Fleets of 50 to 200 trucks
Two branches, three munshis, one Excel that never agrees.
Past 50 trucks the papers split across an office team and often across branches. Each branch keeps its own sheet, renewals go through more than one RTO agent, and challans start costing real money because nobody owns them.
- 120 vehicles × 6 documents720
- 140 drivers × 1 to 2 dates140 to 280
- Expiry dates a year860 to 1,000
- × 4 reminders per expiry3,440 to 4,000
- vehicle dates a year
- 720
- 120 trucks × 6 documents
- reminders a month
- 287+
- 287 to 333, before escalations
- branches
- 3
- In this worked example
- Growth a year
- ₹3.59 lakh
- 120 × ₹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 clerk per branch, an operations manager above them.
Each branch munshi tracks the trucks registered or based there. The operations manager asks every morning which trucks are fit to dispatch and gets three different answers. Accounts pays the RTO agent's bills without knowing which renewal each one was for.
What they use today
- One Excel per branch
- A WhatsApp group with the agents
- Accounts ledger for renewal costs
- Photocopy file per truck
Where it breaks
What goes wrong at 50 to 200 trucks.
Sheets drift apart
A truck moves from Ludhiana to Bhiwandi and its dates stay in the Ludhiana sheet. The Bhiwandi munshi never sees its fitness coming due.
National permit authorisation
The national permit carries an annual authorisation fee paid online. With 100 trucks the authorisations fall on 100 different dates, and one missed date means the truck has no valid authorisation outside its home state.
Challans land on the owner
Without a record of who drove which truck on which day, the owner pays challans that belong to a driver, or argues about them for weeks.
Renewal costs disappear
Agent fees, testing station charges and premium all go through different hands. Nobody can say what a truck's papers cost this year.
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 adds the Challan Desk with driver attribution, which pays for itself at this size.
- Renewal tasks carry the agent, the cost and the new document, so accounts sees what each renewal cost.
- Multi-branch views give each munshi their own list and the operations manager the whole fleet.
Your first month
From vehicle list to reminders running.
What the first four weeks look like for 120 trucks. Fleet import is done by PRACHSO's team.
- 1
Day 1
One fleet from three sheets
Each branch sends its sheet. We load them into one fleet and tag every truck to its branch.
- 2
Week 1
First challan sweep
First e-challan check across all 120 trucks. Every pending challan is listed with its date, place and amount.
- 3
Week 2
Branch lists and escalation
Branch munshis get their own reminder lists. Escalation to the operations manager starts at 7 days.
- 4
Week 4
First accounts export
First monthly export to Tally Prime or Zoho Books with renewal costs per truck.
Questions from fleets of 50 to 200 trucks
Can each branch see only its own trucks?
Yes. Office users can be limited to one or more branches. The operations manager and owner see all of them.
We use a GPS platform already. Does this replace it?
No. PRACHSO works alongside your GPS. GPS tells you where the truck is; PRACHSO tells you whether its papers let it be there.
Who decides which driver a challan belongs to?
PRACHSO matches the challan time to the driver assigned to that truck at that time and shows the match. Your policy decides whether the fine is recovered from the driver.
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.