Fleet Management & Driver Operations Platform

KargoLink – The Complete Operating System
for Fleet and Logistics Teams

A production-ready platform that gives fleet managers full operational control over vehicles, drivers, trips, expenses, fuel, maintenance, and real-time GPS tracking — from a single unified system built on Laravel.

• Laravel 12 Backend
• Flutter 3.41.6 Driver App Source Code
• Provider State Management
• RESTful Driver API
• Real-Time GPS Tracking
• DVIR Inspections
• Expense Management
• Payroll & Attendance
• Financial Accounts
• Fleet Maintenance
• Offline-Ready Mobile App

Flutter Mobile App Technical Requirements

The included driver application is a complete Flutter project, not a Laravel web wrapper. It was created and tested with Flutter 3.41.6 stable and Dart 3.11.4. Flutter 3.41.6 is the recommended version for reproducing the supplied build. Compatibility with older Flutter or Dart releases is not guaranteed.

• State management: Provider 6.1.5+1 using ChangeNotifier-based feature providers for authentication, trips, GPS tracking, expenses, fuel logs, DVIR, incidents, documents, and app configuration
• Android build environment: Flutter 3.41.6 stable, Dart 3.11.4, Android Studio with Android SDK, JDK 17, and the included Gradle 8.14 wrapper
• iOS build environment: macOS with Flutter 3.41.6, Xcode, CocoaPods, and an Apple developer signing configuration
• Build setup: Run flutter pub get, configure the Laravel API base URL and Google Maps key, then use flutter build apk --release or flutter build appbundle --release. iOS builds require macOS/Xcode.
• Full editable Flutter source is included for Android and iOS; publishing accounts, signing keys, certificates, and store submission are not included.

Important: External GPS and Map Service Costs

Real-time GPS tracking uses the driver’s device location, mobile internet, the self-hosted Laravel server, and Google Maps services. Buyers must provide and configure their own Google Maps Platform account, API key, enabled APIs, and billing account. Google may charge usage-based fees for map display, route, geocoding, or other enabled map services. Mobile data, hosting, SSL, email/SMTP, Apple Developer, and Google Play fees may also apply. None of these third-party services or recurring charges is included in the item purchase price. Pricing, quotas, and free allowances are controlled by the respective providers and can change.

Live Access

Open the Admin Panel or Download the APK

Use the hosted admin panel and Android app package to test the live KargoLink deployment.

Admin Panel
Open the live web dashboard for fleet operations.
Open Admin Panel

Android APK
Install the driver mobile app package for testing.
Download APK

Introduction

What Is KargoLink and Why Does It Exist?

Fleet operations fail not because of a shortage of vehicles or drivers — they fail because of missing information at the right time. A dispatcher does not know where a vehicle is. A manager cannot confirm whether a driver completed an inspection. Finance has no record of a toll paid in cash. Maintenance is reactive because no one tracked service intervals.

KargoLink is a fleet execution and operations platform designed to close these gaps. It replaces disconnected spreadsheets, WhatsApp messages, and paper logs with a single system that connects every layer of daily fleet operations: trip dispatch, driver activity, vehicle health, operational expenses, and financial accounting.

Built as a web-based admin panel backed by a mobile driver application, KargoLink covers the full operational loop from the moment a trip is booked to the moment it is invoiced, paid, and archived. It is engineered for transport companies, logistics operators, last-mile delivery fleets, and field-service vehicle fleets that need real accountability — not just dashboards.

The Problem KargoLink Solves

• No real-time visibility into where a vehicle is or what status a trip is in
• Drivers submitting cash expenses without receipts or approvals
• Vehicle documents and insurance expiring without advance notice
• No record of pre-trip or post-trip vehicle inspections (DVIR)
• Fuel consumption tracked on paper, if at all
• Maintenance performed reactively after breakdowns, not proactively
• Payroll calculated manually from attendance records kept in notebooks
• No audit trail when a trip changes status or an incident occurs

How KargoLink Addresses Each Gap

• Live GPS tracking submitted by the driver app at regular intervals
• Driver expense submission with receipt photos and admin approval workflow
• Document expiry tracking with centralized reminders report
• Mandatory DVIR checklists enforced before a trip can proceed
• Structured fuel logs with unit conversion, receipt capture, and approval
• Preventive maintenance schedules tracked by both distance and calendar
• Daily attendance matrix with payroll generation tied to payment type
• Immutable status logs and trip timelines for every state change

Admin Panel

Admin Panel: Operational Control Center

The web-based admin panel is the command center for fleet managers, operations supervisors, and finance teams. Every feature is designed around the daily workflows of people who run transport operations, not around generic SaaS conventions.

