Fleet & Transport Management

Key Features

`Fleet Vehicle` DocType master with registration, VIN/chassis, ownership, current odometer, and status lifecycle (active, in-maintenance, retired)

Child-table document register per vehicle (insurance, registration, fitness, road permit) each with issue/expiry dates and attached scans

Daily scheduler event (`scheduler_events` in hooks.py) that queues configurable expiry reminders to the responsible role before documents lapse

`Trip Log` DocType capturing origin/destination, start/end odometer, distance, driver, and linked customer or cost center

`Fuel Entry` DocType with litres, cost, station, and odometer, computing per-fill and rolling mileage (km/l) on `on_submit` doc events

Cost-per-kilometre and fuel-efficiency baselines derived server-side and surfaced as report fields, not manual spreadsheet math

Preventive maintenance scheduling by odometer threshold or calendar interval, auto-generating `Maintenance Schedule` tasks

Maintenance work orders linked to ERPNext Purchase Order / Purchase Invoice and Stock so parts and vendor bills post to your ledgers

Driver master with license number, license class, and expiry tracking, plus assignment history against vehicles and trips

Role profiles and Frappe permission rules so drivers, dispatchers, and fleet managers see only what they should

Client scripts for in-form validation (odometer cannot go backwards, expiry-date sanity checks, mandatory fields by vehicle type)

Whitelisted server methods exposing trip, fuel, and vehicle data over the Frappe REST API for telematics, mobile capture, or BI

Report-ready query reports / dashboard charts for fleet utilization, cost-per-km, upcoming expiries, and maintenance due

Configurable notification channels (email + in-system) for expiry, maintenance-due, and license-lapse events

Built to order, done for you

No DIY setup — a working app, built, installed and supported by ECOSIRE.

You order

Start with a one-time build price. We scope it with you at kickoff.

We build & install

ECOSIRE builds, configures and installs it on your ERPNext.

Go live + support

You go live in about 2–4 weeks, with a post-launch support window.

About this Product

Most transport and logistics operators end up running their fleet on spreadsheets bolted onto ERPNext: vehicle registration and insurance expiries in one sheet, fuel slips in another, a WhatsApp group for driver assignments, and maintenance that only gets scheduled after a breakdown. ERPNext core does not ship a fleet vertical — there is no native Vehicle lifecycle, no trip costing, no fuel-efficiency baseline, and no document-expiry alerting — so the moment you want to know real cost-per-kilometre or catch a lapsing road-worthiness certificate before it's illegal to drive, native runs out of road. The data lives outside the ERP, so it never reaches your accounting, purchase, or reporting.

ECOSIRE builds a proper Frappe app (its own module, installed alongside ERPNext, not a fragile customization) that models your fleet as first-class DocTypes. A Fleet Vehicle master holds registration, ownership, odometer, and a child table of documents (insurance, registration, fitness, permit) each with an expiry date; a scheduler event runs a daily job that queues expiry reminders to the responsible role before the deadline. Trip Log and Fuel Entry DocTypes capture route, distance, driver, and litres, with hooks.py doc events computing mileage and cost-per-km on submit and rolling those figures into report-ready fields. Preventive maintenance is driven by either odometer thresholds or calendar intervals, generating Maintenance Schedule tasks and linking the resulting work to ERPNext Purchase and Stock so parts and vendor bills stay in your books.

Everything is wired into ERPNext's own primitives so it behaves like part of the system, not a plugin sitting beside it. Drivers, roles, and license tracking use Frappe's permission model and role profiles; client scripts add odometer validation and in-form warnings; server scripts and whitelisted methods expose trip and fuel data over the Frappe REST API for your telematics feed, mobile capture, or BI tool. Because it's a real app with a git repository, it upgrades cleanly across ERPNext versions and you own the source.

Build-to-order means we start from your actual operation, not a generic template. A short scoping call establishes your vehicle types, the documents you're legally required to track, how trips are costed, and which roles do what. We build against that scope, deliver on a staging site for UAT, then install on your production instance with a rollback plan. Typical delivery is 2-4 weeks from confirmed scope. You receive the installable source, documentation, a training session, and a post-go-live support window — and the git repo, so nothing is locked to us.

