What is an External Vendor?
An external vendor refers to a fleet partner who opts to utilize their own proprietary platform to manage vendor and driver operations, rather than integrating with MoveInSync's standard suite of applications. This approach allows the vendor to maintain autonomy over their operational processes while still collaborating with Rentlz for service delivery.
Key Characteristics of an External Vendor:
Independent Platform Usage: External vendors operate using their own systems for managing fleet operations, driver assignments, and related logistics, rather than relying on MoveInSync's provided tools.
Integration with Rentlz: Despite using separate platforms, external vendors interface with Rentlz to support vendor and driver operations, ensuring alignment with Rentlz's service requirements.
Operational Autonomy: This model allows external vendors greater control over their operational processes while still collaborating with Rentlz for service delivery.
Below are the steps for the external vendor integration process :
1. Vendor & Vehicle Setup (MIS System Configuration)
| Step | Task | Required Details |
|---|---|---|
| 1 | Create External Vendor Profile | Vendor ID, Name, Point of Contact, Email, Phone |
| 2 | Create Vehicle Type | Vehicle Type Name, Capacity, Fuel Type |
| 3 | Create Contract for Vendor | Rate card (from customer) |
| 4 | Create Virtual Cab Profile | Vendor, Vehicle Type, Registration No., Garage Name & Geocode, Vehicle ID |
2. API Credential Exchange
| Step | Task | Description |
|---|---|---|
| 1 | API Exchange | Exchange of API documents and authentication info between MIS & Vendor |
| 2 | Base URL & Endpoints | MIS shares BUID and base URL; vendor shares theirs |
| 3 | Vendor Backend Configuration | Vendor team integrates MIS APIs in their backend |
| 4 | MIS Backend Configuration | MIS team integrates vendor APIs into their system |
| 5 | Configure Vendor on Consul | Add vendor details (GUID, ID) into MIS Consul under externalServiceVendor |
3. Booking APIs
| API Type | Description |
|---|---|
| Create Booking | Initiate booking from MIS system |
| Update Booking | Modify booking details |
| Cancel Booking | Cancel a booking via API |
4. Allocation & Trip Lifecycle APIs
| API Type | Description |
|---|---|
| Booking Acceptance/Rejection | Vendor responds to booking allocation request |
| Cab and Driver Info | Vendor shares assigned cab and driver details |
| OTP API | OTPs (sign-in, sign-out) shared after assignment |
| Trip & Duty Events | Duty Start (garage departure), Trip Start (pickup), Trip End (drop-off), Duty End (return to garage) |
| Tracking API | Real-time tracking during Duty Start to Duty End |
| Raw Data API | Full trip data (lat/lng, timestamps) for auditing and reconciliation |
5. Billing & Invoice APIs
| API Type | Description |
|---|---|
| Auth | Set up secure API access for expense/billing actions |
| Expense Types | Retrieve MIS-defined expense categories (IDs) |
| Create/Update/Delete Expense | Manage individual expense records (e.g., tolls, parking) |
| Get All Expenses | Retrieve uploaded expenses and manage them by ID |
| Processed Invoice Data | Upload finalized invoice PDFs from vendor to MIS |
| All Milestones API | Send all trip location points for cross-verification with raw data |
✅ Additional Notes
Progress Tracking: All integration steps must be marked completed as part of the onboarding checklist.
Master Data Sharing: MIS must provide the vendor with booking types and cab types ahead of contract configuration.
API Documentation: Detailed API specifications should be exchanged and reviewed early in the process.
Validation: Final validation includes invoice vs. raw data comparison using milestone APIs.
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