Printable operating procedure
Work through the checklist
We bring the relevant records together so your team can check the facts before moving on.
Close the month with the figures reconciled
Set the period Who: Office manager. Pass when: Start date, end date, company timezone and person approving the review are recorded.
Check the month's rides Who: Dispatch. Pass when: Ride statuses, cancellations, waiting time and extras match the records of what happened.
Review rides still to invoice Who: Billing. Pass when: Each billable completed ride has an invoice or a named exception; drafts have been reviewed. TransferCRM: Invoices → Not invoiced yet groups completed rides by client and currency.
Match receipts and refunds Who: Accounts. Pass when: Recorded receipts and refunds match bank, payment-provider and cash records; differences are listed.
Reconcile each partner's account Who: Partner coordinator. Pass when: Agreed costs, currencies, passenger collections and earlier payments match; missing figures have an owner. TransferCRM: Settlements → Subcontractors previews the next statement and flags unresolved items.
Issue the checked partner statements Who: Accounts. Pass when: Issued statements and balances agree with the review; deferred items are recorded separately.
Check each driver's settlement Who: Driver coordinator. Pass when: Pay, tips, reimbursable expenses and prior payouts agree; passenger cash is reconciled separately. TransferCRM: Settlements → Drivers includes only approved reimbursable expenses.
Record payments after they happen Who: Accounts. Pass when: Each recorded payout has a matching transfer confirmation, with the correct recipient, amount and currency.
Save the review and open items Who: Office manager. Pass when: Documents, approval and an exception list are saved; each open item has an owner and deadline.
Keep totals separate by currency. Check the conversion rate used before comparing amounts in different currencies.