1. Operational Dashboard

The dashboard provides a real-time summary of the fleet’s current state. At a glance, managers can see the number of active trips, vehicles by status, pending expense approvals, drivers on duty, and upcoming maintenance or document expiry alerts. It is the first screen opened at the start of every shift.

• Active trip count with status breakdown (loading, in-transit, arrived, etc.)
• Vehicle availability summary (active vs. on-trip vs. in-maintenance)
• Pending tasks requiring admin action: expense approvals, document verifications
• Upcoming reminders: license expiries, insurance renewals, PMS due dates
• Quick-access links to critical operational modules

2. Trip Management and Dispatch

Trip management is the core of daily operations. Every trip moves through a defined state machine that enforces operational sequence, prevents unauthorized status jumps, and creates an unbroken audit trail from booking to completion.

When creating a trip, the dispatcher assigns a vehicle, a driver, and a customer. The route is defined with a pickup location, a primary drop location, and any number of intermediate stops, each with their own GPS coordinates. The system automatically calculates approximate distance, estimated travel time, and projected fuel consumption based on the vehicle’s recorded fuel efficiency.

Trip Billing Configuration

KargoLink supports eight billing models to match how different logistics businesses charge their customers:

• Fixed rate — flat fee per trip regardless of distance or weight
• Per kilometre — rate multiplied by actual distance traveled
• Per tonne — rate multiplied by cargo weight
• Per trip — identical to fixed but tracked separately by type
• Per day — day-rate contract billing
• Per hour — hourly billing for urban or short-haul work
• Per litre — fuel-linked billing for tanker or fuel transport
• Per bag — unit-count billing for agricultural or grain transport

Tax rates are applied from a configurable tax table (supporting GST, VAT, or custom names), and the system calculates base amount, tax amount, and total amount automatically.

Trip Status State Machine

Every trip follows a strict sequence of statuses. The system validates each transition and refuses invalid jumps, ensuring that operational data is always consistent:

Booked Accepted by Driver Yet to Start Trip Started Loading In Transit Arrived Unloading Completed Cancelled

Each status change is recorded in an immutable status log with the user who made the change, the timestamp, and optional remarks. Trips can also be paused at any active stage and resumed without losing timeline history. If a completed trip needs correction, a reopen function allows it to be re-activated under a controlled workflow.

Trip Documents and Proof of Delivery

Attach supporting documents to any trip — bills of lading, delivery receipts, weighbridge slips, or customer sign-off sheets. Documents are stored against the trip record and available for download at any time during or after the trip.

Trip Issue Reporting

During trip execution, drivers can report issues — breakdowns, accidents, delays, or other operational problems — directly from the mobile app. Each issue is tagged with type (breakdown, accident, delay, other), severity (low, medium, high), GPS coordinates, and photo evidence. Issues are visible in the admin panel in real time.

3. Real-Time GPS Tracking and Route History

The tracking module displays the live position of any trip on a map, plotting every GPS point submitted by the driver app. The map shows the pickup marker, drop marker, all intermediate stops, the route polyline, and the driver’s current position. Managers can search for any trip by code, driver name, vehicle registration, customer, or location.

• Live GPS point display with route polyline rendering
• Speed recorded at each tracking point for driver behavior review
• GPS signal loss and resumption events recorded in the trip timeline
• Historical tracking: review the exact route taken on any completed trip
• Route compression for performance on high-frequency tracking data
• Database-level partitioning by month on the tracking_logs table for scale
• Configurable Google Maps API key and Map ID per installation

4. Vehicle Fleet Management

Each vehicle in the fleet has a complete digital profile covering identity, compliance, operational data, and financial records.

