Documentation
How Caliber is designed to work. Caliber is pre-launch, so screens and steps may change before it opens.
Getting started
Bring what you have. Caliber infers what it can, asks about what it can’t, and nothing is final until you approve.
Five steps from signup to your first settlement statement.
Create your account
Sign up with email or Continue with TruckerTech, then set up multi-factor authentication. Invite team members and give them the roles and permissions they need.Add contractors
Start with whatever contractor data you already have. Caliber adapts to your existing records, and you can improve details over time.
Tip: add two or three contractors first to see the workflow, then bring in your full roster.
Bring your pay period data
Upload spreadsheets, PDFs, photos, or any document showing hours, loads, bonuses, or other earnings. Caliber reads what’s there and asks about anything unclear.
Nothing is final until you approve. You review and confirm before any pay run is approved.
Review and approve your pay run
Build a pay run from your imported data. Caliber calculates gross pay, applies deductions, and shows net amounts. Review totals, adjust anything needed, and approve when ready.Deliver statements
Each approved pay run produces versioned settlement statements, delivered in the contractor portal, as a PDF, and by email. Payouts are planned — standard ACH through Stripe, subject to Stripe approval.
Next: learn how Caliber adapts to documents and data in any format.
Upload anything
Bring what you have. Caliber will make sense of it — and ask about what it can’t.
What you can upload
Spreadsheets
CSV or Excel files from payroll systems, timekeeping tools, or your own tracking sheets. No template needed.
PDFs
Statements, exports, or scanned documents. Caliber extracts tables and asks about anything unclear.
Photos & screenshots
Phone pictures of timesheets, screenshots from other systems, or images of handwritten logs.
Notes & manual entry
Handwritten logs, partial records, or pasted tables. If Caliber can’t read something, it becomes a question for you, not a dead end.
No perfect format needed. Caliber adapts to what you have.
What happens next
- Upload. Drop your file. Any format, any structure.
- Caliber infers. It reads your file and suggests how columns map to contractor names, dates, hours, rates, and deductions.
- You review and answer questions. Confirm mappings, add missing fields, or correct anything that looks off.
- Approve the pay run. Once everything looks right, approve it. Caliber computes totals, and approval produces the settlement statements.
Common fields Caliber often recognizes
These help but aren’t required. Caliber will ask if something is missing or unclear.
- Contractor name or ID: who did the work
- Dates: pay period start and end, or work dates
- Gross or earnings: hours, loads, rates, or total amounts
- Deductions: insurance, escrow, or other withholdings
Accepted formats
- CSV, XLSX, and common spreadsheet formats
- JPG, PNG, HEIC, scans, photographs, and screenshots
- Manual entry and pasted tables
- Other files are kept and routed to review even when they can’t be read automatically
- File size and row limits will be published before launch
Examples (optional)
Examples are just references — upload whatever you have. IDs and values are fictional.
hourly_example.csv
contractor_id,pay_period_start,pay_period_end,regular_hours,hourly_rate CTR-1847,2026-03-09,2026-03-15,55.0,60.00 CTR-2053,2026-03-09,2026-03-15,48.5,55.00
load_based_example.csv
contractor_id,pay_period_start,pay_period_end,loads_delivered,rate_per_load CTR-1847,2026-03-09,2026-03-15,12,250.00 CTR-2053,2026-03-09,2026-03-15,9,250.00
mixed_earnings_example.csv
contractor_id,pay_period_start,pay_period_end,regular_hours,hourly_rate,bonus_amount CTR-1847,2026-03-09,2026-03-15,55.0,60.00,300.00 CTR-2053,2026-03-09,2026-03-15,48.5,55.00,150.00
Review + resolve
Caliber infers what it can. You confirm what it can’t.
Suggested mapping
After uploading, Caliber reads column headers and suggests how to map them to standard fields:
contractor_id→ Contractor identifierhours,hrs_worked,time→ Regular hoursrate,pay_rate→ Hourly ratebonus,incentive→ Bonus amount
Review and adjust mappings before confirming. Columns Caliber couldn’t infer are left unmapped.
Needs review
Rows Caliber couldn’t infer yet are flagged for review. Common situations:
- Contractor not found: the contractor ID doesn’t match anyone in your organization yet
- Dates need confirmation: pay period dates look unusual or the format couldn’t be parsed
- Values need confirmation: numbers look unexpected, like negative hours
- Missing data: key fields like contractor ID or dates are blank
Nothing is blocked
You can move forward even with incomplete data:
- Ignore columns you don’t need. Only map what matters for this pay run.
