Pharma & field sales bike fleet (VMS + TMS)
Pharmaceutical, FMCG, and distribution companies that give bikes to medical reps, territory officers, and delivery riders — staff profile, live GPS, fuel and expense accounts, garage and maintenance records, installment and loss accounts, and utilization reports in one VMS + TMS desk.
Use cases
- Pharma medical reps visiting doctors and chemists on assigned territory bikes.
- FMCG sales force marketing and outlet coverage with company-owned motorcycles.
- Last-mile delivery riders for samples, small parcels, and promotional material.
- Multi-territory field teams with area manager GPS oversight and visit proof.
- Company bike fleets financed on installment with finance and asset register control.
- Garage and breakdown handling when a rep is stranded mid-beat on a company unit.
Why you need this
- Field bikes are invisible cost centres without GPS, fuel, and utilization discipline.
- Pharma and FMCG managers need visit proof — not self-reported Excel beat sheets.
- Fuel and TA claims inflate when km and movement are not tied to live tracking.
- Garage bills and repeat breakdowns hide on the same bike until asset loss forces write-off.
- Installment bikes and staff recovery plans need one ledger — not parallel finance spreadsheets.
- HQ wants territory-wise utilization before buying more bikes or restructuring beats.
Key modules
Typical workflows
- Staff onboard → bike assign → beat plan publish → daily GPS movement → visit geofence → fuel voucher → month-end utilization report.
- Service due alert → workshop job card → bike back on territory → cost posted to bike-wise P&L.
- Breakdown on beat → garage job → substitute bike assign → insurance or loss workflow if totalled.
- Installment EMI due → accounts payable → staff recovery plan → payroll deduction → asset register update.
Live GPS & territory movement
Sales reps and delivery riders on company bikes — live map, territory corridor, visit proof, and playback when a manager needs to verify field movement.
Live bike map
GPS position for every assigned bike — see who is in territory vs idle off-route.
Territory & beat plan
Doctor, chemist, or outlet beat mapped to expected movement corridor for the day.
Visit geofence
Arrival at client point logged with time stamp — not self-reported check-in only.
Trip playback
Review route taken for dispute, false visit claim, or safety incident.
Movement alerts
Bike left territory, excessive idle, or after-hours movement — SMS to line manager.
Manager share view
Area manager sees team movement without calling every rep on WhatsApp.
Staff profile, bike assign & HR accounts
Medical rep, territory officer, or delivery rider profile linked to assigned bike, license, targets, and HR ledger — one record from join to exit.
Staff master
Employee ID, territory, designation, manager, and contact — tied to VMS user login.
Bike assign & return
Company bike issued with odometer, condition photos, and handover checklist.
License & documents
Driving license, NID, and insurance papers gate daily movement assign.
Salary & allowance
Base pay, field allowance, and mobile bill linked to HR accounts module.
Advance & recovery
Staff advance, TA/DA, and recovery installments on monthly payroll close.
Exit & asset return
Bike return inspection, pending dues, and final settlement in one workflow.
Fuel control & expense accounts
Petrol, lubricant, and field expense captured against bike and staff — not loose cash vouchers at month-end.
Fuel issue & voucher
Pump or cash fuel logged to bike with odometer and km/litre benchmark.
TA / DA claims
Territory travel allowance with visit count and manager approval trail.
Petty cash & claims
Sample distribution, parking, and minor field costs posted to staff ledger.
Fuel variance alert
Km vs fuel issued mismatch flags theft, private use, or odometer fraud.
Accounts posting
Fuel and expense vouchers flow to chart of accounts for finance close.
Maintenance, garage & breakdown records
Service schedule, workshop job cards, and emergency garage visits — every repair tied to bike history when a unit breaks down on beat.
Service schedule
Periodic service due by km or calendar — alert before breakdown on territory.
Job cards
Workshop labour, parts, and vendor bill on one maintenance record.
Breakdown log
Roadside failure with location, tow, and substitute bike assign if needed.
Garage & vendor
Approved workshop list, rate cards, and pending payable to garage accounts.
Bike history
Full service trail per unit — replace vs repair decision with data.
Insurance claim
Accident photos, police report reference, and claim status on vehicle file.
Installment, asset loss & finance accounts
Company-owned bikes on installment purchase, staff recovery plans, and loss or write-off when a unit is stolen or totalled.
Installment schedule
Bike purchase EMI, down payment, and monthly principal/interest posting.
Staff recovery
Damage or loss recovery from employee via payroll deduction plan.
Loss & write-off
Theft, total loss, or scrap with approval trail and GL impact.
Asset register
Book value, depreciation, and disposal gain/loss on fleet asset accounts.
Bank & supplier
Financier payable and dealer invoice matched to installment ledger.
Fleet finance view
Outstanding EMI, recovery due, and loss exposure by territory or region.
Utilization, visit & performance reports
Management dashboards — km per rep, visit count vs plan, fuel cost per territory, bike idle days, and monthly utilization for pharma and FMCG field teams.
Utilization report
Active movement days vs idle — which bikes and reps under-use company assets.
Visit vs beat plan
Planned outlets vs GPS-confirmed visits — field productivity score.
Km & fuel KPI
Territory-wise km, fuel cost, and cost per visit for budget control.
Bike-wise P&L
Fuel, garage, installment, and allowance rolled up per assigned unit.
Export for HQ
Monthly pack for sales director, finance, and audit — not manual Excel merge.
Territory hierarchy
Region → area → territory roll-up for multi-city pharma and FMCG ops.