Fleet Management Software: Modules, Cost and Timeline

Description

Solution Fleet management software: custom built for Indian transporters

Custom fleet management software brings vehicles, drivers, trips, fuel, tolls, maintenance and freight billing into one system your business owns. WavX builds it as a web application with an optional driver app, connected to the GPS trackers you already have. The WavX cost model puts it at roughly ₹3.1 lakh to ₹13.3 lakh depending on scope. Small fleets are usually better served by a ready-made tracking subscription.

Tell us what you need built Last updated 2 October 2026

Buy a subscription or build your own

Fleet software is sold in two ways in India: a ready-made subscription, usually charged per vehicle per month, or a custom system built once and owned by the transporter. The fleet software cost guide sets out the subscription side in detail. The choice comes down to fleet size and how unusual your operation is.

Your situation

Better choice

Why

Under about 25 vehicles, you mainly want to see where trucks are

Ready-made tracking subscription

Live location, trip history and overspeed alerts work on day one

The tracker vendor's app is fine, but trip sheets and driver advances live in Excel

A small custom tool beside the tracker

Keep the tracking you pay for; build only the missing paperwork

Own and attached (market) vehicles, broker commission, LR and bilty formats the subscription cannot produce

Custom

The software follows your freight and settlement rules instead of the reverse

A large fleet where per-vehicle fees keep rising

Compare three-year totals

Add the subscription across all vehicles for three years against a build plus yearly maintenance

Trackers from two or three different vendors, each with its own app

Custom, or a tracking platform you host

One map and one report instead of three logins

Freight billing must reach your accounting software without retyping

Custom, or an integration

One record of each trip, from loading to payment

The build vs buy calculator runs the three-year comparison with your own numbers.

Modules WavX builds

WavX builds fleet software as a web application for the office, in React and Node.js with PostgreSQL, with an optional driver app built in React Native. These are the usual modules. A first version needs perhaps half of them.

Module

What it does

Decide before the build

Vehicles

Registration, type, capacity, owner (own or attached), documents

Which documents carry expiry dates you want alerts for: insurance, fitness, permit, PUC

Drivers

Licence, contact, assigned vehicle, advances and settlements

Whether driver advances are settled per trip or per month

Trips

Origin, destination, load, consignor, consignee, start and end, distance

What counts as one trip when a truck carries several consignments

Live tracking

Current position on a map, trip route, halts, geofence entry and exit

Which events must alert someone, and who

LR, bilty and POD

Consignment notes, delivery proof with photo or signature

Your exact LR format and numbering

Fuel

Fuel entries per vehicle, distance per litre, comparison against expected

Whether fuel is filled on card, cash or credit with a pump

Tolls and trip expenses

FASTag deductions and cash expenses mapped to each trip

How toll statements reach the system: upload or manual entry

Maintenance

Service schedule by distance or date, tyres, repairs, workshop bills

Whether you track tyres individually

Freight billing

Freight invoice per trip or per consignor, GST, outstanding payments

Rate cards by route, weight or vehicle type

Market vehicle hire

Hire of outside trucks, advances to owners, broker commission, balance payment

The settlement formula you use today

Reports

Profit per trip and per vehicle, idle vehicles, overdue documents

The five reports the owner reads every week

Trip profit is the report most transporters want and few can produce, because it needs freight, fuel, tolls, driver advances and hire charges against the same trip. That is the main argument for one system over a tracker app plus spreadsheets.

Where the location data comes from

Tracking is the part of a fleet project with the most choices and the most hidden cost. There are three sources, and many fleets use more than one.

Source

How it reaches your software

Suits

Watch for

GPS tracker fitted in the vehicle

The device sends positions over its SIM to a server. WavX can run that server for you, or read the data from your current provider.

Trucks, long-haul, vehicles without a smartphone-carrying driver

Device protocols differ by maker; SIM data is a running cost

Your current tracking provider

Through an export or API, where the provider offers one

Fleets happy with their devices and contract

Not every provider gives programmatic access; check before planning around it

Driver's phone

A driver app sends location while a trip is open

Delivery staff, city trips, two-wheelers

The phone must stay on and the app running

For trackers, WavX can build on Traccar, an open-source GPS tracking server released under the Apache 2.0 licence. As of October 2026 its project page states support for more than 200 GPS protocols and over 2,000 device models, from makers including Teltonika, Concox and Queclink, and it provides a REST API. Running your own tracking server means the position history sits in your database instead of a vendor's. It also means someone has to keep that server running, which is part of the maintenance cost below.

Phone tracking has a platform limit. Android's developer documentation says that from Android 8.0, an app running in the background receives location updates only a few times each hour, and that from Android 10 a separate background-location permission is needed. Google Play also restricts background location to apps that need it for their core function and disclose it clearly. A driver app is therefore designed to show an ongoing trip notification while tracking, and is tested on the cheaper phones drivers actually carry. The wider work on driver apps sits under mobile app development .

Indian paperwork the software has to handle

A fleet system in India is as much a document system as a map.

E-way bills. Rule 138 of the CGST Rules requires an e-way bill for movement of goods with a consignment value exceeding ₹50,000, and allows the transporter to generate it where the consignor has not. The software stores the e-way bill number against the trip, warns when a consignment above the threshold has none, and flags bills approaching expiry. Validity depends on distance; the rule sets it, and your accountant should confirm how it applies to your loads.

LR and bilty. These are your own documents, so the format is yours. They are generated from the trip record, numbered in your series, and printed or shared as PDF.

Proof of delivery. A photo or signature captured in the driver app closes the trip and starts the billing.

