System Overview
Smart Transport is a complete transport and logistics management system. Vehicles, drivers, clients, trips, expenses, billing, dues, and spare parts - all managed from one platform.
Trips & Delivery
From quotation to start, delivery, and completion — track the full trip lifecycle.
Financial Management
Client payments, invoices, receipts, dues, and ledger — all in one place.
Spare Parts Stock
Categories, stock levels, workshop issues, and sales — full inventory control.
Live Tracking
When drivers update location, admins can view it on the map in real time.
Reports
Trip, income/expense, dues, driver, and inventory reports — with PDF export.
Notifications
Alerts when trips start, are delivered, completed, or cancelled.
Who Uses What
Three types of users — each with their own login and responsibilities.
| User | Login | Main Tasks |
|---|---|---|
| Admin Office / Management | /admin/login | Manage fleet, drivers, clients; create trips; billing, dues, inventory, reports, settings |
| Driver Field staff | /driver/login | View assigned trips, start trips, send location, mark delivered, submit expenses |
| Client Customer | /user/login | View own trips, invoices, receipts, ledger, and outstanding dues |
Admin Dashboard
After login, a quick summary of trips, revenue, fleet, and clients.
- ✓Running and upcoming trip counts and statuses
- ✓Revenue, expenses, and dues summary
- ✓Vehicle and driver availability
- ✓Quick navigation to all modules
Vehicle & Driver Management
Maintain fleet and driver records, assign them to trips, and manage payroll.
🚛 Vehicles
- Add new vehicles (registration, fitness, insurance)
- Vehicle photos and detailed information
- Status: idle / active / workshop
- See which vehicle is on which trip
- Availability check when scheduling trips
🧑✈️ Drivers
- Onboard drivers — permanent, backup, trip-based, contract, owner, freelance
- Profile, phone, license, salary/commission settings
- Attendance and leave records (permanent drivers)
- Trip assignment and payroll / payslip
- Driver performance reports
Client Management
Track customers who use transport services — profile, trip history, payments, and dues.
- ✓Create new clients — name, phone, address, client code, type (individual/company)
- ✓Set opening due (previous outstanding balance)
- ✓Client profile — all trips, payments, and ledger in one view
- ✓Give clients login access to view their own portal
- ✓Download due statement PDF
Trip Management
The core of the system — the full freight journey is controlled from here.
Trip Types
Instant
Standard point-to-point transport
Port
Port or container related trips
Contract
Unit pricing with contract reference
Project
Transport linked to a project reference
Reload
Return/reload trip linked to a previous trip
Trip Statuses
Full Trip Flow — Create to Finish
- Create trip: Select client, pickup/delivery, goods, amount, driver, and vehicle. Save as quotation or scheduled trip.
- Advance payment: Record advance payment at creation time if needed.
- Confirm: Approving a quotation moves it to scheduled — driver and vehicle must be assigned.
- Start: Admin or driver starts the trip → status becomes running. GPS tracking activates (if enabled in settings).
- Live tracking: Driver location updates appear on the admin map.
- Delivered: Mark delivered when goods reach the destination.
- Complete: Admin finalizes the trip — profit is calculated and vehicle status is updated.
- Expenses: Driver submits fuel, toll, etc. — admin approves or rejects.
More Trip Features
- ✓Schedule conflict check — same driver/vehicle cannot be double-booked
- ✓Activity log — record of who did what and when
- ✓Trip sheet and invoice printing
- ✓Driver feedback after delivery
- ✓Cancel trips from allowed statuses
Billing, Invoices & Dues
All financial transactions with clients — payments, invoices, receipts, and due tracking.
