What transport fleet management software has to keep track of
A fleet office answers the same questions every week, usually from different places: a WhatsApp group for where the truck is, a register for which driver took it, a folder for delivery proof and a spreadsheet for what the trip earned. Fleet management software is worth having when those four answers come from one record.
- Vehicle and driver per consignment. Recorded on the LR itself, not in a separate book.
- Trip as one job. Several drops under one order, rather than unrelated receipts.
- Delivery proof that comes back. Filed against the order, so you can see which trips are still missing it.
- Money per trip. Freight and charges against costs, including what a hired vehicle's supplier was paid.
What BilToz records for each trip
| Record | What it holds |
|---|---|
| Truck and driver on the LR | Each lorry receipt carries the vehicle number and driver details, so every consignment shows which truck and driver ran it. |
| Order per trip | Routes, LRs, costs and revenue for one trip stay together, including trips with several drops. |
| POD per order | The signed delivery copy, uploaded once the trip is completed and kept with that order's LRs and invoice. |
| Supplier payments | When the trip ran on a hired vehicle, payments to that supplier are recorded against the order, with advances and pending amounts. |
| P&L per order | Freight and charges against costs for each completed trip, filterable by party or supplier and exportable to Excel. |
POD management: proof filed with the bill
Proof of delivery decides when a party pays. On paper it travels back with the driver, gets photographed into a chat and is looked for again when the bill is questioned weeks later.
In BilToz the POD belongs to the order. Once a trip is marked completed you upload the signed copy to that order, where it sits beside the order's LRs and its GST invoice. When a party disputes a bill, the delivery proof is on the same screen as the invoice you are being asked about.
Two limits worth knowing:
- One file per order, uploaded after completion rather than while the trip runs.
- No share button. To send a POD to a party, download it and attach it yourself.
The billing side of the same order is covered on our transport billing software page.
Where vehicle tracking fits
Tracking is a separate question from fleet records, and it is worth understanding before paying for hardware. Our guide on tracking trucks without GPS explains the common approaches in Indian transport, what a driver's SIM can and cannot tell you, and where consent matters.
Whatever you use to locate a truck, the paperwork for that trip — its LRs, POD, invoice and payments — stays in BilToz under one order.
Frequently asked questions
What does POD management software do?
It keeps the proof of delivery with the trip it belongs to, instead of in a chat thread or a paper file. On BilToz you upload the POD to an order once the trip is completed, and it stays with that order's LRs and invoice, so a party questioning a bill can be answered from one screen.
When can I upload a POD?
After the trip is marked completed. One file is kept per order. There is no share button for it, so if a party wants a copy you download the file and send it yourself.
Does BilToz show my trucks on a live map?
Fleet records in BilToz cover the trucks and drivers assigned to each trip and the documents that go with them. For how vehicle tracking works in Indian transport, and what a driver's SIM can and cannot tell you, see our guide on tracking trucks without GPS.
Is transport fleet management software useful for a small fleet?
Yes. Even with a few trucks, the questions are the same: which vehicle ran which trip, who drove it, whether the delivery proof came back and whether the trip made money. Every feature is free during the launch period.
Can I see what each trip earned?
Yes. The P&L report lists each completed order in a date range with its freight, charges, costs and profit, and can be filtered by party or supplier. It exports to Excel.