Vehicle Profile

• Name, registration number, manufacturer, model, chassis, and engine number
• Vehicle type classification (truck, van, tanker, etc.) with custom type creation
• Fuel type and efficiency settings (manual input and system-calculated average)
• Opening and current fuel level tracking
• GPS tracker assignment for real-time tracking integration
• Vehicle photo upload
• Registration and insurance expiry dates with automatic reminders

Vehicle Documents

• Upload multiple compliance documents per vehicle (RC, insurance, permits, etc.)
• Separate front and back image storage for multi-page documents
• Expiry date tracking per document
• Centralized expiry reminders report across all vehicles and drivers
• Soft delete: archived vehicles and their history are recoverable

5. Driver Management and Compliance

Driver records go beyond basic contact information. KargoLink tracks employment terms, license compliance, document verification, and payment configuration for every driver.

Driver Profile

• Full profile: name, mobile, email, age, address, date of joining
• License number and expiry date with automated expiry tracking
• Total experience in months
• Status management: active, inactive, or suspended (with one-click suspend)
• Driver photo upload
• Reference and background notes field

Payment Configuration

• Monthly salary: fixed amount paid per month
• Daily wage: amount per working day, linked to attendance records
• Trip commission: fixed amount or percentage of trip revenue per trip completed
• Commission type can be switched per driver independently

Driver Document Verification Workflow

Admins define document types with configurable rules — whether the document requires front and back images, whether it is mandatory for all drivers, whether it has a document number field, and whether an expiry date is required. Drivers upload their documents via the mobile app. The admin panel then shows each submission in a verification queue where documents are reviewed and either approved or rejected with a written reason.

• Admin-defined document types (Driving License, Aadhar, PAN, Medical Certificate, etc.)
• Configurable: front/back requirement, document number, expiry requirement, mandatory flag
• Driver uploads via mobile app with front and back image capture
• Admin verification: pending, verified, or rejected with rejection reason
• Verified timestamp and rejected timestamp stored for compliance audit

6. DVIR — Daily Vehicle Inspection Reports

Vehicle inspections are one of the most commonly skipped compliance requirements in fleet operations. KargoLink enforces them by making inspections a gate condition on the trip workflow. If a trip is configured to require a pre-trip DVIR, the driver cannot proceed until the inspection checklist is submitted.

• Admin creates a reusable inspection template with individual checklist items
• Each item has a configurable input type: checkbox pass/fail, text entry, or select
• Items can be enabled or disabled and ordered by display priority
• Per-trip configuration: require pre-trip, post-trip, both, or neither
• Drivers submit inspections from the mobile app before or after the trip
• Results stored per item: pass/fail, text value, notes, and photo attachments for failures
• Template snapshot saved with each submission for historical accuracy
• Admin can view submission status and results for any trip inspection

7. Fuel Log Management

Fuel is typically the largest operational cost in a fleet. KargoLink gives managers a structured way to record, verify, and analyze every fuel fill-up across the fleet.

• Record fuel fills by vehicle, driver, and optionally by trip
• Support for multiple fuel units (litres, gallons, imperial gallons) with automatic conversion to a normalized litre value for reporting
• Odometer reading captured at each fill for efficiency calculation (km/litre)
• Receipt photo attachment for verification
• Approval workflow: pending, approved, or rejected with rejection reason
• When approved, a linked expense record is automatically created
• Vehicle average km/litre is recalculated from approved fuel logs
• Fuel report with date-range and vehicle filtering, per-vehicle cost breakdown charts

8. Vehicle Maintenance and Preventive Scheduling

Maintenance Records

• Log any maintenance event: service, repair, inspection, bodywork
• Service detail description and total cost
• Status tracking: planned, in progress, completed
• Receipt or invoice attachment
• Start and end date recording

Preventive Maintenance Schedule (PMS)

• Define recurring service items per vehicle (oil change, filter replacement, etc.)
• Set service intervals by distance (kilometres) and/or time (days)
• System calculates next due date based on last service date and odometer
• Overdue PMS items surface in the reminders report
• Multiple PMS schedules per vehicle for different service types

9. Tyre Management

Track individual tyres fitted to each vehicle with full lifecycle data. Each tyre record stores position (front-left, rear-right, spare, etc.), serial number, brand, model, installation date, and odometer reading at installation. This enables rotation tracking, wear analysis, and replacement planning per tyre position.

