Register and Excel vs PRACHSO
The register knows what the munshi wrote. VAHAN knows the date.
The same 50-truck fleet, tracked two ways for one week. No product is perfect, but a sheet that nobody opens cannot remind anybody.
- MH 43 OI 1196InsuranceSheet 14 Nov 2027VAHAN 14 Nov 2026
Renewal typed a year ahead; policy not renewed
- PB 08 IO 2291FitnessSheet 9 Nov 2027VAHAN 9 Nov 2026
Test booked, never completed
- MH 04 II 8820PUCSheet 5 May 2027VAHAN 5 Nov 2026
Six-month PUC entered as one year
- UP 32 OO 7710InsuranceSheet 29 Nov 2026VAHAN 29 Nov 2026
Matches
The munshi's register and the Excel sheet are free, flexible and understood by everyone in the office. They fail in the same three places: somebody has to type every date, nobody is reminded unless they open the file, and challans never appear in them at all.
Side by side
Register or Excel vs PRACHSO, point by point.
| Topic | Register or Excel | PRACHSO |
|---|---|---|
| Where the dates come from | Typed by the munshi from the paper copy | Read from VAHAN and SARATHI through authorised channels |
| When a date changes | Updated if someone remembers to | Re-checked automatically, with mismatches flagged |
| Reminders | None, unless the sheet is opened and sorted | WhatsApp at 30, 15, 7 and 1 days, to the person who acts |
| Driver gets told | By phone, if the munshi calls | On WhatsApp, in his language, with the testing-station date |
| Escalation | None | Owner or manager told if nobody acts |
| E-challans | Not in the sheet at all | Checked daily per vehicle, assigned to the driver on duty |
| Documents at a checkpoint | Photocopies in the cabin, if current | Roadside Pack link or QR code with every valid document |
| Renewal cost per truck | Spread across the ledger and the agent's bills | Recorded on each renewal task, exported to Tally Prime or Zoho Books |
| When the munshi is on leave | The register waits for him | Tasks reassign; the calendar is the same for everyone |
| Cost | Free, plus the munshi's time | From ₹149 per vehicle a month, drivers free |
How it plays out
The same fleet, two ways.
Register or Excel
- MondayMunshi sorts the sheet by fitness date. Two trucks due this month. He calls the agent.
- TuesdayA truck's insurance renewal from last month was never typed in. The sheet shows it expired.
- WednesdayDriver held at a checkpost for PUC. The PUC column was sorted, but nobody looked at it this week.
- FridayOwner asks what the papers cost this quarter. The answer is in three ledgers and the agent's bills.
With PRACHSO
- MondayOwner gets the weekly summary on WhatsApp: 6 dates due in 30 days, 2 in 7 days.
- TuesdayRegistry re-check finds the renewed insurance. The date updates itself and the alert clears.
- WednesdayPUC reminder reached the driver 7 days ago in Hindi. He tapped Done after the test.
- FridayRenewal costs export to Tally Prime with the truck number on every line.
What you keep
Keep the register if you like
Some owners keep a paper register as a habit. PRACHSO exports the full calendar to Excel or Google Sheets whenever you want a copy you can print.
Moving over
- 1Send your Excel or a photo of the register index.
- 2The team imports it and fetches every record from the registry.
- 3You get a mismatch list: every date in your sheet that disagrees with the record.
- 4Reminders start on the dates the registry holds.
Questions fleet owners ask
Our Excel works fine. Why change?
If nothing has lapsed in a year, it may be working. The test is simple: run a free fleet scan on 25 trucks and compare the result with your sheet.
Can we export everything back to Excel?
Yes, at any time, and in full on exit. Your data stays yours.
Will the munshi lose his job to this?
His job changes from typing dates to closing renewals and chasing challans. That is the part that needs a person.
Know every expiry before the checkpoint does.
Send us your vehicle list. We load your fleet and show you every date and every pending challan on the call.