Month-end checks for trucking companies
The mistakes that cost money at month-end are usually sitting in the data already: a truck on two loads at once, a night out on a day the driver was home, a requisition nobody printed. Grillo Fleet Management Software lists them for the month, so they're fixed before the books close.
One list for the month
Pick a month and the checks run over every load in it. Each finding names the load, vehicle or driver, what is wrong and the figures behind it. Nothing is changed by running them, and the list can be printed.
What it checks
A horse, trailer or driver on two loads at the same time. Fuel consumption below or above the range you'd expect, and a load's cost per km far from the same route's usual, judged against that route's own history. Permits and certificates as they stood on the last day of the month, so a lapse that was renewed later still shows.
Cheque requisitions never printed, or raised after the trip was closed out. A cash shortfall at close-out that never reached payroll. Night outs against the days the driver was actually away, in both directions. Loads not returned, not closed out or not invoiced, km with no diesel litres, and one invoice number on two unrelated loads. A run of linked loads is judged as one run throughout.
Accepted with a reason, then signed off
A finding that is genuinely fine is accepted with a typed reason and stays on the list, marked accepted. When the month is reviewed it is signed off. Accepting, signing off and reopening are recorded with who and when, and nobody can edit or delete them. Anything new found after the sign-off is called out.
Under the findings, the month's overrides from the exception report are summarised by type, with who made them.
Many problems are caught on the day
Some checks run when the work is captured, not a month later. Saving a load asks when its dates are in an impossible order, or when the horse or driver is still out on another load. Closing a trip asks about requisitions that were never printed, and fuel consumption out of range needs a reason and is on the next morning's exception email.
Common questions
Who can see the month-end checks?
Only the administrator who sees the exception report.
Does running the checks change any data?
No. They only read the month's loads. Accepting a finding or signing off the month is recorded separately and changes nothing else.
Are tolls part of the month-end checks?
No. Toll passes have their own monthly check and sign-off on the Toll Cards screen.
See it on your own routes and rates
Every deployment gets its own branding, its own database and its own data. Book a demo and we'll show you it running on sample data.