Live Documentation
Vendor Platform
Complete Guide
Everything a vendor needs to know — from registration and KYC to fleet setup, staff management, quotes, bookings, and financial tracking.
2M+
Bookings
10K+
Vendors
150+
Cities
8
Services
📋 Introduction
What is the Vendor Platform?
The TransRentals Vendor Platform is a full-featured B2B dashboard for transport vendors. Vendors can register, get verified, list their services and fleet, respond to customer quote requests, manage direct bookings, track staff, and monitor their financials — all from a single dashboard.
✅ Multi-service support (Bike, Car, Bus, Truck, Luxury, Equipment)
✅ Web dashboard + Mobile app (JWT-based)
✅ Real-time chat with customers
✅ Fleet tracking with docs, maintenance, fuel
✅ Staff management with attendance & payroll
✅ P&L tracking per booking with expense breakdown
🗺️ Full Journey
Complete Vendor Lifecycle
End-to-end flow from first visit to daily operations
Register
Create account
→
Upload KYC
GST, PAN, Docs
→
Admin Review
Verification
→
Approved
Full access
→
Request Services
+ Locations
→
Add Fleet
Vehicles + Staff
→
Quotes
Respond to leads
→
Manage Trips
Accept → Complete
→
Financials
Earn + Track
flowchart TD
A([🚀 Vendor Visits Platform]) --> B[Register with\nEmail + Phone + Business Info]
B --> C{Validation\nPassed?}
C -->|No| B
C -->|Yes| D[Account Created\nStatus: DOCUMENTS_PENDING]
D --> E[Upload KYC Documents\nGST · PAN · Address Proof · Aadhaar]
E --> F[Status: UNDER_REVIEW]
F --> G{Admin\nDecision}
G -->|Reject| H([❌ REJECTED\nContact Support])
G -->|Approve| I[Status: APPROVED\n✅ Full Dashboard Access]
I --> J[Request Services\nBike · Car · Bus · Truck etc]
I --> K[Request Locations\nCities & States]
J --> L{Admin\nApproves?}
K --> L
L --> M[Services & Locations Granted]
M --> N[Add Fleet Vehicles\nUpload Photos · Set Pricing]
M --> O[Add Staff\nDrivers · Helpers · Mechanics]
N --> P[Vehicle Verified by Admin]
O --> Q[Staff Active]
P --> R{Booking\nSource}
Q --> R
R --> S[Platform Quote\nRequests from Customers]
R --> T[Direct Booking\nWalk-in · Phone · Shared Form]
S --> U[Vendor Submits Quote]
U --> V{Customer\nAccepts?}
V -->|No| W([Quote Expired/Rejected])
V -->|Yes| X[Booking Confirmed\n+ Payment Received]
T --> X
X --> Y[Assign Driver + Vehicle]
Y --> Z[Trip In Progress]
Z --> AA[Trip Completed]
AA --> BB[Collect Payment\nTrack Expenses]
BB --> CC[Financials Updated\nNet Earnings Calculated]
CC --> DD([💰 Payout to Bank])
style A fill:#7C3AED,color:#fff
style I fill:#059669,color:#fff
style H fill:#DC2626,color:#fff
style DD fill:#059669,color:#fff
style W fill:#9CA3AF,color:#fff
✍️ Step 1
Registration & Onboarding
Required Information
| Field | Type | Validation |
|---|---|---|
email | String | Valid email, unique |
password | String | Min 8 characters, bcrypt hash |
phone | String | Indian format (6-9 + 9 digits) |
businessName | String | Required |
ownerName | String | Required |
gstNumber | Optional | GST format |
panNumber | Optional | PAN format |
address, city, state | Optional | Business address |
✅ On Success
Account created with status DOCUMENTS_PENDING.
Vendor redirected to document upload page.
Vendor redirected to document upload page.
Registration Flow
flowchart TD
A[Vendor fills Registration Form] --> B{Email exists?}
B -->|Yes| C[❌ Error: Email taken]
B -->|No| D{Phone exists?}
D -->|Yes| E[❌ Error: Phone taken]
D -->|No| F[Hash password\nbcrypt cost 12]
F --> G[Create vendor record\nstatus = DOCUMENTS_PENDING]
G --> H[Send welcome notification]
H --> I([✅ Redirect to\nDocument Upload])
style C fill:#FEE2E2,color:#991B1B
style E fill:#FEE2E2,color:#991B1B
style I fill:#D1FAE5,color:#065F46
⚠️ Rate Limiting
Registration is rate-limited to prevent spam and abuse.
