From Excel to one-click platform invoicing: a quick-commerce fleet vendor case study

By TFTOne team · 15 June 2026 · 4 min read · customer name withheld

A Patiala-based transport operator runs ~27 vehicles dedicated to India's largest e-commerce and quick-commerce platforms — billed per-kilometre and on monthly-slab contracts. Here is how they replaced a month-end Excel marathon with one-click invoicing that matches their originals to the rupee.

The problem: every month was a manual marathon

If you rent vehicles to Flipkart, Myntra, Instakart, Amazon or a quick-commerce platform, you know this workflow. Daily trip sheets in Excel. A separate hand-built MIS sheet per platform and per contract type — per-km, monthly slab, B2B. Invoices typed by hand. FASTag tolls reconciled by cross-matching bank statements against trip sheets in yet another spreadsheet. Fuel "khata" in a notebook, per pump.

Month-end took days — and small manual slips (a mixed ÷30/÷31 proration here, a detail-vs-summary mismatch there) crept into invoices going to the country's biggest retailers.

What we built around the vendor-to-platform workflow

Spreadsheet-grid trip entry with lane rate cards

One row per trip — vehicle, route, driver, customer, segment in seconds. Lane rate cards auto-fill the rate and the contracted kilometres, so a clerk enters a day's trips on the phone in minutes.

Contract-accurate per-km & monthly-slab billing

Invoices generated to the rupee — including each platform's "deployment-day" slab rules and the right GST treatment per contract type. No more hand-typed totals.

FASTag toll, automated — cost vs claimable

Upload the bank's FASTag statement; tolls attach to the right trip by date. Tolls on eligible segments flow to the toll invoice you raise to the platform; the rest stay as cost. The spreadsheet cross-match is gone.

Fuel from the fuel log

One fill entry, auto-allocated across the trips it covers. Pump khatas reconcile to the rupee.

Platform MIS reconciliation

Upload the platform's portal MIS and instantly see matched, short-paid and mismatched lines — so you bill, and chase, with evidence.

The result

A full month of invoices regenerated in one click — matching the originals to the rupee. Five invoice types across multiple platforms.
Manual errors surfaced, not copied — the system flagged proration and summary mismatches the spreadsheets had hidden.
Month-end collapsed from days to minutes; FASTag toll reconciliation became an upload.
Daily data entry now takes a clerk minutes, on the phone.

Built for this, not bent to fit. Generic GPS and freight tools reconcile a shipper's spend against their carriers. This is the inverse: a fleet vendor ingesting a platform's payout MIS, matching per-km and slab terms, and tracking toll claims — the workflow no generic TMS is designed for.

Rent vehicles to Flipkart, Amazon or quick commerce? See it match your numbers.

Book a demo and we'll regenerate your last month's invoices against your originals — so you can watch it match before you commit.

Book a demo