Fleet management software for Indian transporters —
every rupee, litre and document traced to a truck.

Why is a truck fleet hard to run on generic software?

A transport business earns money slowly and spends it fast. Diesel is bought at many pumps, trucks are financed through EMIs, every vehicle carries a dozen documents that expire on different dates, and invoices to government and large corporate customers are often paid on 45 to 60 day cycles. Accounting software sees invoices, a GPS tracker sees location, and a spreadsheet sees whatever someone typed in. None of them ties a litre of diesel to a trip, a trip to a contract and a contract to the profit of one truck.

• Diesel is the biggest cost you can control. It leaks through cash fills, unregistered pumps and mileage drift nobody notices until the month is over.
• Documents can stop a truck. A lapsed permit, insurance or fitness certificate is a dispatch risk.
• EMIs hide in the bank statement. A loan debit not mapped to the right truck quietly distorts that truck's profit.
• Invoices age. Receivables outside the payment cycle need chasing, and each bill needs the right e-invoice and e-way bill paperwork.

The design rule in the system we built is simple: every financial row carries a truck wherever the business allows it, plus the driver, trip, contract and vendor where known. That is what lets truck lifetime cost, cost per km, revenue, profit and return be answered without rebuilding anything.

Who is this transport ERP built for?

• Contract transporters running freight for government departments, PSUs or large corporates, where bills are paid on long cycles.
• Truck owners with financed vehicles, where EMIs for different trucks are debited from different banks on different days.
• Fleet owners who run the business from a phone, relying on calls and WhatsApp to know which truck is where and which permit expires next month.
• Mixed fleets of tippers, tractor-trailers and multi-axle trucks, where mileage, tyre wear and service intervals differ per vehicle.
• Logistics companies in Surat and Gujarat that have outgrown Excel and want one truck fleet management system rather than a GPS app, an accounting package and a diary that never agree.

It is less suited to a business that only needs live GPS tracking, or a two-truck operator happy with a notebook. The value comes from tying diesel, documents, service, loans and billing to each truck. For the wider sector, see AI automation for logistics and transport.

What does fleet management software from Yukti AI include?

This module list comes from the transport ERP we built for Shree Momai Transport & Travels, a Surat truck fleet running government and PSU contracts. We build only what your fleet needs; everything reads one dataset, so the dashboard, the reports and a truck's ledger cannot disagree.

How does fuel anomaly review work?

The anomaly engine compares each truck's actual mileage with its own expected km/L and looks at fill patterns. A reconciliation compares litres expected from distance with litres billed and shows the variance in rupees. Smart checks also pick up cash fills at unregistered pumps. People often search for diesel theft detection software, but the system is deliberately careful: a flag reads Review Required or Watch, states what was observed and why, and never labels anyone a thief. Nothing is auto-rejected — a person decides.

How do document expiry reminders work?

Every truck and driver document — insurance, fitness, permit, PUC, road tax, licence — lives in one vault with its expiry date. A reminder ladder works backwards from that date at 60, 30, 15, 7, 3 and 1 days, alerts the owner and fleet manager, can prepare the renewal list for an RTO agent on WhatsApp and raises a renewal task. A rule proposes holding dispatch if a required document has lapsed. Replacing a document creates a new version, so the history is kept.

How is truck EMI tracking handled?

Each truck's loan, EMI schedule, principal, interest and outstanding are tracked. When a bank statement is imported, the narration, amount and EMI day are matched to propose which truck a debit belongs to, with a confidence score and a plain-language reason. The owner approves, the EMI voucher posts to that truck's ledger and the bank row is reconciled. Uncertain rows are left unmatched rather than guessed, because a wrong mapping silently distorts a truck's P&L.

Does it handle e-way bill and e-invoice for transporters?

Invoice screens cover drafting from delivered trips, e-invoice and e-way bill, behind interfaces for the e-invoice portal and the e-way bill system. In the prototype these are mock adapters, so no real e-invoice or e-way bill is issued; connecting the providers is the integration step in a production build. Receivables ageing shows invoices past their cycle, and a follow-up rule proposes reminders.

Which reports does it include?

How does AI help fleet management — and where does it stop?

The system computes every figure first, in one analytics layer. The AI layer then reads those computed facts and decides what is worth telling the owner, in plain language. It never creates a number of its own — which is what makes it safe to rely on in a business where a wrong number means a wrong payment.

• Daily owner briefing — trucks needing attention, documents near expiry, approvals waiting and the money position.
• Report summaries — a written paragraph at the top of each of the 39 reports.
• Per-truck insight on mileage, service, documents and profit, on every Truck 360 profile.
• Predictive maintenance notes from km, days and job history, a 30-day cash forecast from receivables, EMI schedules and running costs, and approval recommendations with reasoning.
• Fleet AI assistant — answers questions from the same calculations the reports use, and says so when it cannot answer instead of inventing a figure.

Honest note: in the prototype these sentences are assembled by deterministic code from the computed facts, not by a language model. A hosted LLM is planned as a swap-in adapter that would improve the wording; the figures would stay exactly the same because they never come from the model.

What does automation do for a transport business?

Most work in a transport office is not difficult, it is repetitive: remembering, reminding, copying a figure and asking a driver for a photo. The build holds 16 automation rules, split visibly so the owner knows where the system acts and where it waits.

The principle is that automation stops where money starts: rules that would move money, approve a bill or dispatch a vehicle prepare the work and queue it, and a person presses the button. In the prototype the rules evaluate live data on a simulated schedule. For the same pattern elsewhere, see workflow automation in Surat.

We are clear about status: the fleet ERP is a prototype built so the owner can review every screen before integrations are paid for, and this page claims no savings or results from it. Society Auto shows the driver-dispatch side — fair allocation, a driver app built for drivers who are not comfortable with technology, and an office that watches every booking live. Read the full Momai fleet management ERP case study and the Society Auto booking app case study.

Why a custom fleet ERP instead of off-the-shelf fleet software?

Packaged fleet tools are often strongest on GPS tracking, and general accounting tools on invoices. A transporter needs both, plus the Indian specifics in between: GST bills for diesel, e-way bills, FASTag tolls, EMI days, permits and long government payment cycles. A custom build lets the data model match how your fleet actually runs, and a clickable prototype first means you review every screen before any integration is paid for. Read custom ERP vs off-the-shelf ERP, or meet us in Varachha through custom ERP software in Surat.