Accountant guide

Get your account

Accountant accounts are created directly by your company’s Admin in Settings > Team:

1. Your Admin provisions your user profile with the Accountant role.
2. Your Admin provides you with your company login email and temporary password (at least 12 characters).
3. Go to /login, sign in with your credentials, and you will land directly in your company’s financial workspace.

Financial workspace

As an Accountant, you have comprehensive financial authority within your company workspace:

• Financial Visibility: Full access to load gross rates, line items, fuel surcharges, accessorials, customer invoice balances, and contractor pay rates.
• Financial Tabs: Dedicated navigation to Invoices, Settlements, and Reports (including the Financial Journal, AR Aging, Factoring, and Customer Statements).
• Tenant Privacy: Complete cryptographic isolation — you only see financial records belonging to your company.

Invoicing and credit limits

Manage billing, accounts receivable, and credit exposure for your customers:

• Customer Invoicing: Generate and finalize PDF invoices from delivered loads, reconcile invoice line items against load charges, and record customer payments.
• Customer Credit Limits: Set credit limits on customers under Reports > Customers. When a customer’s projected AR balance exceeds their limit, HighwayTMS displays an advisory warning banner during invoice generation to help you manage credit risk.
• Credit Memos & Adjustments: Issue credit memos to adjust balances truthfully with permanent audit trail tracking.

Settlements and expenses

Accurately manage contractor compensation, company operating expenses, and payment disbursements:

• Driver Settlements: Calculate contractor settlements with configurable deductions, percentage splits, and mileage rates. Review and approve statements with optional dual sign-off.
• Payment Ledgers: Record actual disbursements in the settlement and expense payment ledgers with concurrency-safe balance checks and partial payment support.
• Expense Approvals: If your company requires expense approvals, review and approve pending operating expenses before disbursement.
• Factoring Management: Assign invoices to factoring partners, submit schedules, and record factoring advance disbursements and fee deductions.

Financial journal & cash flows

Under Reports > Financial Journal, you have access to HighwayTMS’s General Ledger Lite:

• Unified Event Stream: A chronological activity journal combining recorded cash movements (customer payments, expense disbursements, settlement disbursements, factoring advances) with noncash financial obligations (invoices, credit memos, expense creation, settlement finalizations).
• Running Cash Balance: Automated running cash balance calculations with accurate opening balance carryovers across any filtered date range.
• CSV Export: One-click export with built-in formula injection defense for safe spreadsheet analysis.

What you will not see

By architectural design, the Accountant role is focused on financial operations:

• Workspace Settings: Company settings (such as company name, timezone, and feature toggles) are reserved for Admins.
• Team Administration: Inviting, removing, or changing user roles is restricted to Admins.
• Direct Fleet Configuration: Adding or retiring trucks and trailers is handled by Admins or Maintenance specialists.