Stop losing revenue to billing disputes
Customer says 'we didn't authorize extra KMs' or 'this toll is wrong' or 'the rate was ₹11, not ₹14'. You have no proof. You issue a credit note and move on. That ₹3,200 becomes ₹32,000 over the year. Every one of those disputes is preventable.
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Vehicles on duty (5)
- 18 kmKA-01-AB-1234On duty
- 42 kmRJ-14-CD-5678Returning
- 5 kmKA-03-EF-9012On duty
- —KA-05-GH-3456At pickup
- 73 kmDL-02-JK-7890On duty
Illustrative view — data shown is for demonstration only.
Without it
- ×Customer's travel admin in Gurgaon disputes 62 extra KMs — your only evidence is the driver's handwritten slip, so you issue a credit note
- ×'Rate was ₹12, you billed ₹14' — yes the rate card was revised last month, but nobody recorded which rate applied when the booking was created
- ×A toll charge of ₹410 is questioned — you have no receipt, driver can't remember, you absorb it
- ×Corporate AP team asks for proof on a trip from two months ago — you have a paper slip 'somewhere in a file'
- ×Night halt charge disputed — no guest signature, no timestamped proof the car actually stayed over
With Travel Softdrive
- Every duty has a GPS polyline, start and end odometer photos, guest digital signature, exact start and end timestamps
- Rate snapshot is immutable — the rate at booking creation is locked; you can prove exactly what the contract said
- Pre-invoice chat — the customer comments on the disputed line, you respond with the GPS replay attached, resolved inline
- Full audit trail — every booking edit, rate change, driver assignment, and state transition is logged with user + timestamp
- Toll, parking, night halt — supporting photo/receipt attachments on the duty slip, stored forever
What's inside
GPS polyline as evidence
Every completed duty has a replayable GPS polyline — the actual route driven with timestamps. Dispute over 'why did the car go through Koregaon Park?' becomes a 30-second replay showing a highway closure detour.
Odometer photos at start and end
Start and end odometer captured as photos from the driver's phone. Claimed KM = end − start, and the photo is the evidence. No handwriting to argue about.
Guest digital signature
At duty completion, the guest signs on the driver's phone. That signature is the customer's acknowledgement of KMs, hours, and extras — before the invoice is even raised.
Immutable rate snapshot
The rate card version active at booking creation is locked to that booking. Even if you revise rates tomorrow, every existing booking carries its original rate — customer can't dispute based on a 'different rate last month'.
Pre-invoice dispute chat
Before the final invoice, the customer reviews the pre-invoice and can comment on any line. You respond inline with evidence. Dispute closes in the pre-invoice — never becomes a credit note.
Complete audit trail
Who created the booking, who allotted the driver, who accepted, who edited, when the duty started, every GPS ping, the invoice revision history — all logged. Pull it up in one click.
Attachment slots for tolls and extras
Toll, parking, night halt expenses have photo/receipt attachment fields on the duty. Photograph the receipt, upload on the app, bill with evidence — not just an unexplained line item.
Credit/debit notes with full trail
When a genuine correction is needed, the credit note links to the original invoice, carries the reason, and preserves the audit chain — clean for GSTR reconciliation and for the customer's books.
A Chennai operator recovers ₹4.8 lakh/year in previously written-off disputes
A Chennai operator with 42 vehicles, mostly corporate contracts with IT and manufacturing customers across the city, was writing off roughly ₹40,000 per month in disputed line items — 'extra KM not authorised', 'toll too high', 'rate was different', 'night halt not approved'. That's ₹4.8 lakh a year absorbed as bad billing. After moving to Travel Softdrive, every duty carried GPS-attested KMs with a replayable polyline, start/end odometer photos, guest signature at close, and toll/parking receipts photographed by the driver at the time. The first month's disputes dropped by 70% because customers reviewing the pre-invoice saw the evidence inline before the final was even raised — they corrected their own memory, not your billing. By month three, the write-off pool had collapsed to under ₹5,000/month — the rest of the ₹4.8 lakh went straight to the bottom line.
Illustrative scenario based on typical operator workflows.
Frequently asked questions
Can customers actually see the GPS replay themselves?+
Yes — you can share the duty replay link with the customer, or show it during the pre-invoice chat. The customer sees the exact polyline with timestamps. Most disputes close the moment they see it.
What if a driver forgets to capture an odometer photo?+
The duty can't close without start and end odometer photos. If genuinely missed, ops can close manually with a reason logged — it shows on an exception report, so you're not silently letting evidence lapse.
Is GPS evidence enough to legally recover disputed amounts?+
In our customers' experience, the combination of GPS polyline + odometer photos + guest signature has been more than enough to close customer AP disputes — which is 99% of the problem. Actual legal recovery is rare once the evidence is strong.
What if the rate card was wrong when the booking was created?+
Then the dispute is about the rate card, not the billing. You can revoke the invoice, fix the rate, re-issue — but with a reason logged, not silent editing. Audit trail survives.
How far back can we retrieve duty evidence?+
As long as your account is active, duty slips, GPS polylines, photos, and signatures are retained. We've pulled evidence on 14-month-old trips during enterprise audits.
Works seamlessly with the rest of the platform
Turn disputes from write-offs into 10-minute resolutions
Book a demo. We'll show a disputed duty — GPS replay, odometer photos, guest signature, audit trail — resolve it live, and quantify what that means for your write-off pool.
No credit card required. Credits never expire.