If you settle with a handful of drivers and do not want to pay for software yet, a solid spreadsheet is the sensible choice. This is the Excel template for driver settlements that the author used before moving settlements to TwojaFlota. You enter the amounts from the platform reports and the transfer amount calculates itself.
⬇ Download the driver settlement template (.xlsx)
Column names and instructions in the file are in Polish · Excel / Google Sheets / LibreOffice · 2 sheets: settlement and instructions · no macros
Please note the file is in Polish, so the column headings are Polish. The key columns are translated below so you can find your way around.
What is in the template
On the “Rozliczenie” (settlement) sheet, one row equals one driver on one platform. You fill in the yellow cells and everything else calculates automatically:
- Gross turnover from the app (obrót brutto): what passengers paid; VAT is calculated from this amount.
- Earnings from the app (zarobek z aplikacji): the amount after the platform’s commission, taken from the weekly summary in the fleet dashboard.
- Cash collected by the driver (gotówka): the driver already holds it, so it reduces the transfer.
- VAT on turnover: calculated at the rate in cell F3 (8% by default); enter 0% if you cover VAT yourself.
- Fleet commission (prowizja floty): the default percentage in cell J3, with the option of a different rate for a specific driver.
- Car fee (opłata za auto): weekly rent or a fixed charge.
- Other deductions and refunds: fines (mandaty), damage, advances, and for example fuel bought on a company invoice.
- DO WYPŁATY (“payable”): the result you transfer to the driver.
Under the table you get the weekly total and what the fleet earned: commission, car fees and the VAT carried over.
A worked example
A driver worked a week on Bolt. Data from the report and the agreement with the fleet:
| Item | Amount |
|---|---|
| Gross turnover from the app | 2,150.00 PLN |
| Earnings from the app (after Bolt commission) | 1,720.00 PLN |
| Cash collected from passengers | - 380.00 PLN |
| VAT 8% on turnover (2,150 × 8/108) | - 159.26 PLN |
| Fleet commission 5% of earnings | - 86.00 PLN |
| Car fee | - 350.00 PLN |
| Fuel refund on invoice | + 120.00 PLN |
| Payable | 864.74 PLN |
The rates in the example are illustrative, so enter your own. If the result is negative the driver owes the fleet, usually because they collected a lot of cash.
How to fill in the template each week
- Download the weekly reports from the Bolt Fleet, Uber and FreeNow dashboards. To find the Bolt reports, see Bolt Fleet Portal: login, partner dashboard and reports.
- For each driver and platform, copy in the turnover, earnings and cash. A driver on three platforms means three rows.
- Add the car fee, deductions and refunds for the week.
- Check that the sum of earnings matches the total in the fleet dashboard. It is the quickest way to catch a typo.
- Save a copy of the file with the week’s date. Months later, without it you cannot reconstruct where an amount came from when a driver asks.
What the template does not do
The sheet does not calculate ZUS contributions or the income tax advance for a civil-law contract (umowa zlecenie). That depends on the driver’s situation and should be agreed with your accountant. For the different working models, see Bolt and Uber driver settlements in Poland.
Also remember that platforms occasionally rename the columns in their reports. If you are unsure which figure is the earnings after commission, take it from the weekly summary in the fleet dashboard rather than from individual trips.
When Excel stops being enough
With two or three drivers the template is plenty. Trouble starts at five or more: copying reports from three platforms takes several hours every Monday, and one slip in a row means a dispute with a driver.
In TwojaFlota you import Bolt, Uber and FreeNow reports and the system calculates payouts by your rules, creates a PDF statement for the driver and a bank transfer file. Drivers see their settlement in the app, so there are far fewer “where does this amount come from” questions. The interface and support are in Polish and English. It costs 200 PLN net per month or 1,200 PLN net per year (plus 23% VAT), with unlimited cars and drivers and 30 days free without a card.
Want a quick estimate without a spreadsheet? Try the free driver settlement calculator. See the whole product on the taxi fleet management software page, or sign up free to test it on your own reports.
FAQ
Is the template really free?
Yes. Download the .xlsx file and use it without registering. It contains no macros.
Is the file only in Polish?
Yes, the column headings and instructions inside the file are in Polish. The key columns are translated above.
How is VAT handled in the template?
The rate is set in cell F3 (8% by default). Enter 0% if you cover VAT yourself, and confirm the right rate for your situation with an accountant.
Is it suitable for a civil-law contract?
The template does not calculate ZUS or the tax advance. Those amounts must be worked out separately with your accountant.