All modules in Autonemo VMS Pro

The company landing dashboard for owners and managers. See fleet health, trip status, fuel variance, compliance due dates, and branch KPIs without opening every module. Widgets and shortcuts reflect each user’s role so dispatch, finance, and HR land on what matters for their shift.

• Role-based dashboard widgets and daily watch lists
• Quick links into trips, fuel, fleet, and reports
• Branch or company-wide summary where permissions allow
• Starting point for executives and operations leads

A mobile-friendly self-service workspace for drivers and helpers in the field. Submit trip notes, upload delivery proofs, view assigned trips, and complete attendance-related actions without calling the office. Reduces WhatsApp chaos and keeps operational data inside the VMS audit trail.

• Assigned trips and status updates from the field
• Photo or document proofs tied to trips
• Notes, odometer, and helper activity shortcuts
• Limited permissions — no access to company finance

Master database for clients, shippers, consignees, and commercial parties. Groups, tags, and portal-ready profiles support trip billing, GPS sharing, and account management without duplicate spreadsheets.

• Client and shipper profiles with contact persons
• Contact groups for pricing and reporting
• Supports trip billing and location sharing
• History of communication and linked trips

Registers fuel stations, workshops, parts suppliers, and other payees. Vendor records connect to fuel entries, garage job cards, inventory purchases, and expense vouchers for clean payable tracking.

• Fuel, workshop, and supplier vendor types
• Linked to fuel, garage, and inventory spend
• Vendor-wise purchase and payment history
• Supports branch-level vendor restrictions

Manages intermediary partners who bring business or handle regional sales. Agent profiles, commission rules, and ledgers keep partner payouts transparent and auditable alongside trip revenue.

• Agent list with commercial terms
• Commission and ledger tracking
• Links to trips and client acquisition
• Reporting for partner settlements

Company-wide document storage with folders and access control. Store fitness certificates, insurance scans, trip PODs, contracts, and shared policies so compliance and operations teams pull files from one place.

• Folder structure per branch or function
• Upload licenses, contracts, and trip proofs
• Shared access for audit and legal review
• Reduces lost paperwork in email chains

Tracks vehicles operated under owner contracts — hire rates, payout cycles, and return obligations. Blocks or warns on new trips when owner vehicles are overdue for release or settlement.

• Owner–vehicle contract and payout rules
• Custody and return scheduling
• Trip blocking when release is overdue
• Owner statements and reconciliation

The operational heart of vehicle management: register assets, assign drivers, monitor live GPS, manage compliance documents, and control which vehicles are available for dispatch. Integrates with trips, fuel, garage, and reminders so fleet data is always current.

• Vehicle register with specs and documents
• Live map, status, and device assignment
• Fitness, insurance, and permit due tracking
• Assignment readiness for trips and requisitions

Tracks non-vehicle assets mounted on or assigned to units — GPS devices, tools, fire extinguishers, spare wheels, and tags. Know what is fitted on which vehicle and when items move between fleet units.

• Asset register linked to vehicle ID
• Transfer assets between vehicles
• Condition and custody history
• Supports audit of fitted equipment

Share live trip location with clients or internal stakeholders through secure, time-limited links — no separate tracking app required. Improves customer trust on long-haul and high-value cargo without exposing the entire fleet map.

• Expiring share links per trip
• Client-facing map without full fleet access
• Branded or neutral share views
• Reduces “where is my truck?” calls

Historical route replay on the map for disputes, insurance, and internal audits. Review speed, stops, and deviations against planned routes days or weeks after the trip closed.

• Date/time filtered route playback
• Stop and idle analysis on timeline
• Evidence for client or insurance claims
• Pairs with live GPS and trip records

Digital logbook for drivers: shifts, rest periods, odometer readings, and supervisor approvals. Replaces paper registers while feeding compliance and payroll with structured field data.

• Mobile log entry with approvals
• Odometer and duty hour capture
• Supervisor review and corrections
• Export for audit and disputes

Govern fuel from pump to profit: entries by card, cash, or tank; mileage expectations; variance against trip distance; tank and pump stock where applicable. Most fleets lose margin here — this module makes leakage visible.

• Trip-linked and vehicle-wise fuel entries
• Mileage trends and variance alerts
• Tank, pump, and card reconciliation
• Branch and vehicle fuel reports

Workshop operations: job cards, mechanic assignment, labour and parts consumption, and vehicle release. Ties parts issues to inventory and downtime to trip planning so broken vehicles do not get dispatched blindly.

• Job card create → work → close
• Parts issue from inventory stores
• Labour hours and workshop costing
• Downtime visible to dispatch

Preventive maintenance schedules by odometer, engine hours, or calendar. Due-service lists help workshops plan before breakdowns stop revenue trips.

