Fleets of 200 to 500 trucks
A documents team, still running on a shared drive.
Between 200 and 500 trucks there is a documents desk, an insurance coordinator and a dispatch team in each region. The work is organised, but the dates still arrive by hand, and dispatch still learns about a lapse from the checkpost.
- 320 vehicles × 6 documents1,920
- 370 drivers × 1 to 2 dates370 to 740
- Expiry dates a year2,290 to 2,660
- × 4 reminders per expiry9,160 to 10,640
- vehicle dates a year
- 1,920
- 320 trucks × 6 documents
- reminders a month
- 763+
- 763 to 887, before escalations
- branches
- 5
- In this worked example
- Growth a year
- ₹9.56 lakh
- 320 × ₹249 × 12, GST extra
Worked example. It assumes each tracked date comes due about once a year. PUC on older vehicles and quarterly road tax come due more often, so most fleets send at least this many reminders.
Who manages the papers
A documents desk of two to five people and regional dispatch.
The desk keeps a master sheet on a shared drive and a folder of scans per truck. Insurance is renewed as a fleet policy or in batches. Dispatch in each region needs a list of trucks that are legally fit to load today, and gets it by phone.
What they use today
- Master sheet on a shared drive
- Scanned PDFs per truck
- Fleet insurance broker
- Regional dispatch phone calls
Where it breaks
What goes wrong at 200 to 500 trucks.
1,800 vehicle dates and counting
At 300 trucks the vehicle documents alone come to 1,800 dates a year, before a single driver licence. Each one is typed by someone, and some are typed wrong.
Dispatch cannot see fitness
The master sheet is not where dispatch looks. A truck with a fitness certificate expiring tomorrow gets a three-day load today.
Driver churn
Drivers join and leave every month. Licence numbers, vehicle classes and endorsements are checked once at joining and never again.
Audit requests from customers
Large shippers ask for document proof for every truck on their contract. Pulling it together takes the desk two days.
Plan that fits
Growth
₹249 per vehicle a month
For fleets of 50 to 500 vehicles. Billed annually, GST extra.
- Everything in Starter
- Challan Desk with driver attribution
- Renewal tasks with agent and cost tracking
- Multi-branch views and escalation
- Tally Prime and Zoho Books export, API
Why Growth at this size.
- Growth carries the whole workflow at this size: renewal tasks, Challan Desk, branches, escalation and exports.
- The API lets dispatch software or your ERP ask whether a truck is fit to dispatch before assigning a trip.
- If you run tankers or need principal audit reports, Enterprise adds the hazardous-goods document set.
Your first month
From vehicle list to reminders running.
What the first four weeks look like for 320 trucks. Fleet import is done by PRACHSO's team.
- 1
Day 1
Import the master
Send the master sheet or FASTag statements. The team imports all 320 vehicles and their drivers.
- 2
Week 1
See every mismatch
Registry mismatch report: every truck whose sheet date disagrees with VAHAN, sorted by region.
- 3
Week 2
Dispatch view per region
Dispatch gets a fit-to-dispatch view per region. Trucks with a lapse inside the trip window are flagged.
- 4
Week 4
Audit packs on demand
Customer audit packs export as one PDF per truck or one ZIP per contract.
Questions from fleets of 200 to 500 trucks
Can dispatch see the status without a login?
Every office user gets a login at no extra charge, since office users are unlimited. Dispatch can also receive a morning WhatsApp list of trucks on hold.
How long does import take for 300 trucks?
The team imports from your sheet or FASTag statements. Most of the time goes into resolving mismatches between your sheet and the registry, which is the point of the exercise.
Do you replace our insurance broker?
No. PRACHSO tracks the policy dates and holds the policy copy. Your broker still renews the policy.
Other fleet sizes
Know every expiry before the checkpoint does.
Send us your vehicle list. We load your fleet and show you every date and every pending challan on the call.