Expiry Calendar and Renewal Desk
Three hundred dates. One calendar. Nothing missed.
A 50-truck fleet with 60 drivers carries more than 300 dates, each set by a different office. PRACHSO puts every one on a single calendar, turns each upcoming expiry into a renewal task, and keeps a Fit to dispatch list for the ops desk.
- PB 10 OI 4127Next: PUC, 16 Nov 2026 Fit
- PB 08 IO 2291Fitness expired 9 Nov 2026 Hold
- UP 32 OO 7710Next: Insurance, 29 Nov 2026 Fit
- TN 09 OI 3305Next: Fitness, 30 Nov 2026 Fit
- MH 04 II 8820PUC expired 5 Nov 2026 Hold
- MH 43 OI 1196Driver licence expired 28 Oct 2026 Hold
- TS 07 IO 4402Next: PUC, 2 Dec 2026 Fit
- PB 65 OO 5508Next: NP authorisation, 1 Mar 2027 Fit
58
dates on the calendar for 8 trucks and 8 drivers
3
expiring in the next 7 days
7
expiring in 8 to 30 days
3
already lapsed, trucks held
The calendar
Pick a day. See what lapses, and who is on it.
November to January for the synthetic fleet. Filter by document type, pick any day with dots, and the matching renewal task lights up on the Renewal Desk.
12 Nov 2026 (today)
Nothing expires on this day. Pick a day with dots.
- Booked
Fitness · PB 08 IO 2291
Munshi, Ludhiana · ATS slot, Ludhiana
Due 9 Nov 2026 · Quoted ₹3,800
- Awaiting VAHAN
PUC · MH 04 II 8820
Driver Sandeep Patil · PUC centre, Bhiwandi
Due 5 Nov 2026 · Quoted ₹450 · Paid ₹450
- Renewed
Insurance · MH 43 OI 1196
Owner · Insurer renewal quote
Due 14 Nov 2026 · Quoted ₹68,400 · Paid ₹66,900
- Open
PUC · PB 10 OI 4127
Driver Salim Qureshi · PUC centre on NH 44
Due 16 Nov 2026 · Quoted ₹450
- Open
Insurance · UP 32 OO 7710
Owner · Insurer renewal quote
Due 29 Nov 2026 · Quoted ₹82,500
- Open
NP authorisation · MH 04 II 8820
Munshi, Bhiwandi · Online, by munshi
Due 29 Nov 2026 · Quoted ₹16,500
- Open
Fitness · TN 09 OI 3305
Munshi, Chennai · ATS slot, Chennai
Due 30 Nov 2026 · Quoted ₹4,100
Documents tracked
Thirteen kinds of paper, each on its own clock.
Validity periods follow the Motor Vehicles Act and the Central Motor Vehicles Rules, and vary by state and vehicle. PRACHSO takes each actual date from the record, so the cycle here is a guide, not a guess about your truck.
| Document | Usual cycle | Who acts |
|---|---|---|
| Fitness certificate | Two years for a new transport vehicle, then renewed on the cycle CMVR rule 62 sets by age | Munshi books the test, driver takes the truck |
| National permit | Multi-year permit from the home state | Munshi files, owner pays |
| NP annual authorisation | Paid online every year, even though the permit runs longer | Owner pays |
| State goods or contract carriage permit | As issued by the state transport authority | Munshi files |
| Insurance | Annual policy; third-party cover is required under Section 146 | Owner pays |
| PUC | Commonly one year for BS-IV and BS-VI vehicles, six months for others | Driver takes the truck |
| Road tax | Quarterly, annual or one-time, by state | Owner pays, munshi files |
| Speed governor certificate | Tracked with the fitness test, where rule 118 applies | Munshi |
| VLTD certificate | Where it applies to the vehicle; AIS-140 covers public service vehicles | Munshi |
| RC validity | Registration validity, and re-registration where due | Owner |
| Driver licence | Five years for a transport licence | Driver, reminded by the munshi |
| Hazardous-goods endorsement | One year | Driver, with the training certificate |
| Custom documents | PESO licences, a principal's vehicle approval, gate passes | Whoever you assign |
Renewal Desk
Every expiry becomes a task with a name, a cost and proof.
What one task holds
- Assignee
- Owner, munshi or driver, by document type
- Agent or insurer
- Your RTO agent, the testing station, or the insurer's renewal desk
- Documents required
- e.g. fitness needs RC, insurance, PUC, speed governor and reflective tape certificates
- Quoted and actual cost
- So accounts sees the difference between the quote and the receipt
- Nearest testing station
- Noted on fitness tasks where an automated testing station is mandatory
- Proof of renewal
- The new document, attached on completion and checked against VAHAN
By date
The month, colour-coded. Red is lapsed, amber is inside 30 days.
By vehicle
Every date on one truck, the way the file in the almirah used to look.
By document
All PUCs due this month, so the driver schedule can be planned around them.
By branch
Ludhiana sees Ludhiana. The owner sees all branches.
Fit to dispatch today
Every truck whose documents are all valid and whose driver's licence is valid. 5 of 8 in this fleet this morning.
Renewal spend
What the papers cost, per truck, per month.
Quoted against actual for every renewal, exportable to Excel, Tally Prime or Zoho Books. November so far: ₹67,350 paid against ₹1,76,200 quoted across 7 tasks.
| Vehicle | Renewal | Due | Quoted | Actual |
|---|---|---|---|---|
| PB 08 IO 2291 | Fitness | 9 Nov 2026 | ₹3,800 | Open |
| MH 04 II 8820 | PUC | 5 Nov 2026 | ₹450 | ₹450 |
| MH 43 OI 1196 | Insurance | 14 Nov 2026 | ₹68,400 | ₹66,900 |
| PB 10 OI 4127 | PUC | 16 Nov 2026 | ₹450 | Open |
| UP 32 OO 7710 | Insurance | 29 Nov 2026 | ₹82,500 | Open |
| MH 04 II 8820 | NP authorisation | 29 Nov 2026 | ₹16,500 | Open |
| TN 09 OI 3305 | Fitness | 30 Nov 2026 | ₹4,100 | Open |
| November total | ₹1,76,200 | ₹67,350 | ||
Which documents can the calendar hold?
Fitness, national permit and annual authorisation, state and contract carriage permits, insurance, PUC, road tax, speed governor and VLTD certificates, RC validity, driver licences and hazardous-goods endorsements. You can add custom documents such as PESO licences, a principal's vehicle approval or gate passes.
How does road tax work when every state is different?
Road tax is charged under each state's taxation act, quarterly, annually or one-time depending on the state and vehicle. PRACHSO takes the paid-up date from the record and schedules the next due date to the state's cycle.
Who sees the Fit to dispatch list?
Anyone in the office with access to that branch. It lists every truck whose documents are all valid today and whose assigned driver's licence is valid, so the dispatcher knows before a load is promised.
Can renewal costs go to accounts?
Yes. Every task carries quoted and actual cost, and the monthly spend report exports to Excel, Tally Prime or Zoho Books on the Growth plan.
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.