CHAUFFEURS
A private fleet ledger built for ABC Limousine — every trip, expense, cash float, and driver salary tracked in one place, with approval control and clean monthly accounts.
One system to run the whole fleet
CHAUFFEURS replaces paper notebooks and scattered WhatsApp messages. Drivers log their own trips and expenses from their phone. The office reviews and approves them. At the end of the month, salaries, profit, and reports are calculated automatically — no manual adding up.
The problem it solves
Tracking how much each driver earned, how much cash they hold, what was spent on fuel and tolls, and what salary is owed — all by hand — is slow and error-prone. This app does it in real time.
Who uses it
Drivers enter their daily work. The Master (owner) and office staff (Operations / Accountant) review, approve, and pull reports. Each person sees only what their role allows.
Four roles, clear boundaries
Every account is created with a role. The app shows different screens and powers depending on that role — so a driver can never see company-wide money or approve their own work.
Master
Full control. Adds users, edits or deletes any trip, sees all reports, salaries, and the complete company ledger. Cannot lock itself out.
Operations Manager
Reviews and approves driver entries, sees all drivers' data and the full ledger, and exports reports.
Accountant
Handles salary settlements and payments, sees reports and ledgers, and exports Excel files.
Driver
Logs own trips, expenses, and petty cash from the phone. Sees only their own entries, ledger, and approval status — nothing about other drivers.
From the road to the books
The everyday cycle is simple and disciplined — nothing enters the accounts until the office approves it.
Driver logs
Driver enters the trip — route, customer name, fare, payment type — plus any expense or petty cash.
Pending
The entry sits as "Pending". The driver can see it but it doesn't count yet.
Office approves
Operations or Master reviews and approves. Only then does it hit the ledger.
Books update
Ledger, cash balance, commission, and salary all recalculate automatically.
Everything the fleet needs
Trip entry
Direction (Bahrain → KSA, point-to-point, etc.), pickup & drop, fare, and mandatory customer name with autocomplete for repeat customers. Payment can be Cash, Credit (to company), or Partial — where typing one side auto-fills the other.
Expenses
Each expense is logged by category (fuel, toll, insurance, and more) so the month-end report shows exactly where money went.
Petty cash float
Cash given to a driver for trip expenses. It's tracked in the driver's cash balance — and any leftover at month-end carries forward automatically as next month's opening balance. Kept fully separate from salary and profit.
Salary & commission
Each driver has a basic salary plus a commission rate over a threshold (e.g. 6% over 1000 BHD) and Riyadh-trip bonuses. Earnings are calculated automatically from approved trips.
Salary advance & settlement
Record mid-month salary advances. At settlement the app shows the exact balance: still to pay the driver, or what the driver owes back. (See the example below.)
Ledger
A running cash position. The office sees the full company ledger across all drivers; each driver sees only their own.
Monthly report & Excel
Pick a whole month or a custom date range. Get total trips, revenue, expenses by category, petty cash, handovers, salaries, balance and profit — exportable as a multi-sheet Excel file.
Built-in AI assistant
A quick assistant inside the app to answer questions and help navigate the data.
Salary settlement, made obvious
The formula is: Balance = Earned − Salary Advance − Paid. Petty cash is never mixed into this — it lives in its own cash-balance world.
Example A — still owed
Example B — overpaid
| Money type | Cash balance | Profit | Salary |
|---|---|---|---|
| Trip fare — cash | Adds | Revenue | Via commission |
| Trip fare — credit | — | Revenue | Via commission |
| Expenses | Subtracts | Expense | — |
| Petty cash | Adds | No | No |
| Salary advance | No | No | Subtracts |
| Handover to company | Subtracts | No | No |
Built so the numbers can't be gamed
Security isn't an afterthought — it's enforced at the database level, not just hidden in the screen.
Role protection
A driver can't promote themselves or change their own role — enforced in the database, not just the interface.
Driver data privacy
Even if a driver tampered with a request, the database returns zero rows for any data that isn't theirs.
Audit trail
Every edit and delete is logged with who did it and when — a permanent record.
Owner safeguard
The Master can't accidentally delete or deactivate their own account and lock themselves out.
Approval gate
Nothing affects the accounts until the office approves it. No auto-approval.
Secure login & HTTPS
Each user has their own login. The site runs on its own domain with an automatic SSL certificate.
How it's built
A modern web app — works on any phone or computer browser, nothing to install.