Hire market trucks and control advances

What you’ll learn

• Link hire terms to the actual movement.
• Separate carrier payable, advances and commission.
• Control payment approval and bank changes.

Useful terms

Hire

The agreed payment for contracted vehicle or carrier work.

Advance

A payment made before final settlement and later reconciled.

Step-by-step operating routine

1. 01

   Verify the contracting chain

   Identify the actual carrier, broker if any, truck and driver. Review readiness and contact evidence. Record who is contracting with whom and who is entitled to receive each payment.

   Record or confirm

   • Carrier
   • Broker
   • Vehicle
   • Driver
   • Payee
2. 02

   Agree the hire terms

   State route, load, dates, hire amount, included costs, extra-charge approval and delivery evidence. Keep an accepted version. A last-minute change in destination or goods should trigger a reviewed revision.

   Record or confirm

   • Movement
   • Hire amount
   • Included costs
   • Extra approval
   • Evidence
3. 03

   Define advance milestones

   Set the authorised advance amount, reason, payment stage and approving role. Tie each payment to the source hire. Do not issue another advance merely because a payment acknowledgement is delayed.

   Record or confirm

   • Advance amount
   • Stage
   • Approver
   • Source hire
4. 04

   Verify and record disbursement

   Check payee identity and bank instructions through a trusted channel, especially after changes. Record payment reference, date and result. An initiated or pending payment is not a confirmed successful payment.

   Record or confirm

   • Payee verification
   • Bank change review
   • Payment reference
   • State
5. 05

   Carry balances to settlement

   Show agreed hire, approved extras, advances, deductions and remaining payable separately. Reconcile broker commission under its own terms. Keep disputed amounts visible instead of rewriting the original agreement.

   Record or confirm

   • Hire total
   • Extras
   • Advances
   • Commission
   • Dispute
   • Balance

Exceptions and mistakes to avoid

• Do not pay altered bank details from an unverified message.
• A broker’s verbal assurance does not replace resource checks.
• A cancelled trip needs a reviewed treatment of advances and cancellation terms.

Hire and advance sheet

Use one source hire reference and retain every payment acknowledgement. Calculate balances under the approved accounting policy.

Includes the illustrative row and blank rows. This is a planning worksheet, not a HiVAM import format. Keep your completed copy private; do not add credentials.

Check your understanding

Try answering first, then open the explanation. Use the worksheet and source records to practise the task.

Put it to work with HiVAM

Use these connections to explore the relevant product workflows. Confirm access in your deployed release; API capabilities require an integration or an available interface.

Keep your learning moving.