• Service plans per vehicle type
• Due soon and overdue service lists
• Links to garage job cards
• Service history per asset

Structured vehicle inspections using configurable checklists — fitness, safety, pre-trip, or custom audits. Failed items can trigger garage jobs or block dispatch until resolved.

• Checklist library by inspection type
• Pass/fail with photos and notes
• Pre-trip and periodic inspections
• History for compliance audits

Automated alerts for insurance, fitness, tax, service, contract, and custom dates. Operations and compliance teams act before vehicles are illegal on the road or contracts lapse.

• Document expiry reminders
• Service and tax due notifications
• Email or in-app alert channels
• Per vehicle and fleet-wide views

Official staff travel: request, multi-level approval, vehicle allocation, and return proof. Distinct from commercial trips but uses the same fleet and cost controls.

• Staff trip request and approval
• Vehicle allocation and return check
• Purpose and cost centre coding
• Policy compliance for corporate travel

Parking yards, gate passes, and vehicle in/out timestamps. Useful for depots, ports, and factories that must know which units are inside the fence versus on the road.

• Parking area and slot register
• Gate in/out with timestamps
• Pass issue for visitors or vendors
• Occupancy report for yard managers

Record accidents with photos, third-party details, police references, and liability notes. Links to vehicle, driver, and insurance context for claims and safety reviews.

• Incident report with attachments
• Driver and vehicle linkage
• Insurance and claim follow-up fields
• Safety trend reporting

Formal release and return workflow for owner-contract vehicles. Ensures settlements and physical handover are complete before the unit returns to open dispatch.

• Release and return checklists
• Settlement status before close
• Blocks trips when owner rules fail
• Owner communication history

Specialised fuel billing rules for rental or lease fleets where fuel cost recovery differs from owned assets. Reconciles pump spend with rental contracts and client chargebacks.

• Rental-specific fuel charge rules
• Reconciliation with trip billing
• Client vs operator fuel split
• Reports for rental margin control

Track seat or load occupancy for buses, staff transport, and shared vehicles. Supports capacity planning, billing per seat, and regulatory passenger limits.

• Seat map or load capacity per trip
• Occupancy vs planned passengers
• Utilisation reports for routes
• Helps avoid overloading fines

Capital acquisition of new vehicles: purchase orders, capitalization, and onboarding into the fleet register. Finance and fleet teams align on asset value and depreciation start dates.

• Purchase request and approval
• Capitalization into fixed assets
• Handover to fleet register
• Vendor and payment linkage

Warranty coverage register for vehicles and major components. Expiry watch prevents paid repairs that should be claimed from OEM or supplier.

• Warranty terms per asset or part
• Expiry alerts before lapse
• Claim reference on garage jobs
• Supplier warranty contact store

Staff or department transport requests enter here before a trip exists. Approval chains, purpose codes, and passenger lists ensure only authorised movement is dispatched and billed correctly.

• Request → approve → dispatch workflow
• Passenger count and route purpose
• Queue for transport desk assignment
• Audit trail for corporate travel policy

End-to-end trip lifecycle: create from requisition or ad hoc, assign vehicle and driver, run with live GPS, capture expenses and fuel, close with proof, and bill the client. Trips connect fleet, fuel, accounts, and reports — the spine of transport operations.

• Trip create, assign, start, complete, bill
• Linked fuel, tolls, and driver expenses
• Client rates, POD, and invoice readiness
• Live status for control room and clients

Transport desk for route-based operations: fixed routes, pick-drop schedules, staff shuttles, and recurring movement. Bridges daily operations with billing rules and requisition intake for schools, factories, and corporate campuses.

• Route and schedule management
• Staff transport and shuttle planning
• Billing templates per route or contract
• Integration with requisitions and trips

Command centre for commercial transport operators: dispatch lanes, POD discipline, billing checkpoints, and performance scorecards. Aligns sales promises with what dispatch and fleet actually deliver.

• Dispatch board and lane priorities
• POD and billing milestone tracking
• Client SLA and delay visibility
• Scorecards for branches and planners

Seal register, trip-level seal assignment, delivery verification, and alerts on broken or missing seals. Critical for FMCG, cement, and high-value cargo where tamper evidence is contractual.

• Seal inventory and issue per trip
• Delivery verification scan or confirm
• Broken seal alerts and reports
• Audit chain from load to unload

Defines how the company is structured on the platform: headquarters, branches, depots, departments, and reporting lines. Correct hierarchy ensures users only see their branch’s vehicles, trips, and ledgers while head office retains consolidated control.

