The challenge
A trucking fleet operator running 320 trucks across the Golden Quadrilateral was generating 4,800 e-Way bills a month manually through the GST portal — three executives spent their full day keying consignor GSTIN, HSN, vehicle number, FASTag tag ID and distance. Driver settlement happened on a 14-day cycle because reconciling FASTag spend, BPCL fuel-card transactions, advances and salik tolls against trip sheets was a weekly nightmare on Excel. Drivers were taking competing job offers because pay was slow.
How we deployed
- Wired the existing FMS into the e-Way bill API — auto-fired EWB the moment a trip sheet was confirmed dispatched.
- Pulled FASTag transaction feeds from NPCI and BPCL fuel-card statements via SFTP nightly into TallyPrime.
- Matched every driver-incurred expense to the trip-sheet AWB using vehicle number + timestamp window logic.
- Generated a per-trip P&L for the driver in 6 minutes against a transparent rate card — base, KMs, halts, demurrage.
- Settled drivers on a 3-day cycle via UPI bulk transfer with WhatsApp slip and 30-day variance trail.
What changed
- 4,800 monthly e-Way bills generated automatically with zero late-EWB penalties for 7 consecutive months.
- Driver settlement cycle compressed from 14 days to 3 days across the 320-truck fleet.
- FASTag-to-trip-sheet variance held below 0.4% — previously ran at 6.8% with weekly disputes.
- Driver attrition fell 41% as trust in pay-day stabilised across the operator network.
- The 3-person e-Way bill team reabsorbed into compliance and route-margin analysis.
"My drivers used to call for advances because they did not believe payday would come on time. Now they get a WhatsApp slip every Tuesday with the full breakup. The fleet is calmer."
— CEO · Trucking Fleet Operator