Zoho Fleet Management Software for Transport and Logistics Businesses
Infobyd builds Zoho fleet management software for goods transport companies in India and abroad. It runs on Zoho CRM, Zoho Creator and Zoho Books and tracks trips, vehicles, drivers, fuel, maintenance and billing in one place. Infobyd is a Zoho Advanced Partner founded in 2016, with offices in Indore and Patna and 1240+ clients served.
- 4.3 on Google (74 reviews)
- 4.8 on Zoho Partner Directory
Why choose Infobyd as your Zoho partner
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Zoho Advanced Partner certified in Zoho CRM, Creator and Marketing Automation.
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1240+ clients served since 2016, in India and abroad.
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Since 2012 our CEO has worked with Zoho since 2012.
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4.3 Google rating from 74 reviews in Indore.
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Indore and Patna offices, with online support across India and abroad.
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24x7 support for clients after go-live.
Four problems every transport owner knows
Running trucks is hard. Running them on paper, WhatsApp and Excel is harder.
"I don't know which trip made money."
Freight comes in, but diesel, toll, driver advance and loading charges are spread across slips. Profit per trip is a guess.
Trip settlement takes the freight and subtracts diesel, toll, driver allowance and other costs, so you see each trip's profit the day it ends.
"Diesel and driver advances don't add up."
Fuel bills and cash advances are noted in diaries. Nobody checks them against kilometres run.
Advances and diesel are recorded against the trip before it starts, the driver account keeps a running balance, and kilometres per litre is checked for every vehicle.
"A truck broke down because service was missed."
Service dates, tyre changes, insurance, permit and fitness renewals are remembered, not tracked. One missed date costs days on the road.
Vehicle maintenance tracking software on Zoho Creator sends alerts when service is due by kilometre or date, and before insurance, permit and fitness papers expire.
"Billing is late, so payment is late."
Trip details reach the accounts team days later. Invoices go late, and outstanding keeps growing.
The freight invoice is raised in Zoho Books with the proof of delivery as soon as the trip is settled, and automatic reminders follow up on payment.
Built for these kinds of transport businesses
Whether you run five trucks or five hundred, the same Zoho system adapts to how your fleet works.
Own trucks, trips by lane, and profit on every trip.
Vehicles hired through brokers, with advance and balance paid after delivery proof.
Fuel, chemicals, cement or grain, with weight and seal number at loading.
Port and factory trips, with detention hours added to the bill.
Vehicles on a rate contract for one customer, with a monthly scorecard.
Tippers on short, repeat trips, with fuel and tyre cost per vehicle.
How does fleet management work on Zoho?
Fleet management on Zoho works by giving each part of your business its own connected app.
Customers (consignors), enquiries, rate quotes and bookings
The fleet app and trip management software: vehicles, drivers, trips, fuel, expenses, maintenance and documents
Freight invoices with tax (GST in India, VAT or GST in other countries), payments received and vendor bills
Dashboards for trip profit, fuel use and outstanding
Zoho Creator also offers a ready Fleet Hub app on its marketplace. We use it to build a Zoho Creator logistics app that fits goods transport – trips, LR or consignment notes, advances and your own rate rules (we confirm this with you before we build).
How a transport business runs on Zoho – the complete flow
We build the system around your business process. You do not have to change your business to fit the software. We change the app to match your trip, rate and settlement rules, and you can see our ready fleet demo before you decide.
Click a stage to see its detailed flow
Customer and contract
Result: Every customer is set up with clear rates, credit terms and a signed contract before the first load.
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Step 1.1
Enquiry capture
Calls, WhatsApp, website, brokers and repeat customers, all in one place.
Zoho Forms Zoho CRM -
Step 1.2
Customer onboarding
Tax number (GSTIN in India, VAT or GST number in other countries), documents, credit limit and payment terms.
Zoho CRM Zoho Books -
Step 1.3
Rate quotation
Lane-wise rates per trip, per tonne or per km, with detention and loading terms.
Zoho CRM -
Step 1.4
Rate contract and e-sign
Rates, terms and validity are signed online.
Zoho Contracts Zoho Sign -
Step 1.5
Indent / booking
Material, weight, loading point, delivery point, date and vehicle type.
Zoho CRM Zoho Creator
Trip planning and dispatch
Result: The right vehicle and driver for every load, with every paper valid before the wheels move.
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Step 2.1
Vehicle availability board
Own vehicles by location and status, plus market vehicles.
Zoho Creator -
Step 2.2
Vehicle and driver allocation
Own vehicle, or a market vehicle hired through a broker at an agreed rate.
Zoho Creator -
Check point
Compliance check
Registration, insurance, permit, fitness, pollution certificate (PUC in India) and driver licence must be valid.
Zoho Creator -
Step 2.4
LR / bilty and trip sheet
Consignment note (LR or bilty in India) and trip sheet in your format.
