Trip & load register
Create and track every trip — driver, vehicle, trailer pairing, cargo manifest, route plan and status — from dispatch through to close-out, in one ticket per load.
Grillo Fleet Management Software
Every load, every rand, accounted for — from dispatch to final reconciliation.
Fleet management and load register software for South African local and cross-border road freight operators.
Trip tickets, fuel and cost tracking, border-post permits, driver payroll and close-outs — Grillo Fleet Management Software follows a load from the moment it's booked to the moment its true cost is known, for your own fleet and subcontracted capacity side by side.
1 load register, replacing spreadsheets, paper trip sheets and cheque books
Live compliance checks for tanker, permit and driver certificate expiry
Every deployment white-labeled and data-isolated per customer
Where the money currently leaks
Most freight operators run on some combination of spreadsheets, WhatsApp photos of diesel slips, and a trip file that only gets reconciled when the accountant finally has time. What changes, load by load, once it's on Grillo instead.
Trip costs guessed from memory or last time's invoice
Border fees and planned diesel stops loaded for the route from its template, at the rate in force
A diesel fill-up ordered without a price counts as nothing until the invoice arrives, so the trip looks more profitable than it is
Estimated from the truck's own recent consumption and the latest price per litre while the trip is open, clearly marked, then replaced by the receipt at close-out
A float handed over in dollars, reconciled against rand slips by guesswork, with the exchange rate quietly landing on the driver
Foreign cash reconciled in its own currency — one rate per purchase prices every line, the driver's slips are checked against the total issued, and the exchange-rate difference is a trip cost, never the driver's
A lapsed fire permit or driver certificate discovered at the border
Flagged on the dashboard before the truck leaves the yard
An odometer reading changed, or a permit check clicked past, with nobody the wiser
Every override needs a typed reason and lands on an exception report only the owner sees
A signed POD sitting on a driver's phone, or lost with it
Photographed straight onto the trip — by staff or the driver's own scoped upload — the moment it's signed
Subcontractor payments and costs misfiled or allocated to wrong trips
Every cost financed on their behalf nets off the invoice automatically — the amount still owed is computed, never re-typed
What's already been spent on a load that hasn't been billed yet is anyone's guess until invoicing catches up
An Unbilled Loads report shows exactly what's committed on every not-yet-invoiced load, live, not just at month-end
A route bonus paid on memory, or quietly missed when nobody counted the week's loads
Route incentives calculated automatically once a driver hits the load threshold for the week — flagged, dated, never dropped
Profitability only known at month-end, after the accountant has sifted through multiple spreadsheets
Per-trip margin visible the moment a trip closes out — own fleet or subcontracted, split with one filter
See it running
Real screens from the software, filled with sample data for a fictional fleet, TransporterX. Every deployment carries its own customer's name and logo.
Cross-border cash, reconciled in its own currency
Type the forex provider's rate once per requisition and every line's Rand works itself out. The driver's slips are checked against the total dollars issued, and the exchange-rate difference is booked to the trip — never to the driver.
Margin per trip, nothing hidden
Revenue, diesel, staff and requisition costs for every load. Trips not yet closed are marked, and diesel ordered without a price is estimated from the truck's own consumption instead of counting as nothing.
Expiries flagged before the truck leaves the yard
Permits, certificates of fitness, driver medicals and PrDPs — plus tyres below minimum tread or wearing towards it — in one list, with how many days are left on each.
Everything a load register needs to do
Grillo Fleet Management Software is built module by module around how a South African haulage operation actually runs a trip — not a generic fleet template.
Cost tracking
Fuel, tolls, subsistence, wash bay and cheque requisitions captured against the trip they belong to, rolled up into a per-trip cost summary and profitability report — each line dated to when the cost was actually incurred, not just totalled. Trips not yet closed are marked provisional, with an estimate for any diesel ordered without a price, and a closed-trips-only filter shows final figures alone.
Trip costing →Route templates
Set the rate for each border crossing cost once, bundle a corridor's crossings and its planned diesel stops — the same filling station going out and on the way back — into a named Route Template, then load a trip's cost sheet in one click, at the rate in force. The trip records which template it came from.
Cross-border trucking →Compliance checks
Live warnings when a tanker/trailer pairing or a driver isn't currently covered by a required permit or certificate — checked the moment a trip is built, not after the fact. Saving anyway needs a typed reason for each document, and a permit that doesn't apply on a route can be switched off for that route by the administrator only.
Permits & compliance →Exception reports
Every override is on record — a load saved with an expired permit, a dismissed alert, a backdated renewal, a changed odometer reading — with who, when and the reason given. Only the administrator sees the report, nobody can edit it, and a daily email lists what's new.