10. Incident Recording and History

Every road incident — accident, breakdown, theft, or near-miss — is recorded against the vehicle and, where applicable, the trip in progress. Each record captures description, exact GPS location, timestamp, and photo evidence. Incidents are searchable and appear in the vehicle’s full history and in the incidents report.

11. Driver Attendance

The attendance module presents a calendar-grid matrix showing all drivers against each day of the selected month. Status options per cell are: Present, Absent, Leave, and Holiday. Admins can mark all visible drivers as present in one action or update individual cells. Monthly attendance data feeds directly into payroll calculation and is exportable to CSV.

12. Driver Payroll

Payroll records are generated per driver per period. The system supports three payment methods — cheque, bank transfer, and cash — and tracks payment status as pending, paid, or partially paid. Payment dates are recorded, and all payroll history remains available for audits. Payroll amounts are calculated based on each driver’s configured payment type (monthly salary, daily wage based on attendance, or commission based on completed trips).

13. Financial Accounts and Transactions

KargoLink includes a purpose-built financial layer for tracking operational cash flows. It is not a full accounting package, but it provides the transaction visibility that operations teams need to reconcile costs against revenue.

Accounts

• Create multiple accounts: main bank, petty cash, digital wallet, etc.
• Opening balance entry with automatic current balance tracking
• Balance recalculates in real time as transactions are added
• Accounts protected from deletion if they have transaction history

Transfers

• Move funds between accounts with a reference number
• Transfer status: pending, completed, failed
• Both source and destination account balances update automatically

Transactions and Categories

All financial movements — including approved expenses, approved fuel logs, and manual entries — are recorded as credit or debit transactions linked to an account and a category. Transaction categories are fully configurable (Fuel, Maintenance, Salary, Tolls, Miscellaneous, etc.). Each transaction can be filtered by account, type, category, vehicle, and date range. Attachments such as receipts and invoices are supported.

14. Expense Management

Driver-submitted expenses go through an approval workflow before being recorded in the financial ledger. Expense types are configurable by the admin (tolls, parking, meals, loading fees, etc.). Each expense record captures the driver, the linked trip (optional), the expense date, amount, a receipt photo, and a note. When approved, a linked transaction is automatically created in the designated account.

15. Reporting Suite

The reports module provides structured, filterable views across every operational and financial data set in the system. All reports support CSV export.

Income and Expense Report

Date-range and category-filtered view of all credits and debits with monthly trend charts and net balance calculation.

Fuel Consumption Report

Total quantity (normalized to litres), total cost, average cost per litre, and fuel efficiency per vehicle with breakdown charts.

Driver Performance Report

Trip counts, total distance, on-time rates, incidents per driver, and attendance metrics in a single view.

Maintenance Report

Planned vs. completed maintenance events, total cost per vehicle, and outstanding service items.

Incidents Report

Vehicle-level incident history with type, severity, and cost summary.

Profitability Report

Trip-level revenue vs. cost analysis, cost-per-km, and margin visibility per route or customer.

Reminders Report

Consolidated view of all upcoming and overdue expiry dates: vehicle documents, driver licenses, insurance, and PMS schedules.

16. System Configuration and Settings

• Default fuel unit and fuel type for the system
• Fuel price per litre for automated cost calculations
• Google Maps API key and Map ID for tracking integration
• SMTP email configuration for OTP delivery and notifications
• Admin password management
• Stock management for spare parts inventory
• Tax rate configuration (GST, VAT, or custom)
• One-time installation wizard for first-time setup

Driver Mobile Application

Mobile App: Built for Drivers in the Field

The driver app is the operational endpoint of KargoLink. It is designed for use in real field conditions: variable network coverage, drivers who may not be technically proficient, and workflows that need to be completed quickly while managing a vehicle. The app communicates with the Laravel backend via a secured RESTful API authenticated using Laravel Sanctum tokens.

