Record every trip against a vehicle and a driver, and check hire bills against them.
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 trucks of your own, one hired van, and a driver who says the trip was ninety kilometres. The delivery note 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 delivery note it served. Own vehicles show what the trip cost. Hired ones show what the transporter may fairly bill, before the bill arrives.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- The driver’s trip diary
- A notebook of insurance and permit dates
- A transporter’s monthly statement paid on trust
The problems this is meant to ease.
What vehicle and trip management does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Describe your fleet and routes
You list vehicles, drivers and regular routes. You get a note on how trips will be recorded.
Load vehicle papers
Dates for each vehicle are entered from your files. Expiry alerts are shown on a trial screen.
Record sample trips
Dispatchers log a few days of trips. You compare totals with your diary.
Add the driver routine
Drivers learn to send readings and photographs from a phone. Problems with signal and habit are noted.
Check a transporter bill
A past monthly claim is compared with recorded trips. The accounts team judges the usefulness.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Trips recorded with a delivery proof
- Vehicle papers falling due, by date
- Kilometres run per trip, by vehicle
- Hired trips claimed against recorded
- Delays with a reason noted
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 notes
- 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 delivery notes by trip with the truck and driver on each, and handles hired trucks. School College Management System keeps routes, stops and vehicle service dates for buses.
Is a notebook enough for three vehicles?
For 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 a fitness certificate lapses and a vehicle is stopped.
Can the driver use it if he cannot read English?
Yes. The driver screen is deliberately small: the trip, the site and a camera button. It can be set in the language your drivers speak, and most drivers manage the camera long before they manage anything else.
What goes into pricing vehicle and trip management?
The size of the fleet and the number of users drive it. Links to delivery notes, fuel records and assets add effort, as does the phone routine for drivers. The quotation for vehicle and Trip Management separates what is needed now from what can wait. Scope sets the figure.
What decides how soon trips can be recorded?
Whether your vehicle list and papers are ready decides it. A release with trips, papers and alerts can come first. Vehicle details and the route list are yours to supply, while the proposal fixes the dates. Papers in order help.
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.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements