Keep job progress and money review separate. Name every amount before doing arithmetic, and preserve the evidence behind an approval.
One completed status cannot answer four money questions
After an airport transfer or charter job, a dispatcher may mark the journey completed while accounts is still waiting for a receipt and a parking claim. If one status controls everything, people may assume the customer has paid or the driver balance has been reviewed when neither is established.
Separate four questions: what fare was agreed, what money has actually been received and verified, what driver commission applies under the agreed arrangement, and which expense claims have been reviewed. Each amount needs its own label and evidence. Do not treat an expense entered by a driver as an approved deduction.
This article describes an operational review record, not accounting, tax or payroll advice. The example below is deliberately simplified. Actual settlements depend on contracts, who collected the money, who paid the costs and the business's approved financial process.
Use a small, explicit review record
| Record | Meaning | Evidence / responsible role |
|---|---|---|
| Agreed fare | The recorded price for this job | Confirmed booking terms; booking owner |
| Verified receipts | Money recorded as received, not merely promised | Payment evidence; accounts |
| Driver commission | The applicable amount or agreed calculation | Approved arrangement; authorised reviewer |
| Expense claim | An amount requested for review | Claim detail and evidence; driver |
| Approved expense | A claim or part of one that passed review | Reviewer, time, amount and decision |
| Outstanding customer amount | Fare less the verified receipts in this simple example | Accounts follow-up owner |
A fictional RM 680 trip, with the labels kept intact
Suppose the agreed fare is RM 680, verified receipts are RM 680, the demonstration's fixed driver commission is RM 162, and an approved toll expense is RM 38. A parking claim of RM 20 is still pending. For this demonstration, the displayed balance is receipts less commission less approved expenses: RM 680 − RM 162 − RM 38 = RM 480.
If the parking claim is later approved, the same demonstration shows RM 460. The important change is the approval event, not just a new number. Keep the original claim, the reviewer and the approved amount, including any difference from what was requested.
Now change verified receipts to RM 260 and keep both expenses approved. The displayed balance becomes RM 260 − RM 162 − RM 38 − RM 20 = RM 40. The unpaid part of the fare is still RM 420. Hiding that outstanding amount behind a single net figure would give a misleading picture of the job.
Why the displayed balance is not profit or a payout
The calculation is an illustrative review balance, not a profit statement. It does not include every operating cost, allocation, tax treatment, refund or adjustment. It also does not establish who currently holds the received money. If a driver collected cash, the transfer required between driver and company may be different from a case where the customer paid the company directly.
Before implementing a settlement feature, document the business's collection and payment arrangements with the responsible financial reviewer. Give distinct names to amounts held by the driver, amounts held by the company, approved reimbursements and any proposed payment. A public demo must not be used as an instruction to pay or deduct money.
Who received the fare, and who advanced the expense?
| Collection arrangement | Keep separate records of | Reviewer question |
|---|---|---|
| Customer paid the company | Company receipt; driver advance; approved claim | Is reimbursement needed, and was it already paid? |
| Customer paid cash to the driver | Customer receipt; cash held; subsequent handover | What reached the company, when and with whose acknowledgement? |
| Company paid the toll directly | Company payment; related trip; any driver claim | Does the claim duplicate the company's payment? |
| Fare paid in parts | Each receipt, collector and outstanding amount | Which amount remains unpaid, rather than hidden in a driver balance? |
| Driver changed after assignment | Actual operator; claimant; earlier and replacement assignments | Who incurred each expense and which arrangement applies? |
RM 680 received by the company and RM 680 collected by a driver describe the same customer payment amount, but not the same cash location. Record the collector and later handover separately. The demo's RM 460 review balance does not establish the direction of a real payment.
Give each claim a reference linked to the trip, payer, evidence, reviewer and approved amount. Check for an earlier reimbursement before closing it. This is a proposed record-control exercise, not an instruction to transfer funds or a payment feature executed by the public demo.
Reassignment history matters after the journey too
The driver initially offered the job may decline, and a replacement may complete it. Preserve the refusal and replacement history so the reviewer can identify the actual assignment and why the plan changed. Do not assume commission belongs to the first name entered on the booking.
Likewise, link each claim to the person and assignment it relates to. A toll claim submitted before reassignment needs a human decision about its meaning; moving the job to another driver should not silently move all claims with it. The demonstration keeps refusal history visible but does not implement every contractual settlement scenario.
Close the review only when the remaining actions are explicit
The first useful implementation is often a reliable job-to-review handoff, not an automatic payment feature. Agree the amount definitions and approval responsibilities first. Only then assess integrations or payment execution as a separate, explicitly authorised scope.
The example is based on the transparent calculation in this site's isolated passenger demo, adapted from an existing internal development project. All amounts and records are fictional; they are not customer results or an industry benchmark.
- Keep the journey completed while an expense is pending; the two statuses must not overwrite each other.
- Test full payment and partial payment, and keep the outstanding customer amount visible.
- Approve only part of a claim and preserve the requested and approved figures separately in the intended production design.
- Reassign a declined job and check who actually performed it before applying the agreed commission.
- Give every unresolved receipt or claim a named follow-up owner; do not mark it settled merely to clear a dashboard.
Try the decision with fictional records
The demonstration runs independently. It does not connect to customer data, real dispatches, payments or the original project backends.
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