Choose oil company
Pick an oil company to see and manage its vendor accounts.
Vendor accounts
Each vendor's bills, history & register stay completely separate. Reference masters (plants, loading bases, routes) are shared per oil company under Settings.
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Select a vendor
Click to open · or add a new one
Bulk create / update vendors from Excel · matched by OMC + Vendor Code · template has OMC/State dropdowns.
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Choose oil company
pick one to start billing · or add a new oil companyVendor details
This vendor's permanent details, printed on its bills. Editable & saved per vendor. To work on a different vendor, use “↺ Switch vendor”.
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Identity & billing
Identity printed on every billIdentity
Contact
Billing info (GST invoices & declarations)
FASTag & billing
Portal logins (per vendor · URLs set app-wide in Settings → Portal links)
BPCL
HPCL
IOCL
FASTag statement
Vehicles 0 vehicles
Type a plate + Enter to add (or paste a list). Click a plate to edit it (Enter/blur commits, Esc cancels; clear it to remove). Normalized (UPPERCASE, spaces/dashes stripped) & deduped. Click Save vehicles to persist. A vehicle should belong to one vendor.
Signature
Generate bills
Upload the FASTag statement & shipment file, review the trip mapping, then generate the document set.
Billing for
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Upload files
Airtel FASTag PDF + shipment Excel
⬇ Download sample statement format (Excel)
— columns: Date · Transaction ID · VRN · Particulars · Debit
First row = headers · same columns as the file upload.
First row = headers · matched to the active Bill format.
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Review & adjust mapping
Click a bill to open its tolls · move any toll to another bill
PRE
Pre-loading tolls (before first dispatch — likely previous-month returns)
NEXT
Next-trip tolls (excluded after the month-end cutoff — next month's billing, not billed here)
plaza not on approved routerate differs from standard
Default rule: every toll dated on/after a trip's loading date and before the next loading date belongs to that trip. The return leg marker is placed at the first gap of the configured number of days. Reassign individual tolls with the dropdown if a trip needs correction.
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Generate documents
One click — all PDFs + registerIndividual documents
Settings — reference masters
Plants, loading bases and routes are shared per oil company and used by every vendor's bills. Edit once — a fix applies everywhere. BPCL, IOCL and HPCL each keep their own separate set.
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Loading bases
loading code → name printed on bills🏭
Plants
addresses on summary bills · matched by numeric code🧾
GST identities (state-wise)
OMC state entity GSTIN + billing address — the Party block on tax invoices⇄
Approved routes
Toll IDs & allowed-rate sets for validation
Tip: the fastest way to build a route is "Save as route master" on a verified trip while generating.
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FASTag providers
bank logos on the FASTag statement page · global, not per oil company✉
Email destination
where “Email this ZIP” sends the bill set · globalDefaults to the server’s MAIL_TO. The email is sent from the configured SMTP account; the ZIP is attached exactly as generated.
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Portal links
login portals · app-wide, set once for all vendorsApp-wide links, shared by all vendors — stored once in global settings.
Bill history
The permanent register for the selected vendor & oil company.
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Saved bills
Invoices & Declarations
Generate, download and re-download this vendor's tax invoices & declaration letters. Every generated run is saved below and can be re-downloaded without re-importing.
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Create
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Saved documents
Tools
Vendor-independent file prep — clean files here before a vendor even exists. Nothing is saved or billed.
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HPCL Load Details Fetcher
fetch shipment data from the HPCL portal → Excel
Log into the HPCL Transporter portal, pick a date range, auto-fetch all tank trucks, and export to Excel. Opens in its own page.
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Shipment file cleaner
messy shipment Excel → clean Despatch file (AI column mapping)
Upload one or more messy shipment Excel files. The AI finds the header row & columns; your data is mapped into the clean Despatch format for review and download. Standalone — no vendor, no billing.
Optional — if set, a vehicle-months summary sheet is added to the download. Leave blank for Despatch only.
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BPCL AP210 merger
portal AP210_ITEM_Display .xls files → ONE clean BPCL despatch .xlsx (no AI)
Upload one or more BPCL portal AP210_ITEM_Display .xls files (HTML tables in a fixed format — parsed deterministically, no AI). Rows from all files are merged, duplicates (same Ship.No + Veh.No) skipped, sorted by despatch date, and downloaded as ONE clean BPCL despatch .xlsx that feeds Old Format (BPCL) billing directly. Files without a despatch table are reported and skipped, never an error.
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AI FASTag statement cleaner
messy / unknown statement → clean 6-column toll sheet
Upload one or more bank FASTag .xls (HTML) files. Keeps DEBIT rows, drops CREDIT, de-duplicates by Transaction ID across files, and downloads a clean combined toll sheet. Standalone — no vendor, no billing, nothing saved.
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Provider statement sorter (beta)
known provider file → standard 6-column toll sheet + reconciled
Choose the statement's provider, then upload its file. Each provider is mapped by a data registry into the same six-column toll sheet (VRN · Date · Transaction ID · Toll ID · Particulars · Debit) and reconciled before download. “Unknown” uses the AI FASTag cleaner above. Standalone — no vendor, no billing, nothing saved.
💡Tip: use the .xlsx / .xltx export for billing — the .xls (HTML) export can have corrupted dates and is larger. Multiple monthly files are merged & de-duplicated automatically.
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Vendor Toll Splitter (beta)
combined multi-vendor statement → per-vendor toll files
Upload a combined FASTag statement containing many vendors' trucks. It's parsed by the same provider stack as the sorter (same guards + dedupe), routed by each vendor's Vehicles master, and split into per-vendor clean 6-column toll files (VRN · Date · Transaction ID · Toll ID · Particulars · Debit) plus an UNASSIGNED file for unowned trucks. Standalone — nothing saved, no billing touched.