Multiple attempts from same IP will be blocked temporarily.
🔐 Step 2
Login & Authentication
🌐 Website Login
Browser · Desktop & Mobile Web
1
Open the website
Go to transrentals.in/vendor/login in your browser
2
Enter your Email & Password
Use the email and password you registered with
3
Redirected to Dashboard
Once logged in, you'll be taken directly to your vendor dashboard
💡 Session stays active for 30 days — no need to log in again and again
📱 Mobile App Login
Android & iOS App
1
Install the TransRentals Vendor App
Download from Play Store or App Store
2
Enter your Registered Email & Password
Use the same credentials you used during registration
3
Allow Notifications
Get instant alerts for new booking requests
💡 Once logged in to the app, notifications will be delivered automatically
Account Status Checks at Login
🚫 BLOCKED
"Account has been blocked. Contact support."
⏸️ SUSPENDED
"Account is suspended. Contact support."
❌ REJECTED
"Application was rejected. Contact support."
📄 Step 3
KYC & Document Verification
Required Documents
🏢
Required
GST Certificate
Business GST registration
🪪
Required
PAN Card
Business / Owner PAN
📋
Required
Business Registration
Incorporation certificate
🏠
Recommended
Address Proof
Utility bill / Lease agreement
🏦
Recommended
Cancelled Cheque
Bank account proof
🆔
Recommended
Owner Aadhaar & PAN
Personal identity documents
Verification Flow & Status Progression
flowchart TD
A[Vendor Uploads Documents] --> B[ClamAV Malware Scan]
B --> C{Clean?}
C -->|Infected| D[❌ File Rejected\nMalware Found]
C -->|Clean| E[Magic Number Validation\nVerify actual file type]
E --> F{Valid\nType?}
F -->|No| G[❌ Invalid File Type]
F -->|Yes| H[Stored Securely\nVendor-isolated path]
H --> I[Status: UNDER_REVIEW]
I --> J[Admin Reviews\nAll Documents]
J --> K{Decision}
K -->|Approve All| L[Status: APPROVED\n✅ Full Access]
K -->|Reject| M[Status: REJECTED\nReason Provided]
M --> N[Vendor Can\nRe-upload & Reapply]
N --> A
style D fill:#FEE2E2,color:#991B1B
style G fill:#FEE2E2,color:#991B1B
style L fill:#D1FAE5,color:#065F46
style M fill:#FEE2E2,color:#991B1B
Vendor Status Lifecycle
DOCUMENTS
PENDING
PENDING
After register
→
UNDER
REVIEW
REVIEW
Docs uploaded
→
APPROVED
✅
✅
Admin approves
or
REJECTED
❌
❌
Can reapply
or
SUSPENDED
⏸️
⏸️
Admin action
or
BLOCKED
🚫
🚫
Admin action
⚙️ Step 4
Services & Location Requests
Approved vendors must request specific services and locations before receiving bookings
Available Services
🏍️
Bike Rental
SVC_1
🚙
Self-Drive Car
SVC_2
🚌
Bus & Tempo
SVC_3
🚛
Transporter
SVC_4
🚗
Car Rental
SVC_5
📦
Packers & Movers
SVC_6
🔧
Equipment Rental
SVC_7
✨
Luxury Cars
SVC_8
Request Flow
flowchart TD
A[Vendor selects\nDesired Service] --> B[Submits Request\nwith experience info]
B --> C[Status: PENDING]
C --> D{Admin\nDecision}
D -->|Approve| E[Service Granted\nAdded to vendor_approved_services]
D -->|Reject| F[Request Rejected\nWith reason]
E --> G[Vendor Requests\nCity/Location for Service]
G --> H[Location Request\nStatus: PENDING]
H --> I{Admin\nDecision}
I -->|Approve| J[Location Active\nVendor receives bookings\nfrom that city]
I -->|Reject| K[Request Rejected]
style E fill:#D1FAE5,color:#065F46
style J fill:#D1FAE5,color:#065F46
style F fill:#FEE2E2,color:#991B1B
style K fill:#FEE2E2,color:#991B1B
🚙 Step 5
Fleet Management
🚗
Add Vehicle
/fleet/add
Reg. number, model, color, pricing
Reg. number, model, color, pricing
📋
Documents
/fleet/documents
RC, Insurance, PUC, Fitness, Permit
RC, Insurance, PUC, Fitness, Permit
🔧
Service & Maintenance
/fleet/service
History, costs, next due date
History, costs, next due date
⚠️
Incidents
