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School buses, tipper lorries, timber trucks and fish vans crowd Malappuram's roads each morning, and most of their owners cannot say what any single vehicle earns or costs.
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Malappuram has no cargo port and no large transport yard, so fleet management here is not about long-haul trucking. It is about working vehicles attached to other businesses: the bus fleets of schools and colleges, tippers serving building sites, lorries carrying timber out of Nilambur, insulated vans leaving the Ponnani harbour, ambulances, and taxis on the airport run from Kondotty. Each is managed from a diary and the driver's word.
Acube's fleet and dispatch management on ERPNext gives each vehicle a record: documents, insurance, permits, fitness dates, tyres and service history. Trips are planned and assigned to drivers, fuel and expenses logged, maintenance scheduled, and GPS data integrated where trackers are fitted. Because it sits on the accounts, cost per trip, per vehicle and per kilometre is reported, not guessed.
Case studies
Connect N Cabs Tours & Travels Pvt. Ltd.
Connect N Cabs — A Custom Travel ERP That Lifted Fleet Utilisation 35%
EVM Wheels (part of the EVM Group)
EVM Wheels — 70% of Self-Drive Rentals Now Book Themselves Through the App
Kera Cabs
Kera Cabs — 55% of Bookings Moved Off the Phone and Into the App
With a dozen vehicles, someone always forgets a fitness certificate or insurance renewal until a checkpoint finds it. Expiry dates on each vehicle record trigger reminders ahead, and one report shows every document falling due in the coming weeks.
Diesel is bought on credit from a nearby pump and reconciled monthly from slips. Logging each fill against odometer and trip shows mileage by vehicle and driver. A lorry whose consumption drifts stands out, whatever the cause.
Trip allowances, advances, tolls and loading charges are settled from crumpled notes. Recording advances and expenses against each trip produces a clear settlement, and the owner sees what each trip really cost against what was billed.
An example
The boats have landed at the Ponnani harbour and six insulated vans must leave before the sun is up. The dispatcher assigns each van a route on the screen: two to the Tirur market, one up the highway to Valanchery and Kottakkal, three to Kozhikode. Each driver gets his trip on the phone with the advance already recorded. One van is held back because its insurance expires tomorrow and the system flagged it last week, so the renewal is done that morning instead of at a checkpoint. By evening the fuel fills, tolls and ice charges are entered against each trip, and the owner sees which route earned and which one only moved fish.
We begin with a visit to your yard or transport desk in Malappuram to list the vehicles, see the trip sheets in use and meet the person who really runs dispatch. Vehicle masters and document dates are loaded first, because renewal alerts give immediate value. Configuration is done from Kochi, and we return to train the supervisors and the accounts staff together.
Discovery. Your vehicles, drivers, trips, fuel and maintenance, and how dispatch runs today.
Blueprint and fixed scope. A clear plan, the deliverables and the timeline, agreed in writing before configuration starts.
Configuration. Vehicles, trips, dispatch, fuel and maintenance logs, and trip costing.
Data migration. Vehicle and driver records, service history and running contracts.
Training, go-live and support. Your team tests on real data, we stand beside you at launch, then support continues under a plan.
The scope and timeline are agreed in writing before work starts.
Education and coaching
School and college bus fleets with route and stop lists, driver and attendant records, document expiry alerts, maintenance schedules and cost per route to support transport fee decisions.
Construction and real estate
Tippers, mixers and excavators assigned to sites, trip and hour logs charged to the project, fuel issue control and breakdown history for contractors and material suppliers.
Timber and furniture
Lorry trips from Nilambur yards and furniture deliveries across Kerala planned with load details, transit documents, driver expenses and proof of delivery back to the dispatch desk.
No. Vehicle records, trip sheets, fuel logs, maintenance and costing work without GPS. Where trackers are fitted, or you choose to add them, location and distance data can be integrated through the provider's API so trip records are verified automatically.
For a small fleet the gains are document reminders, fuel control and knowing cost per vehicle, and the setup is correspondingly light. If the vehicles support a business already on ERPNext, such as a school or a building firm, fleet is an added module, not a separate system.
Route and stop data are held in the system, and notifications to parents can go through SMS or WhatsApp integration. Live bus location for parents requires GPS trackers and a parent app, which we can build as an extension if the school wants it.
After a first conversation about your fleet size, the trips you run and how dispatch and costing work today, we agree the scope and send you a written quotation. The price, the deliverables and the timeline are fixed against that scope before any work starts, so nothing grows without your sign-off.
You speak to someone who does this work, not a call centre. They ask about your fleet, how trips are assigned and where costs are hard to see. If it looks like a fit, we agree the scope and put it in writing, with the timeline, before any work starts. If it does not, we tell you.
Ponnani Porttransport
minor riverine port at the mouth of the Bharathapuzha with a fishing harbour; about 100 m of wharf, no cargo pier in operation
A fishing harbour with no cargo pier in operation, which is exactly why the catch leaves by road in insulated vans that need routes, ice costs and driver settlements tracked per trip.
Source: kmb.kerala.gov.inShoranur–Nilambur railway linetransport
broad-gauge branch line terminating at Nilambur, built originally for timber
The branch line was built for timber, but today's teak and furniture consignments leave Nilambur by lorry, with transit documents and trip costs that belong on the vehicle record.
Source: en.wikipedia.orgCalicut International Airport, Karipurtransport
international airport (AAI), located in Malappuram district near Kondotty; heavy Gulf traffic; cargo handled via AAICLAS
Heavy Gulf traffic through the airport near Kondotty keeps taxi and shuttle operators busy day and night, with airport permits and driver advances to manage.
Source: aai.aeroPlaces and organisations are named for local context only. Acube Innovations is not affiliated with or endorsed by them.
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Kochi (Kadavanthra & Infopark) · Thiruvananthapuram · across India & overseas · In business since 2011