Comprehensive Transport Fleet Management Software

1. Introduction
The client operates a transport business with a fleet of various types of vehicles (small to large trucks).
They offer services through three types of hire contracts with manufacturing companies and require a custom software solution to automate and manage operations.
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2. Contract Types and Process
2.1. Yearly Rate Contract
• A yearly contract is signed with manufacturing companies for transporting goods between fixed locations.
• Applicable when the goods' dimensions are within RTO (Regional Transport Office) limits for the selected vehicle type.
• Process Flow:
1. Company sends an email with goods dimension, details, and pickup/drop locations.
2. Transporter checks and assigns a vehicle and driver.
3. Diesel and trip incentive amount are given to the driver.
4. Lorry Receipt (LR) is generated and shared with the company for acceptance.
 If vehicle is available → Accepted.
 If not → Rejected.
5. Upon acceptance, the driver picks up and delivers goods.
6. Transporter generates an invoice and sends it to the company.
7. Payment received is recorded.
8. Driver salary: Fixed monthly salary + Trip incentives.
9. Delays: If loading/unloading delays occur due to the company, extra billing per day is done based on the rate contract.
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2.2. Over Dimension Contract (ODC)
• When goods exceed RTO dimensions but can still be managed by a vehicle.
• Rate is not fixed; decided at the time of requirement.
• Separate quotation and billing process for each such trip.
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2.3. Fixed Time Hiring
• The company hires a vehicle and driver for a fixed time period (e.g., 2 months) between two locations.
• Quotation includes:
o Daily hours (e.g., 12 hrs/day)
o Unlimited usage
• Driver Activities:
o Driver maintains a daily logsheet: start time, end time, total hours.
o If overtime occurs, it is billed separately to the company.
o Overtime payments to driver are calculated accordingly.
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3. Vehicle Management Module
• Maintain a Vehicle Master including:
o Vehicle Details (Number, Model, Capacity, Type)
o Toll FASTag Management
o Tax and Insurance Management
o Vehicle Maintenance History
o Vehicle Documents Management (RTO papers, Insurance copies)
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4. Driver Management Module
• Maintain a Driver Master including:
o Driver Details (Name, License, Contact Info)
o Salary and Incentives Management
o Advances and Loans tracking:
 Monthly deductions from fixed salary for loan/advance repayment
o Overtime Payment Management
o Driver Earning Summary Reports
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5. Core Software Modules Summary
Module Features
Contract Management Yearly Contract, ODC, Fixed Time Hiring
Trip Management Trip Assignment, Lorry Receipt Generation, Acceptance Workflow
Billing & Invoicing Invoice Generation, Delay Charges Calculation
Payment Management Client Payments Recording
Vehicle Management Vehicle Inventory, Maintenance, Toll and Tax Management
Driver Management Salary, Incentive, Advance/Loan Deduction, Logsheets, Overtime
Reporting Trip Reports, Payment Reports, Driver Earnings, Vehicle Usage
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6. Additional Notes
• Email integration (optional) for sending Lorry Receipts and Invoices.
• Mobile access (optional) for drivers to log start/end time.
• Notifications for vehicle maintenance, insurance renewals, etc.
• User Role Management (Admin, Operator, Driver Access)
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7. Expected Deliverables
• Web-based application (or mobile app if required)
• Admin Panel
• Driver Panel (optional if mobile app considered)
• Standard Reports and Exports (Excel/PDF)