💵 Payments
- Record trip-wise payments — cash, bank, bKash, Nagad, driver collection
- Advance payment during trip create/edit
- Overpayment blocked — cannot collect more than due
- Automatic receipt generated on payment
- Receipt PDF download
📄 Invoices
- Generate invoice from completed trips
- Paid / partial / unpaid status tracking
- Invoice PDF download
- Visible in client portal too
📒 Dues
- Due Overview: See how much each client owes
- Payment Schedule: Calendar of expected collections
- Collections: History of collected payments
- Client-wise due PDF statement
📊 Profit
- Trip amount − advance − approved expenses = profit
- Profit shown on trip detail page
- Summary in financial reports
Spare Parts & Inventory
Manage spare parts stock in the garage/workshop — categories, issues to vehicles, and sales.
Recommended Setup Order
| Module | What You Can Do |
|---|---|
| Part Categories | Create and manage categories (Engine Parts, Filters, Tyres, etc.) — active/inactive |
| Spare Parts | Part name, category, unit, purchase/sale price, stock, reorder level, compatible vehicle |
| Stock Movements | Stock in (purchase) or adjustment — increase or decrease stock |
| Workshop Issue | Issue spare parts to a specific truck/vehicle — stock is deducted |
| Spare Sales | POS-style sales — spare, maintenance, or security type; print/PDF receipt |
| Buyers | Individual, company, or workshop buyer list — select during sales |
Inventory Dashboard Shows
- ✓Total parts count and stock value
- ✓Low stock alerts when quantity falls below reorder level
- ✓Today's workshop issues and monthly sales profit
- ✓Recent stock movements
Reports & Accounting
Reports and accounting summaries for management decisions.
Report Center
Trip Report
Trip list by date/status — PDF export
Financial Report
Income, expenses, and profit summary
Client Due Report
Outstanding dues by client
Due Aging
How long dues have been outstanding
Driver Performance
Driver activity and trip statistics
Driver Payroll
Salary and commission report
Inventory Report
Stock, movements, and sales summary
Accounting
- ✓Cashbook: All income and expenses in one ledger — trip payments, inventory, manual entries
- ✓Profit & Loss: Profit and loss for a selected period
- ✓Balance Sheet: Assets and liabilities as of a specific date
- ✓Audit Trail: History of admin changes
Driver Panel
Built for drivers in the field — mobile-friendly interface.
| Menu | What You Get |
|---|---|
| Dashboard | Today's and running trip summary |
| Upcoming Trips | Assigned trips coming up |
| Running Trips | Trips currently in progress |
| Delayed Trips | Trips running behind schedule |
| Completed Trips | Finished trip history |
| Reports | Personal performance summary |
Driver Workflow
Client Portal
Customers who use transport services can view everything from their own account.
Dashboard
Total trips, outstanding dues, and recent activity summary
Trips
All own trips — status, route, and amount
Invoices
Generated invoice list and details
Receipts
Payment receipt history
Ledger
Full financial timeline — trips, payments, opening balance
Profile & Settings
Update personal info and change password
Notifications
Automatic alerts on important events — admin, driver, and client all receive them.
- ✓Trip scheduled, started, delivered, completed, or cancelled — all relevant parties notified
- ✓Admin alerted when driver starts or delivers a trip
- ✓Unread count shown on the bell icon in the header
- ✓Click a notification to mark it read and go to the related page
- ✓Mark all read, or mark individual items read/unread
- ✓Full notification inbox page
Settings & Access Control
Company setup and staff permission management.
⚙️ Settings
- Company name, logo, favicon, contact details
- Currency, invoice/receipt prefix, footer text
- Timezone and date format
- GPS tracking on/off, update interval, map visibility
🔐 Access Control
- Create admin users for staff
- Assign roles — manager, dispatcher, accountant, viewer
- Module-wise permissions — control who can view or do what
- Super admin has full access
PDF & Print Documents
| Document | When It Is Used |
|---|---|
| Trip Invoice PDF | Bill for a completed trip — given to client |
| Payment Receipt PDF | Proof of payment received |
| Client Due Statement PDF | Full outstanding balance statement for a client |
| Driver Payslip PDF | Proof of payroll payment to driver |
| Spare Sale Receipt | Receipt for spare parts sale |
| Report PDFs | Export management reports |