Fleet management software for owned and hired vehicles

MeltX Fleet Management is a governance module from MeltX Software Solutions, Pune, India.

  • Vehicle lifecycle from induction to disposal on one register
  • Real time tracking with trip, route and utilisation data
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app.meltxsoftware.com/fleet/compliance

Fleet compliance

1 expiring
Vehicles
128
Trips today
54
₹/km avg
9.40
  • MH 12 QR 4471InsuranceExpires in 9 days
  • MH 14 AB 2210PUC certificateExpires in 26 days
  • MH 12 KL 8890FitnessValid to Nov 2027
  • Driver mapping, role based access and permanent audit trails
  • Fuel, maintenance and cost per kilometre under control

THE PROBLEM

Fleet cost is easy to spend and difficult to question

Fuel is drawn on indents. Repairs are approved on trust. Vehicles are used for trips nobody recorded. Each individual transaction looks reasonable and the annual total looks alarming, but without trip level data mapped to drivers and vehicles there is no way to ask a useful question about any of it.

  • Fuel consumption that cannot be explained

    Fuel spend per vehicle varies widely with no corresponding difference in distance covered, and nobody can prove why.

  • Trips without accountability

    A vehicle was used, but the record does not show by whom, for what purpose or on whose authority.

  • Maintenance driven by breakdown

    Servicing happens when a vehicle fails rather than on schedule, so downtime and repair cost are both higher than they need to be.

  • Documents that lapse

    Insurance, fitness certificates, permits and pollution certificates expire because they are tracked in a register nobody reads.

CAPABILITIES

What Fleet Management actually does

Four capability pillars, each grounded in the mechanism behind it rather than in adjectives.

01

Vehicle lifecycle management

Every vehicle on one register, from induction to disposal.

  • Record each vehicle with registration, chassis and engine numbers, ownership status and induction date.
  • Track insurance, fitness, permit and pollution certificate validity with alerts raised before expiry.
  • Manage both owned and hired vehicles under one view, including contract terms for hired capacity.
  • Retire vehicles through an approval workflow with the disposal record retained for audit.
DepotPlant 2SiteTrip cost₹ 9.40 / km
02

Real time tracking and operational intelligence

Location, trips and utilisation recorded as they happen.

  • Track vehicle location and movement in real time, with route history retained for review.
  • Record trips with start and end points, distance, duration and purpose.
  • Measure utilisation, so an underused vehicle can be redeployed instead of a new one being hired.
  • Flag deviations such as unauthorised use, extended idling and out of area movement.
outlier flagged
03

Accountability and governance control

Drivers, approvals and access mapped so every trip has an owner.

  • Map drivers to vehicles and trips, with licence validity verified and tracked.
  • Apply role based access control so requesting, approving and reconciling a trip are separate responsibilities.
  • Retain an audit trail across trip requests, approvals, fuel entries and maintenance records.
  • Support departmental fleet governance where public money and public scrutiny are involved.
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04

Maintenance and cost optimisation

Fuel and service cost measured per vehicle, per kilometre, per driver.

  • Schedule preventive servicing by distance or time and raise the job automatically when it falls due.
  • Record fuel entries against trips and vehicles, and reconcile consumption against distance covered.
  • Surface leakage by comparing fuel drawn with distance recorded across comparable vehicles.
  • Report total cost of ownership per vehicle, which is the number that should drive replacement decisions.
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Fleet governance in the Indian public and enterprise context

Fleet is one of the most scrutinised cost lines in a government department and one of the least measured in an enterprise. The module treats it as a governed asset class rather than a running expense.

Security and compliance position

  • Statutory vehicle documents

    Insurance, fitness, permit and pollution certificate validity tracked per vehicle with escalating alerts before expiry.

  • Driver licence verification

    Driver licences can be verified through the MeltX KYC module and tracked for validity, which matters where liability follows the employer.

  • Public expenditure scrutiny

    Trip authorisation, fuel drawal and maintenance spend carry an approval trail that answers audit observations directly.

  • Asset register alignment

    Vehicles remain on the fixed asset register with correct capitalisation and depreciation while being operated as a fleet.

PLATFORM FIT

A fleet is an asset class, not a separate world

Vehicles are capitalised assets that happen to move. Managing them separately from the asset register is how depreciation and disposal records fall out of step.

SECTORS

Where Fleet Management is running

The sectors whose deployments include Fleet Management. Each page sets out what the register has to answer for in that sector.

What buyers ask about Fleet Management

The questions buyers actually ask during evaluation, answered without marketing language.

What does fleet management software do?

Fleet management software maintains a register of every vehicle, tracks movement and trips in real time, maps trips to drivers, schedules preventive maintenance, and reconciles fuel consumption against distance covered. The result is a fleet whose cost can be explained line by line.

Does it handle hired vehicles as well as owned ones?

Yes. Owned vehicles are tracked with ownership documents, depreciation and disposal, while hired vehicles carry contract terms, hire rates and duration. Both appear in one utilisation and cost view, which is what makes the hire against buy decision answerable.

How does it help control fuel cost?

Fuel entries are recorded against specific vehicles and trips, then reconciled against distance actually covered. Comparing consumption across similar vehicles and routes exposes leakage that per invoice review never finds, and the approval trail shows who authorised each drawal.

RELATED MODULES

What Fleet Management is usually deployed with

See it against your own register

Configured around your asset classes before the call. Thirty minutes.

  • No obligation
  • Run on your register
  • Answered within a business day
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