A corporate rate card shouldn't be a monthly argument
You signed a 26-day monthly contract with a large customer at ₹42,000 per vehicle plus ₹12/km beyond 2,600. Six months in, operations keeps using the old ₹38,000 rate. Month-end invoicing is a reconciliation fight. Rate contracts with versioning, auto-apply, and immutable snapshots change that.
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| Item | Amount |
|---|---|
| Base fare (8 hrs / 80 km — Innova) | ₹4,500.00 |
| Extra hours (0) | ₹0.00 |
| Extra km (0) | ₹0.00 |
| Driver allowance | ₹300.00 |
| Toll | ₹150.00 |
| Subtotal | ₹4,950.00 |
| CGST @ 2.5% | ₹123.75 |
| SGST @ 2.5% | ₹123.75 |
| Total | ₹5,197.50 |
Illustrative view — data shown is for demonstration only.
Without it
- ×Corporate signs a 26-day monthly contract with custom rate card; your dispatcher keeps using the generic 8hr/80km rate by habit
- ×KM carry-forward from October unused 220 km — nobody applies it in November, customer reads their own contract and disputes
- ×Holiday rates (Diwali, Republic Day) — supposed to be 1.5x per the contract, but the driver billed regular rate
- ×Month-end: 26 duty slips, one per day, all to be manually summed into a single consolidated invoice in Excel
- ×Rate change mid-term — nobody knows which bookings used old rates and which used new, audit nightmare
With Travel Softdrive
- Rate contracts are versioned — the rate applied is always the version that was active when the booking was created
- Auto-duty generation — define a 26-day template once, all daily duties for the month get created in one click
- KM carry-forward runs automatically month-over-month, configured per contract
- Holiday rates apply based on the configured calendar — Diwali, Republic Day, Eid, regional holidays
- Monthly consolidated pre-invoice aggregates all 26 daily duties into one bill the customer's AP team can approve at once
What's inside
22 / 24 / 26 / 30-day contract cycles
Pick the cycle that matches the customer's shift pattern. Template defines rate, included KM, included hours, allowances, holiday policy — applied to every generated duty.
Auto-duty generation from template
Hit Generate for October — 26 daily duties appear in draft, each with the right guest, vehicle, driver, pickup, rate snapshot. Review, publish, done.
Immutable rate snapshots per booking
The rate card version active at booking creation is snapshot onto that booking. Change the parent rate tomorrow — every booking already created keeps its original rate. No retroactive surprises.
Holiday rates with calendar
Define the holiday calendar once per contract — Diwali, Dussehra, Republic Day, Eid, customer-specific days — and the rate engine applies the holiday multiplier automatically.
KM carry-forward month-over-month
Unused KMs from this month roll over to the next, within contract limits. Calculation is automatic — no spreadsheet math, no arguments.
Consolidated monthly invoicing
26 pre-invoices → 1 monthly consolidated invoice for the customer. All line items preserved for their AP team, all GST applied correctly, one IRN.
Bulk duty closure
At month-end, close all 26 duties for the contract in one click (after verifying odometer photos and signatures are in place). Cuts an afternoon of clicking down to 30 seconds.
Rate approval workflow
Propose new rates, route through review, approve, activate. Nothing live until approved. Audit trail survives — who proposed, who approved, when.
A Bengaluru operator runs three corporate monthly contracts without a reconciliation fight
A Bengaluru operator runs three 26-day monthly contracts — two for IT majors in Whitefield and Manyata, one for a Marathahalli BFSI customer. Each has 8-12 dedicated vehicles at contracted rates: sedan at ₹42,000/month + ₹11/km beyond 2,600; SUV at ₹58,000/month + ₹15/km beyond 2,800; airport-transfer surcharge on Diwali, Independence Day, and Republic Day at 1.25x. Before Travel Softdrive, the billing team spent the first 5 working days of every month reconciling claimed KM against contract KM, applying holiday rates by hand on some slips and forgetting on others, and assembling a consolidated invoice in Excel that was always disputed on one line. After switching: the 26 daily duties auto-generate from the contract template on the 1st of the month, the rate snapshot locks in the correct custom rate, holiday rates apply from the calendar, the month-end bulk closure action closes all 26 duties at once, and the consolidated pre-invoice drafts itself with every line item linked back to its duty slip. Billing close time dropped from 5 days to one afternoon, and disputes dropped to near zero because every line has GPS-backed evidence attached.
Illustrative scenario based on typical operator workflows.
Frequently asked questions
What contract cycles do you support?+
22, 24, 26, and 30-day cycles out of the box. Custom cycles can be configured — we've seen 20-day, 28-day, and rolling-month variants in corporate contracts.
How does KM carry-forward actually work?+
You configure carry-forward per contract — full carry, partial carry, or no carry. At month-end, unused KMs within the limit carry into next month's included pool. Calculation runs automatically.
Can different vehicles on the same contract have different rates?+
Yes — rates are by vehicle group (sedan, SUV, premium sedan, etc.) within the same contract. The rate card handles the matrix.
What happens if the rate card changes mid-contract?+
Every booking already created carries its immutable rate snapshot from the version active at booking time. New rates apply only to bookings created after activation — no retroactive rewriting.
Can we bill monthly but keep the daily duty slips for the customer to verify?+
Yes. The consolidated invoice has all 26 daily duty slips attached as supporting evidence — each with GPS, odometer photos, guest signature. Customer AP teams love it.
Works seamlessly with the rest of the platform
Booking Management
Monthly contracts are one booking type among many — single, bulk, multi-leg, monthly — same workflow.
Rate Management
Rate cards with versioning, approval workflow, immutable snapshots, vehicle-group pricing.
Invoicing & Billing
Consolidated invoicing — 26 duties → 1 monthly bill with full line items and GST.
Stop reconciling monthly contracts in Excel
Book a demo. We'll set up a live 26-day contract with rate card, holiday rates, and KM carry-forward, then walk the end-of-month consolidated invoice.
No credit card required. Credits never expire.