Zoho Creator -
Check point
E-way bill check
For shipments in India, the e-way bill number and validity are checked for the route.
Zoho Creator -
Step 2.6
Driver advance, diesel and toll tags
Recorded against the trip before it starts, including FASTag in India or your local toll tag.
Zoho Creator
Trip execution and tracking
Result: You know where every load is, and the customer hears about a delay from you first.
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Step 3.1
Loading
Reporting time, loading time, weight, seal number and photos.
Zoho Creator -
Step 3.2
Live tracking
GPS location (link depends on your GPS vendor) or status updates from the driver app.
Zoho Creator -
Step 3.3
Delay alerts
Late running, long stops and route changes alert the team at once.
Zoho Cliq -
Step 3.4
Road expenses
Toll, repairs and other expenses with bills from mobile.
Zoho Creator -
Step 3.5
Unloading and ePOD
Proof of delivery photo, shortage or damage notes and detention hours.
Zoho Creator
Trip settlement and billing
Result: Profit on every trip is known the day it ends, and no bill waits for paperwork.
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Step 4.1
Trip settlement
Freight minus diesel, toll, driver allowance and other costs gives the trip's profit and loss.
Zoho Creator -
Step 4.2
Driver account
Advances, expenses and allowance settled with a running balance.
Zoho Creator -
Step 4.3
Detention and extra charges
Added as per the rate contract.
Zoho Creator -
Step 4.4
Freight invoice
Raised with the POD, with no retyping: GST invoice in India, VAT or GST invoice in other countries, with tax treatment as advised by your accountant.
Zoho Books -
Step 4.5
Market vehicle payment
Advance and balance after POD; tax deduction (such as TDS in India) as advised by your accountant.
Zoho Books -
Step 4.6
Collections
Automatic reminders and ageing of outstanding by customer.
Zoho Books Zoho CRM
Fleet maintenance and compliance
Result: Fewer breakdowns, lower running cost and no expired papers on the road.
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Step 5.1
Preventive maintenance
Service due by kilometre or date, with alerts.
Zoho Creator -
Step 5.2
Breakdown job cards
Workshop, parts used, labour and cost for each vehicle.
Zoho Creator -
Step 5.3
Tyre management
Tyre-wise kilometres, rotation, retreading and replacement.
Zoho Creator -
Step 5.4
Spare parts stock
Stock and issue of spares by vehicle.
Zoho Inventory -
Step 5.5
Fuel efficiency
Kilometres per litre by vehicle and driver, with outliers flagged.
Zoho Creator Zoho Analytics -
Step 5.6
Document renewals
Reminders for insurance, permit, fitness and road tax.
Zoho Creator
Customer service and growth
Result: Customers get answers quickly, claims are closed properly and good lanes grow.
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Step 6.1
Shipment updates
Status shared with the customer, or seen on a customer portal.
Zoho Creator -
Step 6.2
Complaints and claims
Shortage and damage claims tracked from report to settlement.
Zoho Desk -
Step 6.3
Customer scorecard
On-time delivery and damage rate shared every month.
Zoho Analytics -
Step 6.4
Repeat business and new lanes
Contract renewals and lane-wise offers.
Zoho CRM Zoho Campaigns
Running across every stage
Profit per trip, per vehicle and per lane, idle days, fuel average and outstanding
Driver and staff attendance and salary
Alerts for approvals and delays
Vehicle documents and PODs
Links GPS, fuel cards, Tally and other software (where those tools allow a link)
What you can track after go-live
- Every trip with its full income and cost
- Fuel and advance per vehicle and per driver
- Service, tyre and document renewal due dates
- Vehicle-wise and customer-wise profit
- Pending invoices and payments
How we set up Zoho for your transport business
From the first call to the first trip on Zoho, you know what happens next and what you get.
Fleet walkthrough
We go through your work with you on a video call, from booking to payment, and show you our fleet demo.
- How bookings, trips and settlement run today
- Your vehicles, lanes and rate rules
- Your LR, trip sheet and settlement formats
- Your tools today: Excel, Tally, GPS portal or other software
You get: a clear picture of where trip money leaks, and which Zoho apps fit.
Plan and quote
We write down what the system will do and share a quote.
- Stages, screens and approvals to build
- Zoho apps, edition and number of users, office and drivers
- Data to move and tools to connect, like GPS or fuel cards where they allow a link
- Timeline with clear milestones
You get: a written plan and quote. You approve it before we build anything.
Build and test
We build your system and test it with your real trips.
- CRM, Creator and Books set up as per the plan
- Customers, vehicles, drivers and open balances moved in
- Driver screens tested on the phones your drivers use
- Every stage tested with sample trips from your own lanes
You get: a working system, checked with your own trips. See our data migration service.
Go live and support
Your team starts using Zoho, and we stay with you.