What you get

Installable Frappe app source code for your scoped version (v15 or v16), pinned to a tagged release

Installation and configuration on your production ERPNext instance, including role profiles and scheduler setup

UAT on a staging site before go-live, with a documented rollback plan

Technical documentation: DocType schema, hooks/doc events, whitelisted API methods, and scheduler jobs

End-user guide plus one live training session for fleet managers, dispatchers, and admins

Post-go-live support window for defect fixes and configuration adjustments

Handover of the private git repository so you own and can extend the source

Seed/reference data and sample reports to bootstrap your first vehicles, trips, and maintenance schedules

Who this is for

Transport & logistics fleet manager

Runs a fleet of trucks or vans and needs cost-per-km, fuel-efficiency baselines, and utilization in ERPNext instead of scattered spreadsheets — plus alerts before insurance, permits, or fitness certificates expire.

Last-mile / delivery operations lead

Manages many light vehicles and drivers with high trip volume, and needs fast trip logging, driver-license tracking, and API access to push data from mobile capture or telematics into ERPNext.

Finance / controller in an asset-heavy business

Wants maintenance and fuel spend flowing into ERPNext Purchase and Stock with proper cost centers, so total cost of ownership per vehicle is auditable rather than reconstructed after the fact.

ERP administrator / IT owner

Responsible for the ERPNext instance and wary of brittle customizations; wants a proper Frappe app with a git repo, clean permissions, and version upgrades across v15/v16.

How Fleet & Transport Management Compares

Criterion	ECOSIRE	Custom Build	Competitor
Fleet data model	Purpose-built Fleet Vehicle, Trip, Fuel, Maintenance DocTypes	Whatever you have time to design and build	Fixed schema you adapt to
Document expiry alerts	Daily scheduler job, role-targeted reminders	Build the scheduler yourself	Sometimes included, rarely configurable
Cost-per-km & mileage	Computed server-side on submit, report-ready	DIY doc events and reports	Varies by app
Fit to your operation	Scoped to your vehicles, docs, costing rules	Fully custom but you own the design work	One-size-fits-all template
Accounting integration	Linked to Purchase, Stock, cost centers	You wire the links	Often loose or absent
API / telematics	Whitelisted REST methods scoped to your feed	You build the endpoints	Generic API, may not fit
Support & handover	Training, support window, git repo handover	Depends on your team	Vendor support tiers, no source
Upgrades	Pinned, tested against v15/v16	Your responsibility	At vendor's release pace

Frequently Asked Questions about Fleet & Transport Management

Is this an instant download from the Frappe marketplace?

No. This is a build-to-order product. ECOSIRE designs, builds, installs, and supports a Frappe app tailored to your operation. There is no instant download — we start from a scoping call and deliver a version fitted to your vehicle types, documents, and trip-costing rules.

How long does delivery take?

Typical delivery is 2-4 weeks from confirmed scope. The scoping call and requirements sign-off come first; once scope is locked, we build against it, deliver on a staging site for UAT, then install on production. Complex integrations (telematics, custom BI feeds) can extend the timeline, which we flag during scoping.

Which ERPNext / Frappe versions are supported?

We build and test against Frappe/ERPNext v15 and v16. We confirm your exact version during scoping and pin the app to a compatible tagged release so upgrades are predictable.

How do updates and support work after go-live?

Each engagement includes a post-go-live support window for defect fixes and configuration tweaks. Because you receive the git repository and installable source, you own the code. Beyond the initial window we offer ongoing support and version-upgrade retainers, quoted separately.

Can it connect to our telematics or mobile trip-capture?

Yes. Trip, fuel, and vehicle data is exposed through whitelisted Frappe REST API methods, so external telematics devices, mobile apps, or BI tools can read and write records. We scope the exact endpoints and payloads you need as part of the build.

Will fuel and maintenance costs reach our accounting?

Yes. Maintenance work links to ERPNext Purchase Order / Purchase Invoice and Stock, and trips can carry cost centers, so parts, vendor bills, and fuel spend post into your existing ledgers instead of living in a separate spreadsheet.

Do you offer any statistics or references on how many fleets use this?

We don't publish fabricated customer counts or testimonials. Because each build is bespoke, we'd rather walk you through the exact DocTypes, workflows, and a staging demo during scoping so you can judge the fit directly.