/fleet/incidents
Accidents, damage, insurance claims
Accidents, damage, insurance claims
⛽
Fuel Tracking
/fleet/fuel
Quantity, cost, mileage efficiency
Quantity, cost, mileage efficiency
📊
Analytics
/fleet/analytics
Utilization, cost/km, fleet health
Utilization, cost/km, fleet health
Add Vehicle Flow
flowchart LR
A[Fill Vehicle Form\nReg. Number · Model · Color · Year] --> B[Upload Images\nMax 10 photos per vehicle]
B --> C[Set Fleet Locations\nWhich cities active?]
C --> D[Set Pricing\nPer trip type and location]
D --> E[Vehicle Created\nstatus: Unverified]
E --> F{Admin\nVerification}
F -->|Verified| G[✅ Vehicle Active\nAppears in search results]
F -->|Rejected| H[❌ Issue Found\nVendor notified]
G --> I[Track Docs\nRC · Insurance · PUC · Permit]
I --> J{Docs\nExpiring?}
J -->|Yes| K[⚠️ Alert on Dashboard]
J -->|No| L[All Good ✅]
style G fill:#D1FAE5,color:#065F46
style H fill:#FEE2E2,color:#991B1B
style K fill:#FEF3C7,color:#92400E
Vehicle Documents Tracked
| Document | Purpose | Alert |
|---|---|---|
| 🪪 RC (Registration Certificate) | Proof of ownership and registration | Tracked but no expiry |
| 🛡️ Insurance | Third-party / comprehensive cover | ⚠️ 30 days before expiry |
| 🌿 PUC Certificate | Pollution compliance | ⚠️ 7 days before expiry |
| 📋 Permit | Commercial vehicle permit | ⚠️ 30 days before expiry |
| ✅ Fitness Certificate | Vehicle roadworthiness | ⚠️ 30 days before expiry |
| 💰 Road Tax | Annual/lifetime tax receipt | ⚠️ 30 days before expiry |
👥 Step 6
Staff Management
Staff Roles & Modules
🚗 DRIVER
🤝 HELPER
🔧 MECHANIC
👔 SUPERVISOR
💼 OFFICE_STAFF
| Module | Route | Features |
|---|---|---|
| 👥 All Staff | /staff | View, filter, search employees |
| ➕ Add Employee | /staff/add | Personal info, docs, license, bank |
| 📋 Attendance | /staff/attendance | Daily mark, monthly summary, % |
| 💰 Payroll | /staff/payroll | Salary, deductions, payment history |
Attendance Status Options
✅ PRESENT
❌ ABSENT
🏖️ LEAVE
½ HALF_DAY
Add Staff Flow
flowchart TD
A[Fill Staff Form] --> B[Personal Info\nName · Phone · Address]
B --> C[Identity Docs\nAadhaar · PAN]
C --> D{Role = Driver?}
D -->|Yes| E[License Details\nNumber · Type · Expiry]
D -->|No| F[Skip License]
E --> G[Bank Details\nFor payroll]
F --> G
G --> H[Set Salary\nJoining Date]
H --> I[Staff Created\nStatus: ACTIVE]
I --> J[Daily Attendance\nMarking]
J --> K[Monthly Payroll\nAuto-calculated]
style I fill:#D1FAE5,color:#065F46
💬 Operations
Quotes System
Vendors receive customer enquiries and submit competitive quotes
Quote Lifecycle
flowchart TD
A[Customer submits\nRental Request] --> B[Broadcast to all\neligible vendors]
B --> C[Vendor sees request\nin Quote Inbox]
C --> D{Vendor\nDecides?}
D -->|Skip| E[Request stays open]
D -->|Quote| F[Fill Pricing Form\nRate · GST · Inclusions · Terms]
F --> G[Quote Submitted\nStatus: PENDING]
G --> H{Customer\nReviews Quotes}
H -->|Accepts| I[Status: ACCEPTED\n🎉 Booking Confirmed]
H -->|Rejects| J[Status: REJECTED]
H -->|Ignores| K[Status: EXPIRED\nAfter validity date]
I --> L[Payment Processed]
L --> M[Booking Assigned\nto Vendor]
style I fill:#D1FAE5,color:#065F46
style J fill:#FEE2E2,color:#991B1B
style K fill:#F3F4F6,color:#374151
Quote Form Fields
| Field | Description |
|---|---|
dailyRate | Base rate per day/trip |
totalAmount | Total before GST |
gstAmount | Tax amount (18% standard) |
grandTotal | Total amount payable |
inclusions | What's included (helmet, fuel, etc.) |
exclusions | What's NOT included |
termsConditions | Vendor T&Cs |
validTill | Quote expiry datetime |
📝 Quote Templates
Create reusable templates per service type to quickly fill quotes.
