Ledgers & driver settlement
Ledgers and driver settlement without the diary
Who owes whom is the question every fleet office answers daily. Ledgers keep running balances for customers, drivers, suppliers and vehicle loans, and driver settlement turns a month of advances and expenses into one net figure.
Definition
Driver settlement is the periodic squaring-up with a driver: the advances given, minus expenses the driver paid from that money, plus batta and salary earned, gives the net amount the owner pays the driver or recovers from him.
How does driver settlement work?
Pick a driver and a period. The app lists the advances given, the expenses the driver paid, the batta earned on trips and the salary due under his salary type. It shows the net payable or recoverable, and when you press Settle the driver’s ledger is closed for that period.
- Advances come from trips, the office or approved requests in the driver app.
- Driver-paid expenses come from trip expense rows and the driver app.
- Settled periods cannot be changed by accident.
Which ledgers does the app keep?
Four ledgers: customers (invoices and receipts), driver advances, suppliers (purchases and payments, including fuel stations on credit) and vehicle loans (EMIs). Each shows date, reference, debit, credit and running balance, and can be exported to PDF or Excel or shared on WhatsApp.
Every create, update and delete of a financial record is written to an audit log with the user and time.
Can drivers see their own account?
Yes. In the Android driver app, “My account” shows the driver’s advance balance, settlements and salary slips. Drivers can also ask for an advance from the app; the owner approves or rejects it, and an approved advance goes into the ledger.
FAQ
Frequently asked questions
Does this replace Tally?
No. FleetLite keeps the operational ledgers a fleet office needs every day. Your accountant keeps the books of account; the reports and ledgers export to PDF and Excel for them.
Can a manager approve driver advance requests on WhatsApp?
Yes, on Pro and Premium with WhatsApp linked: the owner or manager gets the request and can reply to approve or reject it.
Is salary calculated automatically?
Salary is worked out from the salary type and amount on the driver (monthly, per trip, per km or per day) for the settlement period, and you can see the breakdown before settling.
At a glance
- Available on: Pro and Premium
- Ledgers: customer, driver advance, supplier and vehicle loan, each with date, reference, debit, credit and running balance.
- Export a ledger to PDF or Excel, or share it on WhatsApp.
- Driver settlement for a period adds advances, driver-paid expenses, batta and salary into a net payable or recoverable amount.
- Salary types: monthly, per trip, per km or per day; drivers see their advances, settlements and salary slips in the driver app.
- Vehicle loans record the lender, EMI, due day and end date, and EMIs count in vehicle P&L.
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.
Expenses
Tolls, parking, police/RTO, loading, food and repairs against the right vehicle and trip, with bill photos.
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.
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