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.
Built for South African local and cross border road freight
Every load, every rand, accounted for — from dispatch to final reconciliation.
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, tolls and insurance pulled in automatically for the route, at today's rate
A lapsed fire permit or driver certificate discovered at the border
Flagged on the dashboard before the truck leaves the yard
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
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.
Route templates
Set the going rate for a border crossing, insurance or standing fee once, bundle what a known corridor needs into a named Route Template with its planned diesel stops, then load a trip's entire cost sheet in one click — always at today's rate, never re-typed.
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.
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.
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. Cross-border trips reconcile cash by currency at close-out — advanced vs. accounted for, an entered exchange rate per currency, and a cross-check against what was actually issued to the driver — before anything is converted to Rand.
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.
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. 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.
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.
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.