VahanBooks Features for Indian Transport Businesses
Each shipped menu item below links to a public explanation. Private records stay behind login.
No download required. Works on any mobile browser.
Homepage dashboard preview. Figures in the product come from the company’s own records.
What the menu maps to
Owner and admin see the full menu. Brokers, supervisors, accountants and drivers see a smaller set. Daily collections and vehicle contracts appear only when that module is turned on for the company. New companies receive 30 days on Basic. Creating the company does not ask for a card.
Transport documents
Trips
Booking through delivery, POD and billing. The lorry trip page covers the same trip record for readers searching that phrase.
Marketplace
Post a load or an available truck and contact the other person directly. Listings do not guarantee freight.
Invoices
Trip-linked freight invoices with configurable GST. This does not file returns or generate an IRN or E-Way Bill.
LR / Bilty
The lorry receipt page is the PDF workflow. The bilty page explains the consignment number kept on the trip.
Invoice settings
GSTIN, SAC, tax mode and place of supply used when a freight invoice is prepared.
LR / Bilty template
Heading, numbering, logo and which fields print. A finalized LR keeps its issued copy.
Money and accounts
Payments
Record receipts and payments, including cash, UPI and bank, against parties, drivers and suppliers.
Costs / Expenses
Trip costs such as diesel, toll and batta stay on the trip. Vehicle costs are explained on the vehicle expense page. Driver-submitted expenses are reviewed under Approvals when that menu is available.
Khata
Party, driver and supplier balances. Driver trip settlement is separate from monthly salary.
Daily collections
Shown when the company uses daily collections, such as taxi or auto cash and UPI submitted by the driver. It is not a freight trip.
Reports
Basic operational reports from Basic. Truck-wise profit, party profit, monthly P&L and CSV or Excel export from Pro.
People
Staff
Office staff records and roles. Drivers also have their own master. Staff logins are not given a separate numeric seat cap in the plan catalog.
Attendance
Mark office staff and drivers. Included from Basic. This is not trip presence and not a biometric device.
Salaries
Salary records from Pro. Distinct from driver trip settlement, which is explained on the driver khata page.
Driver performance
A calculated monthly score from attendance, trips, fuel entries, vehicle care and discipline. Not telematics. Included from Pro.
Drivers
Driver profile and assignment. Trip advances and settlement are on the driver khata page. Salary is on the payroll page.
Driver earnings
The driver menu shows that person's trips and earnings. It is not the office payroll screen.
Vehicles
Mileage
Entered kilometres, not live GPS. Fuel efficiency is a separate calculation when fuel litres are recorded.
Vehicle loans
Lender, instalments and payment status for a vehicle loan. Included from Pro. Not a lender or a credit product.
Vehicle contracts
Shown when contract billing is enabled. Weekly, monthly or custom billing for a vehicle, with invoices generated into the normal invoice list. Included from Pro.
Document expiry
Dates you record, such as insurance, fitness, permit and PUC. VahanBooks does not verify them with the RTO.
Business control
Dashboard
Outstanding dues, trips and profit are explained with the dashboard preview on the homepage and the transport management page. There is no separate dashboard keyword page.
Approvals
Owner and admin see approval requests and driver expenses. The Enterprise catalog includes approval workflows.
Audit
Activity is recorded on every plan. The full audit-history screen is an Enterprise entitlement. It is not described as tamper-proof.
Masters
Parties, vehicles, drivers, suppliers and opening balances used by the workflows above.
WhatsApp reminders
Manual sharing is on every public plan. Automated reminders for payment, pending POD, overdue invoices, document expiry and EMI are a Pro entitlement. Message charges from the WhatsApp provider are separate.
Settings
Company profile, language and access. The signed-in app supports English, Hindi, Telugu, Tamil, Malayalam, Kannada, Marathi and Gujarati. This website is English.
Owner-driver
Start with trips, khata and expenses. LR, GST invoices and attendance open on Basic. Payroll opens on Pro.
Small transporter
Connect the trip to the lorry receipt, the POD and the freight invoice, then follow the party balance.
Broker
Booking, parties, supplier trucks and LR stay available. Fleet payroll and vehicle profit are separate tools.
Growing fleet
Pro adds payroll, profit reports and exports. Enterprise adds multiple companies, approval workflows and the audit-history screen.
Follow the work
Freight work runs from trips to LR/Bilty to POD to GST invoice to party balance to profit.
People work runs from drivers to attendance to salary. Trip cash given to a driver stays on driver khata, not in the salary unless you record a recovery.
Vehicle loans. Record a lender, the instalment schedule and payments in cash, UPI or bank. Statuses include active, due, overdue, closed, foreclosed and cancelled. This is a record of a loan the company already has. It is included from Pro.
Vehicle contracts. For school vehicles, buses and rentals, a contract can bill weekly, monthly or on a custom period and raise an invoice into the normal invoice list. The menu appears when contract billing is enabled. It is included from Pro.
Staff. Keep office people and their role in the company. Drivers have a separate master. Built-in roles decide who can open attendance, salaries, invoices and settings. The catalog does not sell staff seats as a counted add-on.
Driver performance. For a selected month the office can calculate a score from attendance marks, closed trips, fuel entries, vehicle care and discipline, then an incentive amount. If a factor has no data, the score says so. It does not read a GPS device. Included from Pro.
Approvals. Owner and admin open approval requests and driver expenses from the Approvals menu. A driver expense can be submitted and then reviewed there. Configurable approval workflows are the Enterprise entitlement.
Audit. Changes can be recorded with the actor and time on every plan. Opening the full audit-history screen requires Enterprise. The screen is a history of recorded actions, not a legal guarantee that a record cannot be changed.
Masters and opening balances. Add parties, vehicles, drivers and suppliers before the first trip. Opening balances belong on the party, driver or supplier account they describe. There is no separate public page for each form.
Settings. Company profile, invoice and LR setup, reminder setup and language live in settings. The app interface can be switched among English, Hindi, Telugu, Tamil, Malayalam, Kannada, Marathi and Gujarati. Public pages on this website are English only, so there are no alternate-language URLs yet.
Compare access on pricing.
Related transport tools
- Transport GST Invoice Software for Indian Transporters
- Lorry Receipt Software — Professional LR PDFs for Every Trip
- POD Upload Software — Digital Proof of Delivery for Transport
- Transport Staff Attendance for Office and Drivers
- Transport Payroll and Salary Records
- Choose the right plan for your transport business
Start Managing Your Transport Business Digitally
Built for Indian transport businesses — trucks, taxis, autos and mixed commercial fleets.