The lorry left at six, and where it went is the driver’s word.
Vehicle and trip management keeps your own and hired vehicles on one record: each trip, the load it carried, the driver, the kilometres run, and what the trip earned or cost. Insurance, fitness and permit dates come up before they lapse. A transporter’s monthly bill is checked against the trips that were actually made.
Two lorries of your own, one hired tempo, and a driver who says the trip was ninety kilometres. The challan stays in his pocket until Thursday. At month end the transporter’s bill lists eleven trips, and the office remembers nine.
Each run is entered against a vehicle and a driver: the route, the load, opening and closing meter readings, and the challan it served. Own vehicles show what the trip cost. Hired ones show what he may fairly bill, before the bill arrives.
What vehicle and trip management does.
A record per trip
Date, vehicle, driver, route, load and the challan or invoice it carried. Part loads and return loads are separate lines.
Own and hired, side by side
Your vehicles and the market lorries you hire sit in one list, so a month’s movement is one view.
Meter readings that add up
Opening and closing readings per trip. Kilometres run are worked out rather than reported.
Papers with dates
Insurance, fitness certificate, permit, pollution and tax expiry against each vehicle, listed a month before they fall due.
Proof from the road
At the site the driver takes a picture of the signed challan, or of the material unloaded, and it lands against that trip.
Hire bills checked
Trips recorded against the rate agreed with the transporter. Eleven claimed against nine recorded is a conversation, not a payment.
The people who open this every day.
Despatch in-charge
Allots vehicles, opens trips, and knows what is on the road now.
Driver
Sees his trip on a phone and sends proof from the site.
Accounts assistant
Passes hire bills against recorded trips and charges freight to the right customer.
Owner
Reads cost per kilometre and which vehicle earns its keep.
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Delivery challans
- Fuel and driver records
- Invoice management
- Fixed asset register
Products that include it.
How we would put it in.
Questions owners ask about vehicle and trip management.
Do you supply GPS trackers?
No. We do not sell hardware. Where you already have a tracker, its feed can usually be read into the trip record through the provider’s API, so the recorded route and the actual route sit together.
Which of your products handle vehicles already?
Building Material Trading Software books challans by trip with the lorry and driver on each, and handles hired lorries. School College Management System keeps routes, stops and vehicle service dates for buses.
We run three vehicles. Is a notebook enough?
Three vehicles and one person watching them, yes. The notebook fails when you hire from the market, when freight has to be charged to a customer, or when an FC lapses and a vehicle is stopped.
Can the driver use it if he cannot read English?
The driver screen is deliberately small: his trip, the site, a camera button. It can be set in Kannada or Hindi, and most drivers manage the camera long before they manage anything else.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle vehicle and trip management today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
- No obligation
- We reply the same working day
- Your details stay private