- Add missing values manually before approving the pay run.
- Override rates or pay periods if the imported data doesn’t match your records.
- Exclude rows that aren’t relevant to this pay cycle.
Caliber won’t include rows with missing critical data in the pay run until you resolve or exclude them.
Pay runs + approvals
Building, reviewing, and approving contractor pay runs.
Pay run states
- Draft: built from your imported data and fully editable.
- Review required: some review decisions are still open.
- Ready for approval: every review decision and validation is complete.
- Approved: an immutable financial snapshot. Statements can be generated.
Computation
For each contractor in the pay run, Caliber:
- Computes gross pay from earnings data (hours × rate, loads × rate, bonuses)
- Applies recurring deductions (escrow, insurance, payment plans)
- Calculates net pay (gross minus deductions)
- Updates month-to-date and year-to-date totals for the contractor
Who can approve
Approval needs an authorized approver — an Owner or Admin, or Staff granted approval permission — and a second verification step. Organizations can require a different person to approve than the one who prepared the run. Once approved, a pay run can’t be edited; corrections are made as linked amendments.
Audit trail
Every pay run action — create, submit, approve, amend — is recorded with who acted, when, and what changed.
Statement delivery
How settlement statements reach contractors.
Delivery
After a pay run is approved, its statements are generated and delivered:
- Contractor portal: statements appear in the contractor’s portal
- Email: contractors are notified by email when a statement is available
- PDF: every statement has a canonical PDF you and the contractor can download
Versioned, never edited
A statement is generated only from an approved pay run and is never changed afterwards. If a correction is needed, a new version is issued and linked to the one it supersedes; both stay available.
Contractor portal
Contractors sign in to see their statement history and download PDFs. One contractor account works across every organization they settle with.
ACH payouts (optional)
Planned — standard ACH through Stripe, subject to Stripe approval and final compliance review. Payouts are not available yet; this section describes how they are designed to work.
Payout setup
Contractors complete Stripe-hosted onboarding for their identity and bank details. Caliber never sees or stores bank account numbers; it keeps only Stripe identifiers and payout status. How organizations fund payouts will be confirmed with Stripe before payouts launch.
Initiating payouts
When payouts launch, people with payout permission will initiate them from an approved pay run:
- Review the total payout amount and contractor count
- Confirm with a second verification step
- Each payout is tied to an approved statement amount
- Status moves through scheduled, submitted, processing, and paid — or failed, cancelled, or reversed
Only standard ACH is planned. Instant and next-day ACH will not be offered.
Payout safeguards
Payouts are designed to require an active subscription, enforced by the server and database rather than the screen. Every payout instruction is designed to be idempotent, so the same payout can’t be sent twice.
Audit trail
Every payout action is designed to be recorded with who acted, when, the amount, and the provider’s transfer reference.
FAQs
Common questions about Caliber’s contractor-only scope.
Can I use Caliber for W-2 employees?
No. Caliber is purpose-built for 1099 contractors only. It does not support W-2 payroll, tax withholding, or benefits administration.
Does Caliber handle tax withholding?
No. 1099 contractors are responsible for their own taxes. Caliber does not withhold, remit, or file taxes.
Can I import data from my existing system?
Yes. Export from your existing system — CSV, spreadsheet, or PDF — and upload it. Caliber suggests a column mapping for you to confirm and remembers it for the next file from the same source.
How is Caliber priced?
A $29 monthly base plus a charge per active contractor, with no per-pay-run fees. You pay only for contractors in an approved pay run that month.
Can contractors access their own statements?
Yes. Contractors sign in to the contractor portal to see their statement history and download PDFs — across every organization they work with, from one account.
What if a contractor disputes their statement?
Approved pay runs are never edited. You create a linked amendment that corrects the original, and the contractor receives a new statement version that supersedes the old one. Every change is recorded in the audit trail.
Does Caliber integrate with accounting software?
No. Caliber is not an accounting ledger and has no accounting integrations at launch.
What happens if my subscription lapses?
Setup, imports, drafts, and review keep working. Approving pay runs, finalizing and delivering statements, and payouts pause until you reactivate. Approved records are retained.
How do I cancel my subscription?
From your organization’s billing settings. Closing an organization includes an export period before its data is archived.
Still have questions?
Support contact details will be published at launch.