Contracts, sites & customer portal
Contracts and sites: bill hired vehicles correctly, site by site
When vehicles are hired out to a builder, a quarry, a factory or a school for months at a time, the money is in the contract terms: the rate basis, minimum hours, who pays diesel and the driver. This add-on keeps those terms and bills them from the work actually done.
Definition
Log sheet is the record of a hired vehicle’s work for a billing period (days, hours, km, trips or loads) at a customer site. Once the customer signs it, it is the basis of the contract invoice.
How are hire contracts billed?
At the end of each billing period, the app works out usage per vehicle from trips, hour-meter readings and log sheets, applies the contract’s rate basis and minimums, and adds costs the contract recharges to the customer, such as diesel or tolls. You review the draft, issue it as a GST invoice and send it.
- Rate basis: month, day, hour, km, trip, tonne or mixed.
- Shared costs at one site can be split across the vehicles working there.
- Contract P&L uses invoice income against the vehicles’ costs.
What does the customer portal show?
The customer logs in to see their contracts, the vehicles allotted to their sites, usage for the period, live location when GPS is on, invoices with PDF download and payments. They can review and sign log sheets in the portal, which ends the end-of-month argument over hours and days.
How do drivers know which site to go to?
The driver app shows today’s site with a map link. Drivers pick the site when they punch in, start a trip or add an entry, and with GPS the app can check that the vehicle is actually at the site. Contracts nearing their end raise an alert so renewals are not missed.
FAQ
Frequently asked questions
Which businesses use contracts and sites?
Earthmover and equipment rental, tippers and tankers on project work, buses hired to schools and companies, and any fleet that hires vehicles to a customer for a period instead of trip by trip.
Can each contract have different terms?
Yes. Every rule is set per contract, falling back to a named template and then to company defaults.
Does the customer portal cost extra?
The portal is part of the contracts & sites add-on; there is no separate charge per customer login.
At a glance
- Available on: Add-on on any plan: ₹299 per month at launch (or per allotted vehicle, as agreed)
- Contracts with a rate basis per month, day, hour, km, trip or tonne, or a mix.
- Each contract says who pays each cost head: diesel, driver, tolls, permits, maintenance, food and stay.
- Templates and company defaults, overridden case by case per contract.
- Customer sites and an allotment board showing which vehicle works at which site, including spare vehicles.
- Log sheets per billing period, contract billing with recharged costs, and shared site costs.
- Customer portal: the customer sees contracts, allotted vehicles, usage, live location (with GPS), invoices and payments, and signs log sheets.
Related modules
Billing, GST e-invoice & e-way bill
Trip invoices with CGST/SGST/IGST and RCM, receipts, WhatsApp PDF; e-invoice IRN and e-way bill on Premium.
GPS tracking
Live map, route history, geofence and over-speed alerts, GPS odometer on trips and toll-plaza checks.
Driver app
Android app with big buttons in Tamil, English or Hindi: start trip, fuel, expenses, end trip with photos, offline.
P&L reports
Profit per trip, vehicle, driver, customer and route; cost per km, break-even, outstanding ageing.
Start today
See your fleet’s profit this week
Add a few vehicles, record today’s trips and fuel, and watch the profit per trip and per vehicle appear. Our team in Thanjavur and Madurai can set it up with you on WhatsApp.
- 14-day free trial, no card
- Tamil, English and Hindi
- Phone and computer