How a 17-Vehicle Fleet Stopped Scrolling WhatsApp to Track Fuel

The Scrolling Problem

Picture this. You own a fleet of 17 trucks. Your drivers send dispatch messages to a WhatsApp group every time they start a trip: route name, vehicle number, load weight. They do this fifty times a day. Then a driver pulls into a fuel station and sends a refuelling request. Before you approve it, you need to verify: did this vehicle actually make those trips? How many kilometers since the last fill-up? Does the fuel consumption make sense?

To answer those questions, you scroll. You scroll through hundreds of messages in the fleet group, looking for dispatch entries that mention that specific vehicle number. You cross-reference dates. You check load weights. You do mental math on fuel efficiency. This takes 30 to 45 minutes per request, and you get multiple requests every day.

That was the daily reality for the owner of Charu Construction. The data was all there in WhatsApp. Every trip, every load, every fuel receipt. But it was buried in a river of messages that never stopped flowing. Finding what you need meant reading everything.

What the Messages Look Like

The drivers at Charu Construction send dispatch updates to a WhatsApp group in a simple format. Route, vehicle number, and load weight. Nothing fancy. No forms. No apps. Just a quick text message before they start driving.

The problem was never the format. The problem was volume. Fifty messages a day, mixed in with fuel photos, idle chatter, and coordination messages. The signal was there. Extracting it took all day.

Querygen Flows reads each message the moment it arrives and extracts the trip number, route, vehicle registration, count, and weight. It parses every field and writes it to a Google Sheet in under three seconds. The driver types the same message they always typed. Nothing changes on their end. The same WhatsApp data automation pattern that works across eight different industries.

Fuel Receipt Triangulation

Dispatch messages tell you which vehicles made which trips. Fuel receipt photos tell you how much diesel went into each vehicle. Separately, both are useful. Together, they become a verification system.

When a driver sends a fuel receipt photo to the WhatsApp group, the Flow extracts the amount in liters, the cost in rupees, the fuel station name, and the vehicle number. It then cross-references this against the trip log for that vehicle. How many trips has this truck made since its last fill-up? What was the total load carried? Does the fuel consumption per trip fall within the expected range?

The owner no longer scrolls through messages to verify these things. The dashboard shows the answer in seconds.

The Dashboard That Replaced Scrolling

The extracted data feeds into a Google Sheet that powers a mobile dashboard. The owner pulls out his phone between site visits and sees the full fleet picture on one screen. Which trucks are running. How much they carried. What the fuel bill looks like today. He used to get this picture once a week, compiled by hand. Now it updates itself.

That is one day. 53 trips across 17 trucks. Nearly two thousand tonnes of material moved. Over 1,400 liters of diesel burned. Every number pulled from WhatsApp messages the drivers were already sending.

The Trip Log: Structured From Chaos

Behind the dashboard sits a Google Sheet with every trip as a structured row. Date, route, vehicle number, load weight. One WhatsApp message in, one clean row out.

This is the same data that used to be trapped in WhatsApp messages. Same routes. Same vehicle numbers. Same weights. The only difference is that now it lives in a structured format that can be searched, filtered, and analyzed. Want to see all trips for vehicle 2899 DC this week? One filter. Want total load carried on the Dyke to Hald route? One formula.

The Numbers

From first WhatsApp connection to live dashboard: seven days. That included configuring the extraction Flow, building the Google Sheet structure, and wiring up the mobile view. After day seven, the owner stopped scrolling and started approving.

Fuel verification dropped from 30-45 minutes to under 60 seconds. Open dashboard. Check vehicle 2899 DC's trip count. Compare against fuel consumed. Approve or flag. Three taps instead of thirty minutes of scrolling. Multiply that by four or five fuel requests a day, and the owner got his evenings back.

Who This Works For

Charu runs 17 trucks. But fleets of 5 or 50 face the same problem: drivers text a WhatsApp group, and that operational data vanishes into the scroll.

If your drivers already text a WhatsApp group when they start a trip, you have the raw data. You just don't have the extraction layer yet.

“The drivers didn't download a new app. They kept texting the same group. The data just stopped dying in the chat.”