Available at
/vendor/{service}/templates
Quote Statuses
⏳
PENDING
Submitted, awaiting
👀
VIEWED
Customer saw it
✅
ACCEPTED
Booking created
❌
REJECTED
Customer passed
⏰
EXPIRED
Validity passed
📅 Operations
Booking Management
flowchart LR
A([Customer Books\nor Quote Accepted]) --> B[PENDING_PAYMENT\nAwaiting payment]
B --> C{Payment\nReceived?}
C -->|No| D([Booking Cancelled\nTimeout])
C -->|Yes| E[CONFIRMED\nVendor notified]
E --> F{Vendor\nAccepts?}
F -->|Reject| G[REJECTED\nCustomer refunded]
F -->|Accept| H[ACCEPTED\nAssign Driver + Vehicle]
H --> I[READY_FOR_PICKUP\nor IN_PROGRESS]
I --> J[Trip Running 🚗]
J --> K[COMPLETED\nTrip finished]
K --> L[Collect Payment\nTrack Expenses]
L --> M([Earnings Updated 💰])
style A fill:#7C3AED,color:#fff
style K fill:#059669,color:#fff
style D fill:#6B7280,color:#fff
style G fill:#DC2626,color:#fff
style M fill:#059669,color:#fff
All Booking Statuses
PENDING_PAYMENT
PENDING
QUOTED
CONFIRMED
ACCEPTED
IN_PROGRESS
COMPLETED ✅
CANCELLED / REJECTED
Vendor Actions per Status
| Current Status | Available Actions | Next Status |
|---|---|---|
| CONFIRMED | Accept Booking, Reject Booking | ACCEPTED / REJECTED |
| ACCEPTED | Assign Driver, Assign Vehicle, Start Trip | IN_PROGRESS |
| IN_PROGRESS | Complete Trip, Update Location | COMPLETED |
| COMPLETED | Collect Payment, Add Expenses, Rate Customer | — |
📲 Operations
Direct Bookings
Vendor-initiated bookings for walk-in, phone, or WhatsApp customers
Two Ways to Create
📝 Manual Entry
Vendor adds booking directly from dashboard at
/vendor/direct-bookings/add.
Fill customer info, service, dates, amount.
🔗 Shared Booking Link
Vendor creates a unique URL at
/vendor/booking-links.
Customer fills the form → booking created automatically.
