In this article · 8 sections
With one or two cars, you remember everything. With five or ten, renewals get missed, a car breaks down on the Delhi highway, and fuel bills don't add up. Good taxi fleet management is mostly simple systems, written down.
1. A master sheet for every vehicle
| Field | Why |
|---|---|
| Car number, model, year | Basic records |
| Insurance expiry | Avoid uncovered trips |
| Permit / AITP expiry | Avoid interstate penalties. See AITP explained |
| Fitness and PUC expiry | Avoid challans |
| Last service km / date | Plan maintenance |
| Tyre change km | Safety |
| EMI date | Cash flow |
Set phone/calendar reminders 15 days before each expiry, or use fleet software.
2. Preventive maintenance
- Service by km, not only by breakdowns
- Pre-trip checks for long trips: tyres, brakes, coolant, wipers, AC, spare wheel
- Keep a trusted workshop on each major route for emergencies
- Clean interiors daily; customers judge the whole company by one dirty seat
3. Driver assignment
- Match experienced drivers to hill routes and night highway trips
- Track duty hours to avoid fatigue, especially in fog season. See fog season travel tips
- Keep driver documents and verification in the same sheet. See driver hiring checklist
4. Fuel and expense control
- Fuel cards or UPI payments with photos of the meter
- Compare km per litre per car each month; sudden drops mean leakage or a mechanical issue
- Record tolls and parking with trip IDs
5. Tracking
GPS trackers help with ETA updates, safety and disputes. See GPS tracking for taxi fleets.
6. Simple monthly report
Per car: trips, km, revenue, fuel, maintenance, profit. One car always losing money? Find out why before buying the next.
Tools
- Google Sheets for 2–5 cars
- Fleet/billing software as you grow. See taxi billing software
FAQs
When should I buy fleet software?
When spreadsheets take more than an hour a day, or you have multiple staff booking trips.
How often should cars be serviced?
Follow the manufacturer's schedule, and service more often for heavy highway use.
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