Driver Khata App — Track Driver Advances, Expenses and Salary
Every transport owner keeps a driver khata: the advance given before a trip, the diesel and toll the driver paid from it, the salary due at the end of the month, and what is left over. Kept in a diary or on WhatsApp, it is the account most likely to end in an argument.
Trucksarthi keeps a running khata for each driver. You and the driver see the same entries and the same balance, each expense can carry a photo of its receipt, and the balance follows clear rules, so the hisaab at the end of the month is a number you both already agree on.
What you record
- Advances given to the driver before or during a trip.
- What the driver paid on the road: diesel, FASTag recharge, loading and unloading, challans, food and other spends, each with an optional receipt photo.
- Salary, with a month-by-month salary summary per driver.
- Fuel entries record who paid — the owner or the driver — and the payment mode.
- Every entry can be tied to the trip and truck it belongs to.
How the balance is worked out
The balance tells you how much the driver holds of your money, or how much you owe him. Three rules keep it honest, and the owner app, the driver app and the server all follow them:
- Salary is the driver’s earning. Recording it does not reduce what he holds of your advance.
- Diesel the owner paid for directly does not count against the driver, even when the driver is the one who entered it.
- Anything bought on credit moves no balance until it is settled, because the pump or shop is carrying it, not the driver.
The driver has his own app
The free Trucksarthi Driver app shows each driver his own khata, advances and trip details, and lets him record expenses with a receipt photo as they happen. Entries made on the road without signal are saved on the phone and sent when the network returns. A driver who works for more than one owner can switch between them, and each owner sees only his own business.
With the driver’s permission, the app can also share his location while he is on a trip, so you can see where the truck is without a GPS box. The driver can pause sharing at any time.
Why owners switch from a diary
- No lost receipts: the photo is saved with the entry.
- No end-of-month surprises: the driver sees the same balance you do, every day.
- No double entry: diesel recorded in the driver khata also shows in that truck’s expenses.
- Works across your fleet: every driver’s balance in one place.
Driver khata questions
Does the driver have to pay for the driver app?
No. The Trucksarthi Driver app is free for drivers on Android and iOS. The owner registers the driver from the owner app, and the driver signs in with his own mobile number.
Why does adding salary not reduce the driver’s balance?
Because salary is money the driver earned, not money he spent from your advance. The balance shows what he holds of your money; salary is settled separately when you pay it.
Can drivers add expenses without network?
Yes. Entries and receipt photos are saved on the phone and delivered automatically when the connection returns, and they are not lost if the app is closed in between.
Do I need a GPS device to see where my driver is?
No. Location comes from the driver’s phone while he is on a trip and has agreed to share it. It is not a replacement for a fitted GPS tracker if you need one that works when the phone is off.
Try it on your own trips
Every feature is open for 30 days, with no card needed. Install the app, sign in with your mobile number, and add one truck and one trip to see it work.