Home Screen — Active trip overview and quick actions Trip Details — Full route, destinations, and status controls Add Expense — Categorized expense entry with receipt capture Expenses List — Submitted expenses with approval status tracking

1. Driver Authentication and Account Management

Drivers register and log in using their mobile number and a password. First-time registration captures name, mobile, email, and password. Login returns a Sanctum bearer token stored securely on the device for subsequent API calls. Password reset uses an OTP delivered to the driver’s registered email address, valid for ten minutes.

• Mobile number and password registration with server-side validation
• Token-based authentication (Laravel Sanctum) with logout that invalidates the token
• OTP-based password reset via email with 10-minute expiry
• Profile update: name, email, address, profile photo
• In-app password change without requiring logout
• Account status check: suspended drivers are blocked at login with a clear message

2. Trip Execution Workflow

When a trip is dispatched from the admin panel and assigned to a driver, it appears immediately in the driver’s app. The driver progresses through the full operational sequence using controls built specifically for each stage.

• Trip list shows all assigned, active, and completed trips with status indicators
• Active trip detection: the app identifies and prominently displays the current active trip
• Accept or reject a newly assigned trip with a reason for rejection
• Start trip: captures start odometer reading and photo before the trip opens
• Step through statuses: loading, in-transit, arrived, unloading via clear action buttons
• Pause and resume a trip at any active stage for breaks, delays, or intermediate stops
• End trip: captures end odometer reading and photo; closes the trip in the system
• Update individual destination status (pending, reached, completed) as stops are visited
• Report a trip issue (breakdown, accident, delay) with severity, description, and photos
• View full trip timeline: every status change, event, and GPS signal event in sequence
• Reopen a completed trip if a correction is required, subject to admin configuration

GPS Tracking Submission

While a trip is active, the app submits GPS coordinates to the backend at defined intervals. Each point includes latitude, longitude, current speed, and the trip status at the moment of capture. The app handles connectivity interruptions gracefully: if the network is unavailable, tracking points are queued and submitted when connectivity is restored. GPS signal loss and resumption events are recorded automatically in the trip timeline.

3. DVIR — Vehicle Inspection from the App

If a trip requires a pre-trip or post-trip DVIR, the driver is presented with the inspection checklist before they can proceed to the next step. The checklist template is loaded from the server. Each item is completed based on its configured input type: tap to mark pass/fail, type in a text value, or select from a dropdown. For any item marked as failed, the driver can add notes and attach photos directly within the inspection form. Once submitted, the results are immediately visible to the admin.

4. Expense Submission

Drivers record operational expenses in the field as they occur. The expense form is intentionally straightforward: select the expense type (toll, parking, loading fee, meal, etc.), enter the amount, optionally link the expense to the current trip, add a note, and capture a photo of the receipt. Submitted expenses appear in the admin expense queue for review and approval before they are entered into the financial ledger.

• Select from admin-configured expense types (no free-text category entry)
• Amount entry with currency formatted consistently to the system locale
• Optional trip linking for trip-specific cost allocation
• Receipt photo capture or gallery selection
• Expense history list showing each submission with its current approval status
• Visibility into rejection reasons when an expense is not approved

5. Fuel Log Submission

Every time a driver fuels the vehicle, they record the fill in the app. The form captures fuel type, quantity with unit selection, cost, odometer reading, fill date, and a receipt photo. The system converts the recorded quantity to litres for standardized reporting. Fuel logs follow the same approval workflow as expenses and are automatically linked to a financial transaction upon approval.