- Training by role: booking, dispatch, drivers, workshop and accounts
- Short user guides and recorded sessions where possible
- 24x7 client support, with a reply within 30 minutes to 1 hour
- Changes as your fleet grows
You get: one team that knows your setup. See Zoho support and AMC.
Trips on mobile, and your data kept safe
Mobile app
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Driver app on any phone Zoho Creator apps run on Android and iOS, with a few simple buttons for trip start, expenses and delivery photo.
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Works on weak network Drivers can fill forms offline, and the data syncs when the phone is back online.
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Owner view on the go Check trips, approve advances and see pending bills from your phone.
Security and privacy
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Certified security Zoho holds internationally recognised security certifications, like ISO/IEC 27001.
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Audited controls A SOC 2 audit, and GDPR compliance.
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Each person sees only their part Roles and permissions for booking, dispatch, drivers, workshop and accounts. Drivers see only their own trips.
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Data in your region Zoho runs data centres in many regions, such as India, the US, Europe, Canada, Australia and the UAE. We set up your account on the right one.
Our work, in our clients' words
Real case studies, client reviews and guides linked to this page.
Case studies
All case studiesNational Event Management
Challenge: Agents tracked many events, products and custom contracts by hand.
Contracts, payments and CRM records now update on their own.
Read case study Asset management · Karnataka, IndiaCurefit
Challenge: Assets and staff of four entities were managed in Excel sheets.
One Creator app tracks every asset from stock to scrap.
Read case study Software (AI for accounting firms)Docyt
Challenge: Leave, time, reviews and payroll were handled by hand in separate tools.
All HR work in Zoho People, with staff self-service.
Read case studyWhat our clients say
Copied as written on infobyd.com. See all clients
Team is very responsive and they have implemented CRM solutions very smoothly
Best Partner in our Region.
The team clearly understood our requirements, delivered everything on time, and provided excellent support
I highly recommend them to anyone using Zoho
From our blog
All postsScreens your team will use every day
Click a screen to see it. Each one is set up around your own process.
Sample screens with sample data. Real screens from our demo will replace them.
Zoho for transport and logistics businesses worldwide
Transport companies in many countries lose money in the gap between the trip and the bill. We set up the same connected fleet system for them online, from our offices in India.
Countries we serve
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IN
India Indore head office and Patna, with clients across the country.
- AE
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CA
Canada all provinces.
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ZA
South Africa Johannesburg, Cape Town and more.
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NZ
New Zealand Auckland, Wellington and more.
How we work across countries
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Your time zone
fleet walkthroughs, demos, testing and driver training are planned in your working hours.
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Your currency
we can bill in your currency, such as INR, USD, AED, CAD, ZAR or NZD.
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Your data centre
we set up your Zoho account on the data centre for your region (India, US, Europe, Canada, Australia, UAE and more), so trip and customer data stays where you want it.
Frequently asked questions
Can Zoho be used for fleet management?
Yes. Zoho Creator is a low-code platform for building business apps, and many businesses use it for fleet, trip and maintenance tracking. It also works as vehicle maintenance tracking software, with service and renewal alerts. Combined with Zoho CRM for customers and Zoho Books for billing, it covers the full cycle.
Can it connect with GPS trackers?
Many GPS providers offer an API (a way for two software systems to share data). If yours does, we can bring vehicle location or kilometres into Zoho. It depends on the vendor, so we check this in the free call.
Can drivers use it on their phones?
Yes. Zoho Creator apps work on Android and iOS. We keep driver screens very simple – a few buttons for trip start, expense and delivery photo.
Is this only for large fleets?
No. The same truck fleet management system works for a small fleet owner and a large transport company. We set it up for your size and add features as you grow.
How much does a fleet management setup cost?
Zoho licence cost depends on the plans and number of users; see Zoho's official pricing page. For our setup service, please ask for a quote. Time depends on scope – we share a clear plan after the free consultation.
Can it make GST freight invoices?
Yes. Freight invoices are raised in Zoho Books, which supports GST billing for India. In other countries, Zoho Books raises VAT or GST invoices as per that country's edition. We set up the tax rules as advised by your accountant.
Do you set up Zoho for transport companies outside India?
Yes. We work with transport and logistics businesses in the UAE, Canada, South Africa, New Zealand, the USA, Australia and other countries. All steps, from the fleet walkthrough to driver training, are done online, in your working hours.
Will invoices and tax reports follow my country's rules?
Yes. Zoho Books comes in country editions, for example with VAT filing in the UAE, GST/HST returns in Canada and BAS reports in Australia. We set up the edition for your country and check the tax setup with your accountant.
See your fleet on one screen
Book a free call. We will walk you through the setup and map it to your trucks, routes and billing.
- Free first call with a Zoho consultant
- Clear plan and quote – no hidden surprises
- Zoho Advanced Partner · 1240+ clients served