A cycle is one Yodel payroll period — typically weekly. Upload your self-billing invoice PDF, process payroll, then click New Cycle when done. Each cycle is archived automatically.

Yodel emails your self-billing invoice directly to you each week. Open the email, download the PDF attachment, then upload it directly into Tyfrex.

Marks all operators as paid for this cycle. Do this after you have physically paid your operators. Download the Excel and payslips first before marking paid.

Your van never stops costing you. Your fuel only flows when your drivers work.

If you lease or hire purchase your van:
→ Annual payments ÷ 365 = your daily cost
→ Example: £800/month × 12 ÷ 365 = £26.30/day

If you own your van outright:
→ Add up your annual van costs: insurance + MOT + servicing + tyres + repairs
→ Divide by 365 = your daily cost
→ Example: £5,475/year ÷ 365 = £15/day

Your van always has a cost — even if there is no monthly invoice. Not accounting for it will overstate your profit.

How Tyfrex calculates fleet costs:
→ Van cost × number of vans × all days in cycle
→ Fuel cost × number of vans × days drivers actually worked
→ Idle days still carry van cost — no fuel deducted

Example — 28-day cycle, 3 vans, 20 working days:
Van cost: £45/day × 3 vans × 28 days = £3,780
Fuel: £25/day × 3 vans × 20 working days = £1,500
Total fleet cost: £5,280

If some drivers pay their own fuel:
→ Tyfrex applies fuel across all vans
→ Calculate your blended rate: fuel cost × vans you pay for ÷ total vans
→ Example: £25 × 2 vans ÷ 3 total = £16.67/day — enter this as your fuel cost

Click the WhatsApp button next to each driver after processing payroll. WhatsApp opens with the payslip pre-written and ready to send.

First time on a computer? WhatsApp must be connected to your computer first:
• web.whatsapp.com — open in browser, scan QR code with your phone
• Download WhatsApp Desktop — faster, stays connected

Once connected, payslips send in one click.

A Payment Advice is a preview document sent to a driver before payment is made. It shows their daily breakdown, stops, gross pay, any deductions or additional payments, and an estimated net payment.

It gives the driver a chance to check their figures and raise any queries before payment is processed.

To send a Payment Advice — click on a driver row, then click Send Payment Advice. The document opens for preview and can be shared via WhatsApp.

Once the driver is paid, send the final Pay Summary via the Send Pay Summary button. The Pay Summary is the confirmed payment record.

A place to log parking fines, advances and vehicle damage against a driver or staff member the moment they happen — not the night before payroll. Nothing has to be waiting to remember at cycle-end.

Find it in the sidebar. + Log a Charge records the type, amount, date and a note against whoever it belongs to — the Who list is populated automatically from every driver who's run a cycle and every staff member you've added. Logging one for a new recruit who hasn't run a delivery yet? Pick + Add a new driver at the bottom of that same list — enter their name exactly as it'll appear on your Yodel invoice so it matches up automatically later, and leave the Operator ID blank if it hasn't been issued yet.

Charges sit as Outstanding until you choose to recover them — nothing is deducted automatically. When you're ready, open that driver or staff member's detail panel and click Recover next to the charge, or do it directly from the Ledger page. You choose how much to recover each cycle, so a large advance can be paid back gradually rather than all at once.

Got a photo of the damage, or paperwork for a fine? Attach it when you log the charge (JPG, PNG or PDF, under 800KB). It rides along as its own file when you send that driver's payslip — like sending a PDF and a photo together in WhatsApp — and the payslip's deduction line just says "See attached evidence" instead of printing your internal note.

Agreed a repayment plan with the driver? Enter it as an Instalment (£ per cycle) when you log the charge. Recover now will then suggest that amount instead of the full balance — one click instead of remembering or calculating it each cycle. It's still just a suggestion: nothing recovers on its own, and you can always type a different amount.

Got several instalment plans running at once? On payday, ⚡ Process All Instalments at the top of the Ledger page applies every agreed instalment as a deduction in one go, showing you exactly who and how much before anything is touched — untick any you don't want to recover this cycle. It only ever picks up entries with an agreed instalment, never a one-off charge you haven't reviewed, and each entry can only be processed once per cycle so re-clicking it is safe.

Made a mistake, or a driver disputes the amount? Use Edit to correct it, or Delete to remove it entirely. If someone leaves owing a balance that will never be recovered, use Write Off rather than leaving it sitting as outstanding forever.

Recovering a charge always reduces what the driver or staff member is actually paid that cycle — but it won't inflate your Net Profit. An advance is money you already gave out, not new income, so recovering it is accounting-neutral; the same applies to fines or damage recovered from the person responsible.

Once a charge is fully settled or written off, New Cycle moves it off this live list into that cycle's record under Past Cycles — evidence included. Only balances still outstanding (or mid-instalment-plan) carry forward into the new cycle.

Only after you have: downloaded the Excel, sent all payslips, and marked all operators as paid. New Cycle archives everything and clears the table for next week.

Tyfrex reads delivery counts and amounts directly from your Yodel self-billing invoice. Set each operator's pay rate per delivery and Tyfrex calculates gross pay automatically.

Their operator ID in the invoice may not match their record. Check the Name Your Operators screen after uploading. Make sure the ID (e.g. S65601) is correct.

Go to Settings → Toll & Congestion Charges and add each toll or charge type your tours actually cross — Congestion Zone, Dartford Crossing, M6 Toll, or anything else — with its own carrier top-up (£/day the carrier pays you) and actual cost (£/day you pay out); these are usually different figures, especially electric vs diesel vans.

Then in Route Profitability, tag each tour with the toll type that applies from the dropdown in the last column — or use Tag All to apply one type to every tour at once. Different tours can carry different toll types in the same cycle.

The top-up adds to your income and the cost is deducted, both shown in P&L Summary and split correctly per driver in Driver Performance.

If VAT registered on HMRC Flat Rate Scheme, enter your sector percentage. Tyfrex estimates your VAT liability — confirm with your accountant.

A complete backup of all your Tyfrex data. Downloads automatically on every New Cycle. If you ever get a new computer or lose your data, drag it back into the app in Settings to restore everything.

Go to Settings → Data Backup → Restore from .tyfrex file. Select your most recent backup from your Downloads folder or email.

Go to Settings → Company Logo → Upload Logo. Use a JPG or PNG image under 100KB. Crop your logo to roughly passport size before uploading. Your logo will appear on every payslip from that point forward.

Go to Past Cycles → Export Tax Year XLSX. This generates a complete workbook of every cycle in that tax year — driver pay, costs, P&L — ready to send directly to your accountant. You can do this at any time as long as your cycles are archived.

Export the Tax Year XLSX from Past Cycles and email it to your accountant. That single file contains every payroll cycle, all driver payments, and your P&L for the full tax year. Nothing else is needed from Tyfrex.