Vehicle Registration (RTO) runs a transport office's casework from application to closed decision. Applicants, owners and registered entities are recorded as parties.
Approval conditions
| Case number | Case type | Applicant | Submitted at | Due date | Assigned to | |
|---|---|---|---|---|---|---|
| CSS-14567 | New vehicle registration | Farah Khan | 25 Oct | 02 Nov | Ishan Kapoor | |
| CSS-99409 | Ownership transfer | Rohan Kulkarni | 20 Oct | 28 Oct | Ishan Kapoor | |
| CSS-11300 | Permit renewal | Priya Nair | 23 Oct | 31 Oct | Priya Nair | |
| CSS-20807 | Fitness certificate renewal | Sana Qureshi | 03 Nov | 06 Nov | Nadia Fernandes | |
| CSS-76741 | Address change | Priya Nair | 25 Oct | 28 Oct | Nadia Fernandes |
Reviewing Officer decides each case in review with a written reason and authority reference.
Every feature works on the same records. Pick one to see the screen your team works in.
Record each registration, permit or enforcement case with its applicant, assigned officer and due date.
Cases
| Case number | Case type | Applicant | Assigned to | Due date | |
|---|---|---|---|---|---|
| CSS-38390 | New vehicle registration | Vivek Rao | Rohan Kulkarni | 21 Oct | |
| CSS-81513 | Ownership transfer | Ishan Kapoor | Vivek Rao | 26 Oct | |
| CSS-17052 | Permit renewal | Rohan Kulkarni | Rohan Kulkarni | 21 Oct | |
| CSS-24904 | Fitness certificate renewal | Meera Das | Sana Qureshi | 14 Oct | |
| CSS-47647 | Address change | Ishan Kapoor | Priya Nair | 18 Oct |
Log the evidence received for each case and record the officer who verified it.
Case documents
| Case | Document type | File | Received at | Verified by | |
|---|---|---|---|---|---|
| Plate replacement, Kapoor SUV | Purchase invoice | mehta_purchase_invoice.pdf | 17 Oct | Nadia Fernandes | |
| New registration, Mehta hatchback | Proof of address | qureshi_permit_renewal.pdf | 23 Oct | Kiran Bhat | |
| Permit renewal, Qureshi minibus | Insurance certificate | nair_transfer_form.pdf | 11 Oct | Meera Das | |
| New registration, Mehta hatchback | Emission certificate | kulkarni_fitness_report.pdf | 23 Oct | Sana Qureshi | |
| Permit renewal, Qureshi minibus | Identity document | khan_address_proof.pdf | 22 Oct | Vivek Rao |
Issue a reasoned decision with its authority reference, and handle appeals with a fresh review.
Decisions
| Case | Decision | Reason | Authority reference | Reviewer | Decided at | |
|---|---|---|---|---|---|---|
| Plate replacement, Kapoor SUV | Approve | Identity and purchase records verified | RTO-MH02-2026-418 | Kiran Bhat | 18 Oct | |
| New registration, Mehta hatchback | Return for information | Fitness test passed within validity | RTO-MH04-2026-672 | Nadia Fernandes | 30 Oct | |
| Permit renewal, Qureshi minibus | Approve | Hold pending original permit copy | RTO-MH01-2026-350 | Rohan Kulkarni | 04 Nov | |
| Permit renewal, Qureshi minibus | Return for information | Reject mismatched chassis number | RTO-MH12-2026-903 | Priya Nair | 16 Oct | |
| Commercial permit, Das van | Approve | Approve transfer after lien release | RTO-MH03-2026-154 | Meera Das | 13 Oct |
Keep each vehicle's VIN, plate, class, owner and registration expiry, and refuse duplicate identities.
Vehicles
| VIN | Plate number | Vehicle class | Owner | Registration expiry | |
|---|---|---|---|---|---|
| MA3EJKD1S00284176 | VHC-67144 | Private car | Rohan Kulkarni | 24 Oct | |
| MHBRTN4P6K0135792 | VHC-81161 | Motorcycle | Vivek Rao | 23 Oct | |
| MBLHA10B8J2C46135 | VHC-85382 | Light commercial vehicle | Rohan Kulkarni | 13 Oct | |
| MAT447128N7F90361 | VHC-99430 | Heavy goods vehicle | Vivek Rao | 16 Oct | |
| MALBB51C2M1026847 | VHC-11312 | Passenger minibus | Rohan Kulkarni | 20 Oct |
Record inspection results and certificates for registered vehicles, with duplicate and future dates refused.
