1. The trip register
Use a unique trip number. Record the dispatch date, vehicle, driver, customer, origin, destination, agreed freight and delivery status.
2. The expense record
Link each cost to a trip or vehicle. Record the amount, category, payment method, payer and supporting receipt reference.
3. The customer balance record
Separate bills raised, advances received, later collections and deductions. Review the remaining balance by customer and due date.
4. The driver advance record
Track money handed over and the expenses approved against it. Carry forward only the amount that remains genuinely unsettled.
5. The vehicle document register
Keep document categories and renewal dates in a consistent place. Assign someone to check upcoming renewals and confirm completion.
6. The month-end review
Review missing PODs, unbilled completed trips, unresolved expenses and outstanding party balances. A regular review makes the next month easier to start.
Start with one completed trip and check whether every amount and supporting record can be traced.
Try the trip calculator ↗