Transport software implementation checklist: two weeks from the register to the first clean month-end
Most implementations fail on data entry, not on software. This is the order that avoids it: lists first, then bookings, then drivers, then billing, then the books. Built for an owner going live on NShine ERP without a bad month.
*No credit card required
Week one: data in
Day | What goes in | How |
|---|---|---|
1 | Vehicles, by registration number | AI Data Import from your sheet |
1 | Drivers and employees, with pay type | AI Data Import; set monthly or trip-based pay |
2 | Customers and suppliers, with opening balances | AI Data Import; truck owners as suppliers |
2 | Tax rates, TRN or GSTIN, bank and cash accounts | Set up once |
3 | Custom fields on the LR | Seal numbers, loaded capacity, whatever your format needs |
3 | Bookings from the start of the period you want history for | AI Data Import |
4 | Fuel, expenses, purchase bills for the same period | AI Data Import |
5 | Vehicle and driver documents with expiry dates | Document Tracking |
Week two: people on
Logins per role
Dispatch, billing, accounts, workshop and the owner each get a user; plans count users.
Drivers on WhatsApp
Give drivers the number to send to; switch the app on per driver for those who want it.
The next load in the system
From day six, every booking is made here; the register stops.
The first invoice
Raised from bookings with tax and TDS; the receipt recorded with Save & Add Payment.
GPS connected
Add your telematics accounts; match vehicles to devices.
Reminders set
Service tasks with km and month frequency; document reminder dates.
Bring your sheets to the demo
We import one of them during the call so you see what week one looks like. No credit card, no setup fee.
The first month-end
- Invoice every delivered booking; the status filter shows Pending Invoice
- Bill every hired truck from its bookings
- Run payroll; check Held and Blocked rows; export salary payments
- Post Schedules: EMIs, standing bills, depreciation
- Match the bank book to the statement
- Open the trial balance with your accountant; trace anything that does not tie
- Read All Vehicle Profit/Loss and the ageing report
What to decide before you start
- Pay types per driver. Monthly, fixed per trip, or percentage per trip.
- Who approves AI Inbox. One person per shift, or it piles up.
- Which categories are Suggest and which Auto. Suggest is the safe default.
- Whether Tally stays. If yes, map ledger names once for the export.
The two weeks, in order
- Import lists: vehicles, drivers, customers, suppliers.
- Set up tax, accounts, custom fields, reminders.
- Import history: bookings, fuel, expenses, bills.
- Give logins; put drivers on WhatsApp; take the next load here.
- Bill, pay, run payroll, post schedules, close the month.
What goes wrong when the order is wrong
Bookings imported before vehicles: every row fails on the truck
Drivers told "use the app" with no WhatsApp fallback
Opening balances skipped: the ageing report is wrong for a year
AI Inbox with nobody approving: a queue that grows every day
Watch the product in action
A walkthrough of the transport management software, in your preferred language.
Frequently asked questions
Start the two weeks on a free trial
Plans are priced by bookings per month and own vehicles, with a free trial and no setup fee. Pick the one that fits, or book a demo first.