Fleets of 500+ trucks
Thousands of dates, many states, one standard.
Above 500 trucks the fleet usually runs from several regional offices, often with a tanker or hazardous-goods division and contracts that come with principal audits. The question stops being whether a date is known and becomes whether every region follows the same rule.
- 800 vehicles × 6 documents4,800
- 920 drivers × 1 to 2 dates920 to 1,840
- Expiry dates a year5,720 to 6,640
- × 4 reminders per expiry22,880 to 26,560
- vehicle dates a year
- 4,800
- 800 trucks × 6 documents
- reminders a month
- 1,907+
- 1,907 to 2,213, before escalations
- branches
- 9
- In this worked example
- Enterprise a year
- ₹28.70 lakh
- 800 × ₹299 × 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 compliance head with regional teams.
A compliance or fleet head owns policy, regional teams own execution, and an ERP or TMS holds the vehicle master. Contract principals audit vehicles on their own schedule and can suspend a truck that fails.
What they use today
- ERP or TMS vehicle master
- Regional compliance teams
- Principal audit checklists
- Fleet insurance programme
Where it breaks
What goes wrong at 500+ trucks.
Regions follow different habits
One region renews at 30 days, another at 3. The compliance head sees the difference only when a truck is held.
The ERP master is not the registry
The vehicle master in the ERP is updated by hand. When it disagrees with VAHAN, the ERP wins until a checkpoint proves it wrong.
Principal audits
Oil marketing and chemical principals audit vehicle documents and driver endorsements. Assembling evidence per truck takes days per audit.
Escalation stops at email
Reminders sent to a regional inbox are read late. Nobody above the region knows a renewal is stuck until it lapses.
Plan that fits
Enterprise
₹299 per vehicle a month, or custom
For 500+ vehicles and tanker fleets. Billed annually, GST extra.
- Everything in Growth
- Hazardous-goods document set
- Principal and contract audit reports
- SSO and custom escalation rules
- A named onboarding manager
Why Enterprise at this size.
- Enterprise adds the hazardous-goods document set, principal and contract audit reports, SSO and custom escalation rules.
- A named onboarding manager runs the import region by region and reconciles your ERP master against the registry.
- Pricing is ₹299 per vehicle a month or a custom contract for very large fleets.
Your first month
From vehicle list to reminders running.
What the first four weeks look like for 800 trucks. Fleet import is done by PRACHSO's team.
- 1
Day 1
Kick-off
Kick-off with the compliance head: regions, escalation ladder, SSO and the ERP fields to reconcile.
- 2
Week 1
First region live
First region live. ERP master compared against the registry, with every mismatch listed.
- 3
Week 2 to 3
All regions and tankers
Remaining regions imported. Tanker division gets the hazardous-goods document set.
- 4
Week 4
First principal reports
First audit report per principal, and a fleet-wide view by region for the compliance head.
Questions from fleets of 500+ trucks
Can reminders escalate differently per region?
Yes. Enterprise sets custom escalation rules: who is told at 30, 15, 7 and 1 days, and who above them hears if nothing happens.
Do you support single sign-on?
Yes, SSO is part of Enterprise.
We run more than 2,000 vehicles. Is that a fit?
Talk to sales. Fleets above 2,000 vehicles often need an ERP project, and we would rather say so on the first call than after it.
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.