Broker & Agent Solution · Broker Management System · Brand: TruckBill

Hired Truck Management Software: Control Market Vehicles, Advances & Settlements

Last Updated: October 2026 | Reviewed by Senior Freight Brokerage Consultants

Freight brokers, transport contractors, and commission agents operate in an asset-light model where profitability relies entirely on managing market-hired vehicles. TruckBill Hired Truck Management Software digitizes lorry hiring, dual-tariff margins, driver advances, petrol pump diesel slips, and carrier ledger settlements.

1. Dual-Rate Architecture: Shipper Freight Rate vs Lorry Hire Rate

In freight brokerage, maintaining complete confidentiality between what the corporate shipper pays and what the market truck owner receives is paramount:

Shipper Billing Leg (Customer Facing)

Record agreed freight rate with the client (e.g., ₹60,000 for 32ft MXL Delhi to Hyderabad). Auto-generate the client's official Lorry Receipt (LR) and monthly GST bill showing only the client's agreed tariff.

Lorry Hire Leg (Supplier Facing)

Record contracted lorry hire with the vehicle owner/driver (e.g., ₹52,000). Generate the internal Lorry Hire Challan (LHC), instantly locking your gross brokerage spread of ₹8,000 without risk of data leaks.

2. Market Vehicle & Owner KYC Master (RC, PAN, Bank Details)

Hiring unknown vehicles from transport nagars exposes freight brokers to cargo theft, route diversion, and fake bank accounts. TruckBill establishes a rigorous supplier verification workflow:

  • Owner & Driver KYC: Store vehicle Registration Certificate (RC), truck owner PAN, driving license copy, and emergency contact numbers.
  • Bank Account Verification: Maintain verified IFSC and bank account details for RTGS/NEFT payments, preventing fraudulent cash claims.
  • Historical Carrier Rating: Tag suppliers based on past on-time delivery records, condition of tarpaulins, and dispute history.

3. Three-Way Driver Advance Tracking (Cash + Fuel Slip + FASTag)

When loading a market truck, owners demand 70% to 80% advance payment to cover transit expenses. TruckBill breaks down advances into three controllable components:

Advance Type TruckBill Tracking Mechanism Fraud & Leakage Prevention
Cash Advance Generate digital advance voucher with driver signature capture and cash counter petty-cash reconciliation. Prevents munshis from paying unrecorded cash or claiming fake disbursements.
Diesel Pump Slip Issue pre-formatted digital diesel slips specifying tied-up petrol pump, vehicle registration, and max liters. Reconcile monthly fuel pump statements against deducted driver advances in seconds.
FASTag Wallet Top-Up Log direct toll wallet recharges directly into the trip advance ledger. Ensures toll disbursements are attributed accurately to the specific vehicle trip.

4. The "No POD, No Balance Payment" Settlement Lock

Releasing the remaining 20% to 30% balance to a market truck owner before securing a clean Proof of Delivery (POD) is the single biggest risk for transport brokers. If the consignee finds shortages or damages, the broker is left holding the financial loss.

5. Carrier & Supplier Ledger Reconciliation with TDS 194C

Settle supplier accounts professionally with complete transparency on deductions:

Shortage & Damage Debits

Record deducted penalties for torn packaging, broken seals, or late delivery directly onto the carrier's settlement voucher.

TDS Section 194C Compliance

Auto-deduct 1% or 2% TDS on payments crossing ₹30,000 single / ₹1,00,000 aggregate, or verify the owner's 10-truck declaration.

WhatsApp Settlement Slips

Share clear PDF payout statements showing Total Hire, Less Advance, Less Diesel, Less Shortage, and Net Paid via WhatsApp.

6. Brokerage Commission (Dalali) Accounting & Deductions

For commission agents who charge a standard dalali (e.g., ₹500/truck or 2% to 3% of freight value), TruckBill automatically calculates and deducts commission from the vehicle hire amount before calculating final balance payable. All commission income flows straight into your profit & loss account.

7. भाड़े की गाड़ियों (मार्केट ट्रक) का हिसाब-किताब कैसे रखें? (हिंदी)

ट्रांसपोर्ट ब्रोकर और गाड़ी सप्लायर के लिए डिजिटल मुंशी

ब्रोकरेज और दलाली के काम में सबसे बड़ी समस्या होती है - ड्राइवर को दिया एडवांस, पेट्रोल पंप की पर्ची, और डिलीवरी के बाद का बकाया भाड़ा। TruckBill हायर्ड ट्रक सॉफ्टवेयर आपके पूरे हिसाब को पारदर्शी बनाता है:

  • पार्टी भाड़ा और गाड़ी भाड़ा अलग-अलग: पार्टी को क्या रेट दिया और गाड़ी मालिक को क्या तय किया, दोनों का अलग रिकॉर्ड रखें और अपना मुनाफा सुरक्षित करें।
  • डीजल पर्ची और रोकड़ एडवांस: ड्राइवर को दिए कैश, डीजल पंप की पर्ची और टोल का हिसाब एक जगह दर्ज करें।
  • पीओडी (POD) आने पर ही बाकी भुगतान: जब तक ग्राहक की सील-साइन वाली पावती न आए, सॉफ्टवेयर बैलेंस पेमेंट नहीं करने देगा।
  • व्हाट्सएप पर गाड़ी का सेटलमेंट: गाड़ी मालिक को कटौती का पूरा हिसाब व्हाट्सएप पर भेजें ताकि कोई विवाद न हो।

8. Frequently Asked Questions (FAQs)

Hired truck management software is a specialized freight brokering and fleet tool designed to manage market-hired lorries. It records supplier truck details, separates customer billing rates from supplier hire rates, tracks driver advances (cash, diesel, FASTag), verifies POD receipt, and computes net carrier payouts.

TruckBill records two distinct tariffs for each hired trip: 1) Client Freight Rate (what you invoice the shipper), and 2) Lorry Hire Rate (what you pay the truck owner). The system automatically tracks your broker gross margin while ensuring supplier rates are completely masked on customer invoices and LRs.

Yes. TruckBill enforces a strict "No POD, No Payout" rule. The carrier ledger automatically locks balance payment until a verified physical or digital POD (with consignee stamp and signature) is uploaded and approved by your operations team.

TruckBill tracks cumulative payments to each truck supplier. If freight payments cross ₹30,000 for a single trip or ₹1,00,000 annually, the system flags TDS deduction (1% for individuals, 2% for firms) or verifies the vehicle owner's 10-truck PAN exemption declaration under Section 194C(6).

Yes. When hiring a market vehicle, you can generate a digital diesel slip with authorized petrol pump name, quantity in liters, and truck number. At month-end, reconcile petrol pump vendor bills against driver slip deductions in one click.

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