Payment Tracking
pending
Invoice created, awaiting payment
partial
Partial advance collected
collected
Full cash payment received
paid_online
Razorpay payment link used
waived
Amount waived by vendor
Direct Booking + Expense Flow
flowchart TD
A[Create Direct Booking\nCustomer info + Service + Amount] --> B[Booking Created\nPayment: pending]
B --> C[Assign Driver\n+ Vehicle optional]
C --> D[Trip Completed]
D --> E[Update Payment Status\ncollected / paid_online]
E --> F[Add Trip Expenses\nFuel · Toll · Driver Pay etc]
F --> G[View P&L Summary]
G --> H[Revenue: ₹X\nExpenses: ₹Y\nNet: ₹Z]
style H fill:#D1FAE5,color:#065F46
Expense Categories
⛽ Fuel
👤 Driver Payment
🛣️ Toll
🅿️ Parking
🔧 Maintenance
🧹 Cleaning
📋 Other
💰 Financials
Earnings & Financial Tracking
📊
Total Revenue
All booking amounts
✅
Collected
Cash in hand
⏳
Pending Dues
Yet to collect
📉
Total Expenses
All trip costs
Net Earnings Formula
Net Earnings
= Collected − Total Expenses
Positive
📈 Profit
Negative
📉 Loss
Financials Page Features
▸ Monthly filter (last 6 months + All Time)
▸ Summary cards with key metrics
▸ Expense breakdown by category (bar chart)
▸ Pending payments list (sorted by amount due)
▸ Direct link to each pending booking
Financial Data Flow
flowchart TD
A[Booking Completed] --> B[Revenue Added\ntotalAmount]
B --> C{Payment\nCollected?}
C -->|Yes| D[paidAmount Updated\ncollected / paid_online]
C -->|No| E[Shows in\nPending Dues list]
D --> F[Add Expenses\nFuel · Toll · Driver etc]
F --> G[Financials Page]
G --> H[Monthly Summary\nRevenue · Collected · Expenses]
H --> I[Net Earnings\nCollected minus Expenses]
I --> J{Profitable?}
J -->|Yes| K[📈 Green Banner]
J -->|No| L[📉 Red Banner]
style K fill:#D1FAE5,color:#065F46
style L fill:#FEE2E2,color:#991B1B
🔐 Authentication
| POST | /auth/mobile-login | Mobile JWT login |
| GET | /profile | Get vendor profile |
| PUT | /profile | Update profile |
📄 Documents
| GET | /documents | List all KYC docs |
| POST | /documents | Upload new document |
| DELETE | /documents/[id] | Delete document |
⚙️ Services & Locations
| GET | /services | My approved services |
| POST | /services | Request new service |
| GET | /locations | My approved locations |
| POST | /locations | Request new location |
💰 Financials
| GET | /financials?month=2026-02 | Financial summary |
| GET | /earnings | Earnings overview |
| PUT | /bank-details | Update bank info |
🚙 Fleet
| GET | /fleet | All vehicles |
| POST | /fleet | Add vehicle |
| PUT | /fleet/[id] | Update vehicle |
| DELETE | /fleet/[id] | Delete vehicle |
| POST | /fleet/upload | Upload vehicle images |
| GET | /fleet/service | Maintenance records |
| POST | /fleet/service | Add maintenance |
| GET | /fleet/fuel | Fuel records |
| POST | /fleet/fuel | Log fuel |
| GET | /fleet/incidents | Incident records |
| POST | /fleet/incidents | Log incident |
| GET | /fleet/analytics | Fleet analytics |
| GET | /fleet/documents | Vehicle docs |
📲 Direct Bookings
| GET | /direct-bookings | All direct bookings |
| POST | /direct-bookings | Create booking |
| GET | /direct-bookings/[id] | Booking details |
| PUT | /direct-bookings/[id] | Update booking |
| GET | /direct-bookings/[id]/expenses | Trip expenses |
| POST | /direct-bookings/[id]/expenses | Add expense |
| DELETE | /direct-bookings/[id]/expenses/[eid] | Delete expense |
🏷️ Reference
All Status Codes
Vendor Account
DOCUMENTS_PENDINGInitial state
UNDER_REVIEWDocs submitted
APPROVEDFull access
REJECTEDCan reapply
SUSPENDEDTemporary
BLOCKEDPermanent
Booking Status
PENDING_PAYMENT
PENDING
QUOTED
CONFIRMED
ACCEPTED
IN_PROGRESS
COMPLETED ✅
CANCELLED / REJECTED
Payment Status
pending
partial
collected
paid_online
waived
Quote Status
PENDING
VIEWED
ACCEPTED
REJECTED
EXPIRED
TransRentals Vendor Platform
Documentation v2.0 · Branch: shrushti-updates · February 2026
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