• Branches, depots, and department tree
• Cost centre or unit mapping for reports
• Foundation for role scoping and approvals
• Supports multi-branch transport groups

Creates and maintains employee master records before attendance, leave, or payroll runs. Job designations, reporting managers, contact data, and employment status live here so downstream HR modules stay consistent.

• Employee profiles with designation and branch
• Joining, active, and exit status tracking
• Links staff to drivers, helpers, or office roles
• Required before attendance and payroll

Driver master records separate from general HR where needed: licenses, categories, medical dates, assigned vehicles, and trip history. Dispatch and compliance teams verify eligibility before long routes or hazardous cargo.

• License type, expiry, and restrictions
• Default vehicle and branch assignment
• Trip and incident history per driver
• Links to attendance and allowances

Daily attendance for office and field staff: clock-in/out, roster views, manual corrections with approval, and feeds into payroll. Integrates with transport roles where drivers are also on HR payroll.

• Roster and daily attendance log
• Manual correction with approval
• Late, absent, and overtime flags
• Payroll input for monthly close

Leave applications, balances, and approval chains. Dispatch sees driver availability before assigning long trips; payroll respects unpaid or half-day rules.

• Leave types and balance tracking
• Multi-level approval workflow
• Calendar view for team leads
• Sync impact on trip assignment

Trip-linked or rule-based allowances for drivers and helpers — food, night halt, outstation, and custom rates. Reduces manual Excel paid along with payroll.

• Allowance rules by trip type or distance
• Auto-calculation from closed trips
• Approval before payroll inclusion
• Branch-wise rate tables

Monthly payroll processing using attendance, trips, allowances, loans, PF, and deductions. One run produces payslips and accounting vouchers where configured.

• Pay period batch with previews
• Pulls attendance and allowances
• Loan and PF deductions applied
• Payslips and GL posting support

Staff loan register with installment schedules and automatic recovery through payroll. HR and finance share one view of outstanding balances.

• Loan grant and installment plan
• Payroll recovery each month
• Outstanding balance per employee
• Approval history and statements

Provident fund contributions, employer match, balances, and settlement on exit. Keeps statutory savings aligned with payroll without separate spreadsheets.

• Employee and employer contribution rules
• Balance ledger per staff
• Settlement on resignation
• Reports for audit and compliance

Stores, stock levels, parts requests, transfers between branches, purchases, and issue–return to garage or trips. Prevents workshop delays from “parts not in store” surprises.

• Multi-store stock and reorder levels
• Issue to garage job cards
• Inter-branch transfer workflow
• Purchase and supplier GRN

Chart of accounts and financial structure for the company. Foundation for income, expense, transfers, and reports — aligned with how transport operators recognise revenue and costs.

• COA setup by branch or company
• Ledger groups for fleet operations
• Controls for voucher posting
• Feeds all finance modules

Record income vouchers from trips, clients, rentals, or other sources. Links operational events to recognised revenue with branch and cost centre tagging.

• Trip and client-linked receipts
• Approval before posting
• Branch-wise income visibility
• Reconciliation with billing

Operational expenses with categories, approvals, and attachments. Fuel, maintenance, office, and trip costs flow here for P&L and payable tracking.

• Expense claim and approval flow
• Categories mapped to accounts
• Branch and project tagging
• Supports audit and budget control

Templates for recurring revenue — retainers, fixed route contracts, lease billing. System generates expected vouchers on schedule instead of manual monthly entry.

• Contract-based recurrence rules
• Auto-generate income vouchers
• Client and branch assignment
• Review before post option

Standing costs such as rent, subscriptions, and retainers posted automatically each period. Finance teams avoid missing recurring liabilities.

• Scheduled expense templates
• Vendor and account mapping
• Branch allocation splits
• Pause or amend on contract change

Move money between bank accounts, cash books, or branches with full audit trail. Supports internal funding and consolidation without off-system journals.

• Inter-account transfers
• Branch cash movement tracking
• Approval for large transfers
• Immutable audit log

Management and operational reporting across fleet, trips, fuel, HR, inventory, and finance. Filter by branch, date, and vehicle class for board packs and daily stand-ups.

• Fleet, trip, and fuel dashboards
• HR and payroll summaries
• Finance and ageing reports
• Export for Excel and audits

Bulk and event-triggered SMS for trip alerts, delays, marketing, and internal broadcasts. Uses templates so operations messages stay consistent and traceable.

• Trip and delay notification templates
• Bulk send to client or driver groups
• Delivery logs for compliance
• Integrates with operational events

Central control room for enabling modules, defining roles, connecting integrations, and maintaining company profile settings. Administrators decide which menus appear for which branches and how strict approvals should be before go-live or expansion.

• Module enable/disable per company or branch
• Role templates and permission bundles
• Integration hooks and system parameters
• Company branding and operational defaults