
3. Resolve pay holds.
4. Move eligible payments to Ready.
5. Create settlement or payment batch as needed.
6. Review ACH/Nacha details when using electronic payment files.
7. Mark payments paid when completed.

Delivered tab

Use Delivered to review newly delivered carrier payments. Check proof of delivery, required documents, carrier payment setup, factoring instructions, and pay amounts.

Open the carrier profile Settlement tab when the payment destination needs review. Factored carriers show factoring remit-to contact details; direct carriers show billing address contact details.

While a payment is Delivered, its direct-pay or factoring-company routing follows the carrier's current factoring setup. Make any routing correction before moving the payment to Ready.

Users with Make Adjustments can select a Delivered row and choose UNDELIVER when the load should return to Dispatched. A/R and every A/P carrier payment row must still be Delivered before ARK TMS opens the load-number confirmation.

Ready tab

Use Ready for payments that can be settled or paid. Confirm due date, payment method, remittance details, and hold status before payment action.

Moving a payment to Ready locks whether it pays the carrier directly or routes to the selected factoring company. Bank and remittance details are not frozen; they continue to come from the shared carrier or factoring record.

To correct the routing while a payment is still Ready, select it and choose MOVE BACK to return it to Delivered. Update the carrier's factoring setup, then move the payment to Ready again. If the payment has progressed beyond Ready, stop the payment workflow and have a billing administrator review it before releasing funds.

Before ARK sends remittance emails, it checks the carrier or factoring billing email. If the remittance email is missing or invalid, update it from the billing row or the payment requirements modal, then retry the payment action.

Pending tab

Use Pending for settlements or payment batches awaiting completion. Review pending items before releasing payment or marking payment complete.

Paid tab

Use Paid to confirm completed carrier payment history. Review payment date, amount, settlement, and batch details during reconciliation.

Common blockers

• Carrier payment method missing
• Factoring information incomplete
• Required documents missing
• Proof of delivery missing
• Payment is on hold
• Remittance billing email missing or invalid
• Carrier is inactive or blocked
• Pay amount requires review

Pay hold details may appear inline or on hover in billing rows. Review the hold reason before moving a carrier payment forward.

Vendor expenses do not create carrier payments and do not appear in carrier settlements, payment runs, Accounts Payable, or QuickBooks vendor bill sync. Review them on the source load and in reports when reconciling margin.

Settlements and payment batches

Review settlement details before sending or marking payment complete. For ACH/Nacha workflows, confirm bank details, payment method, payment amount, payee, due date, and batch totals before releasing payment.

Settlement numbers are currency-specific. If selected payments include more than one normalized currency, ARK TMS assigns separate settlement numbers instead of mixing currencies in one settlement.

For multi-currency settlements, ARK keeps actions scoped to the selected settlement number and currency. Paid-date updates, ACH/Nacha files, and remittance emails apply only to the selected currency slice or selected payment rows.

QuickBooks carrier bill or payment sync may run in the background. Large settlement syncs can track each carrier payment separately even when QuickBooks creates grouped BillPayments. Review the QuickBooks sync status panel for active, failed, reconnect-required, or retryable syncs.

Due date edits

Some users may edit carrier due dates. Use this when the visible due date does not match the agreed payment timing or when your team has approved an exception.

Exports and reconciliation

Export settlement, payment, and batch details when reconciling carrier payments. Compare exported totals against carrier statements, payment files, and Accounts Payable aging before marking exceptions resolved.