Freight invoices with GST. How GST applies to goods transport services depends on how your business is registered and what it opts for. The software holds the tax settings as data your accountant can change; it does not decide them.

FASTag tolls. Toll deductions are imported from the statements your FASTag issuer provides and matched to trips by vehicle number and time.

Where e-way bills or e-invoices should be generated from the software itself rather than typed into the government portal, the GST e-invoicing integration page explains how software connects to the invoice registration and e-way bill APIs.

Maps and running costs

Drawing a map, searching an address and calculating a route are separate paid services. Google Maps Platform, for example, charges per 1,000 billable events for each product, with a free monthly allowance per product, and has separate India pricing for accounts with billing and most usage in India. The Google Maps Platform integration page has the rates as of October 2026, a worked monthly bill and cheaper alternatives.

Live tracking itself does not need a paid map call for every position. Positions travel from the tracker or phone to your own server, and are drawn on a map that has already loaded. Fleet software designed this way keeps the map bill small even with many vehicles reporting all day.

Running costs to budget besides the build:

GPS devices and their SIM data plans, if vehicles do not have trackers yet.

Map and routing usage above the free allowance.

Hosting for the application and, if self-hosted, the tracking server.

Yearly maintenance, which WavX plans at 15–25% of the build cost, as set out in the maintenance cost guide .

Planning range

These figures come from the WavX cost model behind the software cost estimator . The range is the subtotal less 15% to the subtotal plus 25%. It is a planning range, not a quote.

Scenario

Cost model inputs

Subtotal

Timeline band

Tracking and trip sheets for one office

Internal tool base ₹2,00,000; roles ₹60,000; third-party integrations (tracker or provider) ₹60,000; exports and reporting ₹50,000

₹3,70,000

₹3,14,500 to ₹4,62,500

4–8 weeks

Full fleet operations with driver app

Custom web application base ₹4,50,000; roles ₹60,000; third-party integrations ₹60,000; real-time tracking ₹70,000; analytics dashboard ₹80,000; payments and billing ₹90,000; exports and reporting ₹50,000; companion mobile app ₹2,00,000

₹10,60,000

₹9,01,000 to ₹13,25,000

14–22 weeks

Assumptions: small scale (multiplier 1.0), standard interface design, GPS hardware, SIMs, map usage and hosting paid separately. A fleet running thousands of trackers and users moves to the estimator's growing or large scale, which multiplies the subtotal by 1.3 or 1.7. The cost guide compares these figures with subscription pricing over several years.

How the build runs

Operations study. WavX sits with the dispatcher and the accounts person, collects a sample LR, bilty, trip sheet and freight bill, and lists every settlement rule.

Tracker check. The model of each tracker in your fleet and your current provider's access are confirmed. This decides the tracking design and is done before the quote is fixed.

Vehicles, drivers and trips first. The office can create trips and see them on a map before anything else is built.

Documents and expenses. LR, POD, fuel, tolls and driver advances are added, so each trip carries its full cost.

Billing and reports. Freight invoices, outstanding payments and profit per trip.

Driver app. If needed, released to a few drivers first and tested on their phones.

Parallel run. The new system runs beside the old registers for a few weeks and the trip totals are compared before the registers are retired.

The source code and the data belong to you at the end. The engineering view of the same build, including integrations, is in fleet management software development in India .

What to ask any fleet software developer

Which tracker models and protocols has the plan been checked against, and where will position history be stored?

How does the driver app behave when the phone is locked or the network drops?

Can the system show profit per trip, including hire charges and driver advances?

Who pays for map usage, and how is it kept low?

Who owns the code, the database and the tracking server, and how is a backup restored?

Fleet software is one of the systems WavX builds for logistics, delivery and supply chain businesses , under custom software and business systems .

Frequently asked questions

How much does custom fleet management software cost?

The WavX cost model gives a planning range of about ₹3.1 lakh to ₹4.6 lakh for a tracking and trip-sheet system for one office, and about ₹9 lakh to ₹13.3 lakh for full fleet operations with a driver app, live tracking and freight billing. These are planning ranges, not quotes. GPS hardware, SIM data and map usage are paid separately.

Do we have to replace the GPS trackers already fitted in our trucks?

Usually not. Most trackers can be pointed at a new server, or the tracking provider you already pay offers an export or API. We check the exact device models and your current provider in the first week, before a quote is fixed.

Can the driver's phone be used instead of a GPS device?

It can, with limits. A phone app depends on the driver keeping it running, and Android restricts how often apps receive location in the background. Phone tracking suits delivery staff and short city trips. For long-haul trucks a fitted tracker is more dependable.

Should a 15-truck fleet build its own software?

Probably not yet. A ready-made tracking subscription covers live location, trip history and basic alerts for a small fleet at a fraction of a build. Custom software earns its cost when per-vehicle fees across a larger fleet add up, or when your trip, freight and billing rules do not fit the ready-made product.

How long does it take to build?

Four to eight weeks for a tracking and trip-sheet system, and fourteen to twenty-two weeks for full operations with a driver app and freight billing, as the WavX software cost estimator shows for those configurations. Most fleets go live in stages, starting with vehicles, trips and tracking.

Sources

Traccar: open-source GPS tracking platform (README, licence and protocol support) · read 2 October 2026

Traccar: supported devices · read 2 October 2026

Android Developers: access location in the background · read 2 October 2026

CBIC: E-way bill rules (Rule 138, CGST Rules, 2017) · read 2 October 2026

Google Maps Platform: pricing overview · read 2 October 2026

Related

Transport and fleet management software cost in India

Google Maps Platform integration and pricing

Logistics, delivery and supply chain

Software cost estimator

Custom software and business systems

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