• Fuel type selection: diesel, petrol, LPG, electric
• Quantity entry with unit selection (litres, gallons, etc.) and auto-conversion to litres
• Odometer reading for fuel efficiency calculation
• Receipt photo attachment
• Fuel log history with approval status indicators

6. Driver Document Upload and Status

Drivers can upload their compliance documents directly from the app without needing admin assistance. The app loads the list of required document types from the server. For each document type, the driver captures or selects the front side image and, where required, the back side image. Optional fields include document number and expiry date. The submitted documents are then reviewed by the admin and either verified or rejected with a written reason that is visible to the driver.

7. Incident Reporting

Drivers report incidents independently of the trip issue flow. A standalone incident record captures the event description, location (auto-detected via GPS or manually entered), timestamp, and evidence photos. Incidents are associated with the driver’s current vehicle and, if active, the current trip. All incidents are visible in the admin panel’s incident log and appear in the vehicle’s operational history.

8. Offline and Low-Connectivity Handling

Fleet operations frequently occur in areas with unreliable mobile data coverage. KargoLink’s driver app is designed to continue functioning in degraded network conditions. Trip data and checklists loaded before entering a low-signal zone remain accessible. GPS tracking points and status updates are queued locally and synchronized with the server once connectivity is restored, ensuring no operational data is lost due to network interruptions.

Key Benefits

What Fleet Operators Gain from KargoLink

Every feature in KargoLink is designed to deliver a measurable operational improvement. These are the primary outcomes fleet teams report after replacing manual processes with the system.

Full Trip Visibility

Real-time GPS position, status, and timeline for every active trip without calling the driver.

Enforced Inspection Compliance

DVIR checklists are gate conditions on trip execution. Drivers cannot skip them. Every inspection is documented with results and photos.

Controlled Expense Recording

All driver expenses go through a receipt-backed submission and admin approval process. No unverified cash claims reach the ledger.

Accurate Fuel Cost Tracking

Every fuel fill is logged with quantity, cost, and odometer reading. Efficiency is calculated automatically per vehicle.

Proactive Maintenance

PMS schedules by distance and time ensure services are not missed. Overdue items surface in the reminders report before breakdowns occur.

Document Expiry Management

Vehicle registrations, insurance policies, and driver licenses are tracked against their expiry dates with a consolidated reminders report.

Audit Trail on Every Action

Trip status logs, expense approval records, document verification timestamps, and timeline events create a complete, tamper-evident history.

Flexible Billing Models

Eight billing configurations cover how real logistics businesses charge customers, from fixed-rate contracts to per-tonne freight invoicing.

Payroll Linked to Operations

Driver attendance, trip records, and configured payment types flow into payroll generation, eliminating manual calculation.

Financial Reconciliation

Every operational event that involves money — fuel, expenses, trips — creates a corresponding transaction in the financial accounts module.

Scalable Data Architecture

Tracking logs are stored in monthly-partitioned database tables. The system handles high-frequency GPS data from large fleets without performance degradation.

Single Codebase, Self-Hosted

Built on Laravel 12 with a guided installation wizard. Runs on any standard LAMP or LEMP stack. Data stays on your own server.

Third-Party Service Cost Warning

Real-time GPS tracking and map display require buyer-configured third-party infrastructure. Google Maps Platform can require a billing account and can generate usage-based charges for maps, routes, geocoding, or other enabled APIs. Server hosting, mobile data, SSL, SMTP/email, app store accounts, and related services may create additional costs. These services and charges are not included with KargoLink and remain the buyer’s responsibility.

Summary

One System. Every Layer of Fleet Operations.

KargoLink is not a tracking tool with a few extra features. It is a complete operational system that manages the full lifecycle of fleet activity: from the moment a trip is booked and assigned, through every stage of execution on the road, to the final expense approval, invoice generation, and payroll record.

For fleet managers, it means real visibility into what is happening in the field without relying on phone calls. For finance teams, it means every operational cost has a paper trail before it reaches the ledger. For operations supervisors, it means compliance requirements — inspections, document renewals, maintenance schedules — are tracked automatically rather than manually.

Built on Laravel 12 with a RESTful mobile driver API, KargoLink is designed for transport companies and fleet operators who need a reliable, self-hosted system they can deploy on their own infrastructure and adapt to their specific workflows.