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ISO: 9001 : 2015 Certified Company
How We Transformed Vehicle & Fuel Tracking for a Growing Company
In many organizations, managing vehicle usage and fuel reimbursement is still a manual, unclear, and time-consuming process. One of our clients faced the same challenge:
- No reliable method to check the actual purpose of vehicle usage
- Difficulty in tracking private vs. official travel
- Delayed monthly settlements
- No transparency for employees or managers
- Manual bill generation often led to disputes and errors
To solve this, JBMatrix Technology Pvt. Ltd. developed a smart Vehicle & Fuel Tracking System that has now become a key part of the company’s day-to-day operations.
The Challenge
The client wanted a system that could:
- Track distance travelled by each employee
- Record purpose and project allocation of each trip
- Calculate fuel reimbursement based on project-wise km rates
- Separate official usage from private usage
- Provide end-of-month settlement reports for quick approval
- Give employees full transparency of their travel logs
Goal: All this without manual paperwork or back-and-forth communication.
Our Solution
We built a modern, digital-first Vehicle & Fuel Tracking System, consisting of:
1. Employee Android App
- Automatically logs trip details
- Allows manual entry with supporting description
- Shows complete travel history and fuel usage
- Displays real-time billable & non-billable km
- Gives instant visibility of payable amounts
2. Admin Web Application
- Project managers can set km rates project-wise or location-wise
- View per-employee travel logs
- Verify official vs. private travel
- Generate monthly reimbursement statements in minutes
- Complete usage analytics available at a glance
Impact Delivered
100% Transparency
Both employees and management can clearly see the purpose, distance, and rate of each trip — eliminating confusion or disputes.
70% Faster Settlement
Automated bills reduced manual reconciliation and enabled quick month-end approvals.
Accurate Cost Allocation
Project managers can apply different km rates per location or project, ensuring financial accuracy.
Reduced Private Use
The tagging of “official” vs. “private” trips helped curb unnecessary misuse.
Real-Time Tracking
Management now gets live data instead of relying on delayed manual reporting.
Key Features at a Glance
- Android employee app
- Web portal for admin
- Project/location-based km rate configuration
- Automated travel logs & distance calculation
- Bill generation without delays
- Clear visibility of official vs. private usage
- End-of-month settlement automation
Conclusion
By digitizing the entire vehicle and fuel tracking process, our solution helped the client save time, reduce costs, and achieve total transparency in travel and fuel reimbursements.
This case is a great example of how the right software can simplify operations and improve accountability across teams.
If you're facing similar challenges in your organization, feel free to connect — we’d be happy to help.
ISO: 9001 : 2015 Certified Company
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