Fitness inspections
| Vehicle | Inspector | Inspected at | Result | Certificate | |
|---|---|---|---|---|---|
| Das van, plate MH 14 CV 7240 | Arjun Mehta | 18 Oct | Pass | FIT-MH12-2026-0418 | |
| Khan sedan, plate MH 03 AB 1547 | Nadia Fernandes | 10 Oct | Fail | FIT-MH04-2026-0312 | |
| Kulkarni truck, plate MH 12 FV 9034 | Kiran Bhat | 22 Oct | Pass | FIT-MH14-2026-0287 | |
| Rao motorcycle, plate MH 05 BM 2859 | Arjun Mehta | 18 Oct | Fail | FIT-MH02-2026-0225 | |
| Kapoor SUV, plate MH 02 SG 6113 | Farah Khan | 12 Oct | Pass | FIT-MH03-2026-0194 |
Record fees received against each case, confirm them when they clear and record approved refunds.
Confirmed waits for the fees officer
| Case | Reference | Amount | Received at | |
|---|---|---|---|---|
| Duplicate certificate, Rao motorcycle | FEE-2026-10418 | 470 | 13 Oct | |
| Commercial permit, Das van | FEE-2026-10419 | 30 | 14 Oct | |
| Fitness renewal, Kulkarni truck | FEE-2026-10420 | 790 | 18 Oct | |
| Duplicate certificate, Rao motorcycle | FEE-2026-10421 | 920 | 18 Oct | |
| Plate replacement, Kapoor SUV | FEE-2026-10422 | 930 | 09 Oct |
Application to decision ships ready to use. One step needs a named approval before the work moves on: Issue decision (Reviewing Officer).
Record the case with its type, applicant, due date and documents received.
Check the applicant and documents and request anything missing.
Record the fee against the case and confirm it when the payment clears.
Move the verified case to a Reviewing Officer.
Approve, reject or return the case with a reason and authority reference.
Communicate the outcome and close the decided case.
Open any ca to see its case actions, the roles that work on it, its process stages and its approvals on one page.
Applicant, Submitted at, Due date and Assigned to.
Each line is linked to this ca.
Case Officer, Reviewing Officer and Fitness Inspector, each with their own permissions.
Submit application and Track renewals, with the role that acts.
Issue decision, with who decides.
Farah Khan
| Case | Action type | Officer |
|---|---|---|
| Permit renewal, Qureshi minibus | Verify applicant identity | Arjun Mehta |
| Fitness renewal, Kulkarni truck | Inspect vehicle | Rohan Kulkarni |
| Fitness renewal, Kulkarni truck | Request missing document | Meera Das |
Signed in as Reviewing Officer
| Decision | Approver | |
|---|---|---|
| Issue decisionApprove, reject or return the case with a reason and authority reference. | Reviewing Officer | |
| Approve Cases | Reviewing Officer | |
| Approve fee receipts refunds | Registry Supervisor |
Everyone opens Vehicle Registration (RTO) to the work that is theirs. Pick a role to see what it starts with.
Accepts submitted cases, verifies documents, records vehicles and officer actions, and prepares cases for review.
This is the first screen this role sees.
Cases · Case Officer
| Case number | Case type | Applicant | Submitted at | Due date | Assigned to | |
|---|---|---|---|---|---|---|
| CSS-14567 | New vehicle registration | Farah Khan | 25 Oct | 02 Nov | Ishan Kapoor | |
| CSS-99409 | Ownership transfer | Rohan Kulkarni | 20 Oct | 28 Oct | Ishan Kapoor | |
| CSS-11300 | Permit renewal | Priya Nair | 23 Oct | 31 Oct | Priya Nair | |
| CSS-20807 | Fitness certificate renewal | Sana Qureshi | 03 Nov | 06 Nov | Nadia Fernandes | |
| CSS-76741 | Address change | Priya Nair | 25 Oct | 28 Oct | Nadia Fernandes |
Reviews cases in review and issues the reasoned decision with its authority reference.
This is the first screen this role sees.
Cases · Reviewing Officer
Inspects vehicles and records the result and certificate for each inspection.
This is the first screen this role sees.
Vehicles · Fitness Inspector
| VIN | Plate number | Vehicle class | Owner | Registration expiry | |
|---|---|---|---|---|---|
| MA3EJKD1S00284176 | VHC-67144 | Private car | Rohan Kulkarni | 24 Oct | |
| MHBRTN4P6K0135792 | VHC-81161 | Motorcycle | Vivek Rao | 23 Oct | |
| MBLHA10B8J2C46135 | VHC-85382 | Light commercial vehicle | Rohan Kulkarni | 13 Oct | |
| MAT447128N7F90361 | VHC-99430 | Heavy goods vehicle | Vivek Rao | 16 Oct | |
| MALBB51C2M1026847 | VHC-11312 | Passenger minibus | Rohan Kulkarni | 20 Oct |
Records and confirms fee receipts against cases and records approved refunds.
