Own, hired and leased trucks
One vehicle master for every truck you run, with an own vehicle linked to its fixed asset in Finance.
Raya Fleet Management
Every trip, cost and paper. Booked where it belongs.
Plan and dispatch trips, bill freight from your customers’ rate cards, pay hired trucks net of TDS, and match fuel-card and FASTag statements to the trips they paid for — all inside Raya ERP, all in your books.
One trip, start to finish
From the loading point to the freight invoice.
A trip moves from Planned to Dispatched to Delivered, then Settled and Invoiced — and Raya checks it at every gate.
- 01
Plan
Customer, route, truck, driver, load, LR and e-Way Bill — with the freight read from the customer’s rate card.
- 02
Dispatch
Raya stops the trip if a licence or paper has lapsed, the truck is in the workshop or the load is over capacity.
- 03
Load and unload
Arrival and departure times, weights, quantities, seals and handling charges at both ends.
- 04
Settle
Diesel, tolls and allowances go on the trip; what the driver paid in cash is settled against their advance.
- 05
Bill
Delivered trips go on the customer’s freight bill, are checked line by line and become a GST invoice.
In the module
Built for how Indian transport actually runs.
LRs, e-Way Bills, lorry hire with TDS, fuel cards and FASTags, PUC and fitness papers — the everyday paperwork of a fleet, in one place.
Drivers linked to HR
Own drivers sit on their employee record, so salary, allowances and trip advances share one account.
Routes and rate cards
Rates per trip, per km, per tonne or KL, or per KL per km — and import a customer’s whole rate sheet.
Checks before dispatch
Expired licences, a missing hazardous-goods endorsement, lapsed papers, double-booked trucks and overloads are stopped.
Compliance register
Insurance, fitness, PUC, PESO licence and medical certificates, with early warnings before each one lapses.
Fuel cards and FASTag
Statement lines are matched to their trips, so trip margins and km per litre include every fill and toll.
Hire bills with TDS
Hired-truck bills checked for double-paid LRs, with 194C TDS worked out from the vendor’s PAN and declaration.
Workshop job cards
Parts issued from your stores, outside workshop bills and scrap recovered — plus tyre and service intervals by km and days.
Vehicle reports
Trips, km, freight, costs, mileage and margin per vehicle, month by month — as a page, PDF or CSV.
Connected to your books
Each cost booked once, against the right truck.
Fleet documents post through Finance with the vehicle as the cost centre, so the vehicle report and the P&L agree.
Freight becomes a GST invoice
An approved freight bill raises the sales invoice through Sales, with the SAC from Fleet settings.
Hire bills net of TDS
Posting books vehicle hire, the vendor’s net payable and TDS payable, and writes the TDS register.
Statements booked in one go
A reviewed fuel-card or FASTag statement posts to Diesel & Fuel or Toll Charges per vehicle.
Driver advances, one balance
Driver cash spends settle against Staff Advances — the same account HR loans and salary advances use.
Where fleet documents land in FinanceBooked once
- Freight billGST sales invoiceReceivable, freight revenue, output GST
- Hire billPurchase voucherVehicle hire · vendor net · TDS 194C payable
- Fuel / FASTag statementDiesel & Fuel · Toll ChargesOne line per vehicle, as cost centre
- Workshop job cardVehicle Repairs & MaintenanceParts from stores and outside bills
- Driver cash at settlementStaff AdvancesAgainst the driver’s own account
Every cost is booked once: a fuel-card fill sits on its trip but is posted only with the statement.
Know what each truck earns
The vehicle report brings trips, freight and every cost together for a period.
- Margin by vehicle and by customer
- Km per litre from real fills
- PDF for the owner, CSV for Excel
Getting started
Your fleet on Raya in an afternoon.
Most of it is a CSV you already have.
- 1
Switch on Fleet
Choose Logistics & Delivery when you sign up and Fleet is switched on — or ask us to turn it on.
- 2
Import trucks and drivers
Upload your vehicle and driver lists as CSV; a preview shows what will be created or updated.
- 3
Load routes and rates
Add routes and import each customer’s rate sheet, lane by lane.
- 4
Dispatch the first trip
Plan it, let the checks run, and dispatch — the freight is already on the trip.
Who uses it
For businesses that move goods by road.
Transporters and fleet owners
Own and hired trucks, customer rate cards, freight bills and lorry-hire TDS in one place.
Tanker operators
Per-KL-per-km rates, hazardous-goods endorsements and PESO licences checked before dispatch.
Companies with their own trucks
Manufacturers and distributors who deliver their own goods and want each truck’s true cost.
Questions
What fleet owners ask first.
Do I need to own the trucks?
No. A vehicle can be your own, hired or leased. Trips on hired trucks go on the transporter’s hire bill, which is checked against the delivered trips before you pay it.
How is TDS on lorry hire handled?
Under section 194C: 1% for an individual or HUF, 2% for others, nothing below the thresholds, nothing for a transporter who declared ten or fewer goods carriages for the year and gave a PAN (still reported in 26Q), and 20% without a valid PAN. Posting the hire bill books TDS payable and the net amount due to the vendor.
What stops a truck from leaving?
Dispatch is the gate. An inactive vehicle or one in the workshop, a driver with an expired licence, a tanker driver without the hazardous-goods endorsement, a truck or driver still on another trip, a load above capacity, or a lapsed paper you have marked as blocking — any of them stops the trip.
How are fuel cards and FASTag handled?
Enter the statement for the period and each line is matched to the trip it belongs to, by vehicle. Matched lines become trip costs, so margins and km per litre include them. Once every line is reviewed, the statement is booked in Finance in one go.
How does freight billing work?
A freight bill collects a customer’s delivered trips for a period. Each line is priced from the rate card in force on the trip date and checked: the route must be in your master, a per-unit rate needs the quantity, and claimed km must be close to the approved km. The approved bill becomes a GST sales invoice; deductions such as shortages are settled when the payment arrives.
How do I get Fleet?
Pick Logistics & Delivery as your industry when you sign up and the Fleet module is switched on for you. Already on Raya? Ask us and we will turn it on for your account.
See what every truck really earns.
Trips, papers and money in one place — and in your books.