Fleet Management & Vehicle Expense Tracking for Construction
Know where every vehicle is, what it cost you this month, and which one is quietly bleeding fuel — across every site, in one place.
- Built for Indian contractors
- Offline-first mobile app
- GST & PF/ESI/PT/TDS ready
- Role-based access & audit trail
Construction fleet management software tracks the vehicles and equipment working across your sites — location and movement, fuel consumption, maintenance schedules, hire contracts, and statutory compliance — and allocates every rupee of running cost back to the project that incurred it. It replaces fuel slips, driver diaries, and per-site Excel sheets with one live register.
What a fleet management module actually covers
A fleet module is not just a map with dots on it. On a real construction fleet it has to cover seven things at once: the vehicle master, fuel logs, movement tracking, maintenance, cost analytics, hire contracts, and compliance expiry.
ProjectSathi ships all seven as one module rather than as separate tools, because the value only appears when they are connected — fuel is meaningless without mileage, and mileage is meaningless without knowing which project the vehicle was working on.
- Vehicle master — type, registration, owner, assigned driver, current site
- Fuel logs — driver-entered fills with a photo of the bill, reconciled against mileage
- Movement tracking — GPS or manual logs, tagged to project and site
- Maintenance — scheduled services, breakdown history, parts and cost per vehicle
- Cost analytics — per-vehicle and per-site rollups across fuel, repairs and hire
- Contracts — hire agreements, rates, and renewal calendars
- Compliance — PUC, fitness, insurance and permit expiry alerts
Vehicle expense tracking that ties back to the project
Most contractors know their total diesel spend and almost nothing beneath it. When fuel, repairs, hire charges, and driver costs are logged against a vehicle — and that vehicle is assigned to a site — running cost stops being one lump number and becomes a per-project line you can actually question.
That is the difference between knowing you spent 18 lakh on diesel last quarter and knowing which tipper on which site is 30% off its usual mileage.
Fuel reconciliation catches leakage early
Drivers log fills from the mobile app with a photo of the bill. The system reconciles litres against distance covered and flags the vehicles whose consumption has drifted from their own baseline. Fuel theft and pilferage rarely announce themselves — they show up as a slow, quiet slide in mileage that nobody is watching for.
Maintenance and compliance before they cost you
Scheduled services, breakdown history, and parts cost sit against each vehicle, so you can see which machine is consuming more in repairs than it earns. Compliance expiry — PUC, fitness, insurance, permits — raises alerts ahead of the date, which is considerably cheaper than discovering it at a check post.
Owned and hired vehicles in the same register
Indian sites run a mix of owned tippers, hired JCBs, and per-trip transporters. Hire contracts, agreed rates, and renewal dates live alongside your owned fleet, so a per-site cost view includes the hired machines instead of quietly omitting them.
Inside the platform
The modules that power fleet, vehicles & expenses — included in your plan.
Vehicle master, fuel logs, movement tracking, maintenance, cost analytics, contracts, and compliance.
Salary processing, deductions, overtime, payslips, bank transfers, imprest allocation, and expense reimbursements — connected to the site.
Site details, daily logs, inspections, weather logs, and photo/document evidence from supervisors in the field.
Frequently asked questions
What is a fleet management module in construction software?
It is the part of a construction platform that tracks vehicles and equipment across sites — vehicle master, fuel logs, GPS movement, maintenance, hire contracts, compliance expiry, and per-vehicle cost analytics — with running costs allocated back to the project.
Can it track vehicle expenses per project?
Yes. Fuel, maintenance, repairs, and hire charges are logged against each vehicle, and because vehicles are assigned to sites and projects, cost rolls up per vehicle, per site, and per project rather than as a single fleet total.
Does it support GPS tracking?
Yes. Movement can be captured from GPS or logged manually, and either way it is tagged to the project and site so distance and cost are attributed correctly.
Can it manage hired vehicles as well as owned ones?
Yes. Hire agreements, agreed rates, and renewal calendars sit in the same register as owned vehicles, so per-site cost includes hired machines.
Does it warn about insurance and fitness expiry?
Yes. PUC, fitness, insurance, and permit dates raise alerts before they lapse, so compliance issues surface ahead of the deadline rather than at a check post.
How does it detect fuel theft?
Fuel fills are logged with a photo of the bill and reconciled against distance covered. The system flags vehicles whose consumption has drifted from their own baseline, which is how pilferage usually shows up.
See ProjectSathi on your projects.
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