Permits & compliance →Odometer readings you can trust
Only the closing is typed; each trip's opening follows on from the truck's last reading, so one typo can't throw out every trip after it. Shunting and workshop runs, breakdowns with a replacement horse, and linked loads all keep the chain unbroken. An Odometer Check and a Horse Mileage report show any gap.
Trip costing →Driver & vehicle documents
Licences, permits and compliance certificates tracked with expiry dates, renewal alerts and an optional reference number per document, so an expired document — or one nobody can find the number for — is never the thing that stops a load at the border.
Trip documents & POD
Receipts and proof of delivery photographed straight onto the trip. Drivers get their own scoped upload link for one trip at a time — no login to the main system, no access beyond that one job — so a POD reaches the record before it can get lost with a phone.
Payroll & driver statements
Route-based incentive scheme, calculated automatically once a driver hits the week's load threshold, with automatic route suggestions on every new trip. Night-out and day-rate handling, plus driver statements and incentive reports generated straight from the trips a driver actually ran.
Driver payroll →Accounts processing
Invoicing status, cash reconciliation and close-out tracking per trip, with clear "not invoiced" / "not closed" flags so nothing slips through at month end. Close-out is worked one pile of paperwork at a time, each section laid out as its own small spreadsheet. Cross-border cash is reconciled in its own currency: one rate per requisition from the forex provider's completed statement prices every line, the driver's slips are checked against the total issued, and the exchange-rate difference is booked to the trip, never the driver.
Cross-border trucking →Subcontractor costs
Subcontracted loads get their own cost breakdown — invoice amounts, netting against standalone costs and payee detail — kept apart from your own fleet's trip costs.
Driver salary on every load
Enter each permanent driver's monthly cost to company once and it is shared across the loads the driver was away on, by day, into Staff Costs, so a load's margin carries its real people cost. Days on no load show as unabsorbed salary, and a Monthly Driver Cost report covers every driver.
Trip costing →Linked runs closed leg by leg
One driver, several linked loads, one pile of paperwork. Each leg closes on its own but shows the cash and diesel already captured on the other legs, warns about duplicates and walks you on to the next leg.
Automated backups
Every Standard Hosting customer gets an independent nightly backup of their data and documents, off Supabase, so your load register's history is never a single point of failure.
Tyre management
A full tyre yard system, not just a cost line. Every tyre lives on your vehicle's own axle diagram — fit it, move it to another position or vehicle, or pull it, and its complete fitment history travels with it. Tread depth gets logged per visit (inner, centre, outer) from a phone-friendly screen built for a yard walk-around, with low-tread and wear-projection alerts surfacing before a tyre hits its limit — not after. A truck with a tyre below the despatch minimum (6 mm by default) can't be put on a load until the tyre is re-measured or replaced. A tyre survey checks every position against the record and puts anything not found on a Missing Tyres list, and only the administrator can write one off. Six built-in reports cover the fleet at a glance, and vehicle maintenance costs feed into the same per-trip cost picture as fuel, tolls and everything else.
Tyre management →How it works
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1
Dispatch logs the trip
Driver, vehicle, trailer, route and cargo go in as the load leaves — the trip ticket is the single record everything else attaches to.
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2
Costs and documents attach as the trip runs
Fuel, tolls, border costs and cheque requisitions get captured against the trip; permit and certificate checks run automatically at the same time.
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3
Office closes it out
Cost summaries, driver statements and invoicing status roll up per trip, so close-out and payroll are working from the same numbers as dispatch.
How it's deployed
Your business, your data
Isolated
One deployment per customer, on its own database — nothing shared or pooled with anyone else on the platform.
Audited
Every trip and cheque requisition create, edit, void and close-out is logged automatically — a record for when a number needs explaining.
Backed up
Every Standard Hosting customer gets an independent nightly backup, off Supabase entirely — data and documents both.
Two-step sign-in
Every office login needs a six-digit code from an authenticator app after the password, and the database enforces it, so a stolen password alone gets nothing.
Save safeguards
A save that would wipe or badly shrink a list is stopped, two people saving at once never silently overwrite each other, and every save ends in a clear "Saved" or an error.
Scoped per login
Whole modules can be switched off for the business, or hidden for just one login — a tyres-only user, or someone who simply doesn't need Payroll.
In the browser
Nothing to install. Runs from the office, the yard, or a phone at the border, and stays in sync across every screen it's open on.
Interested in Grillo for your fleet?
Every deployment gets its own branding, its own Supabase project and its own data — nothing is shared between customers. Get in touch and we'll set yours up.