This is the first screen this role sees.
Fee receipts · Fees Officer
| Case | Reference | Amount | Received at | |
|---|---|---|---|---|
| Duplicate certificate, Rao motorcycle | FEE-2026-10418 | 470 | 13 Oct | |
| Commercial permit, Das van | FEE-2026-10419 | 30 | 14 Oct | |
| Fitness renewal, Kulkarni truck | FEE-2026-10420 | 790 | 18 Oct | |
| Duplicate certificate, Rao motorcycle | FEE-2026-10421 | 920 | 18 Oct | |
| Plate replacement, Kapoor SUV | FEE-2026-10422 | 930 | 09 Oct |
Balances officer workload, assigns appeals for fresh review and approves fee refunds.
This is the first screen this role sees.
Cases · Registry Supervisor
| Case number | Case type | Applicant | Submitted at | Due date | Assigned to | |
|---|---|---|---|---|---|---|
| CSS-14567 | New vehicle registration | Farah Khan | 25 Oct | 02 Nov | Ishan Kapoor | |
| CSS-99409 | Ownership transfer | Rohan Kulkarni | 20 Oct | 28 Oct | Ishan Kapoor | |
| CSS-11300 | Permit renewal | Priya Nair | 23 Oct | 31 Oct | Priya Nair | |
| CSS-20807 | Fitness certificate renewal | Sana Qureshi | 03 Nov | 06 Nov | Nadia Fernandes | |
| CSS-76741 | Address change | Priya Nair | 25 Oct | 28 Oct | Nadia Fernandes |
Maintains officer records, user access and configuration without deciding cases.
Review case intake, officer workload, overdue cases, decisions, inspections, renewals and fees.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Submitted | 35 | ||
| Verification | 16 | 46% | |
| Review | 4 | 25% | |
| Approved | 2 | 50% |
Sample counts per stage
Count Cases by case type and submitted at month.
Count open Cases by assigned to, then by Status and case type.
List open Cases whose due date has passed, with the assigned officer.
Count Decisions by Reviewer, then by Decision, with authority references.
Compare Appealed Cases with Rejected Cases by case type.
Count fitness inspections by Inspector, then by Result.
List Vehicles by registration expiry month and vehicle class.
Total fee receipts Amount by Status and received at month.
List Cases in Verification with their case documents count and verifying officer.
See how Vehicle Registration (RTO) fits your kind of team.
Run counter and online registration casework for a district or regional transport office.
Handle goods, passenger and school transport permits that depend on fitness inspections.
Record enforcement matters against vehicles and owners and decide them with reasons.
Each stage of application to decision names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Prepare and review registration casework with Proto.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 10 tablesStart with one team and one process, then add the rest once the basics are running.
The scope is registration casework: cases, parties, documents, officer actions, decisions, the vehicle register, fitness inspections and fees. Online portals, payment gateways, national vehicle databases and notices remain connected systems. The authority decides its rules, due dates and appeal policy; Proto prepares configuration for review.
Bring officers, parties, the vehicle register, open cases with documents, recent inspections and pending fees. Resolve duplicate VINs and plates first.
Pilot one office with new registrations and transfers. Take in cases, verify documents, collect fees and decide through review for a month.
Try to decide a case in verification. Register a duplicate VIN. Record a future-dated inspection. Process an appeal with a fresh reviewer and a refund.
Compare open cases, vehicles and fees with the source. Obtain the Registry Supervisor’s acceptance and agree the rollback window before adding permits and enforcement.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Vehicle Registration (RTO) for your business. Pilot one office with new registrations and transfers: take in cases, verify documents, collect fees and decide through review for a month, then reconcile open cases, vehicles and fees before adding permits and enforcement.
Registration, transfer, permit, renewal and enforcement matters are each recorded as cases with their own type, due date and assigned officer.
A Reviewing Officer decides cases in review, with a written reason and the authority reference relied on. Cases still in verification cannot be decided.
An appealed case goes to a different Reviewing Officer for a fresh review. The earlier decision stays on the case.
When a vehicle is recorded, its VIN and plate are checked, and a VIN or plate already on another vehicle is refused.
Inspectors record the vehicle, date, result and certificate. Future-dated inspections and a second inspection for the same vehicle and date are refused.
Payments from a connected gateway arrive as pending fee receipts with their reference and are confirmed when the money clears.
Yes. Resolve duplicate VINs and plates, then load parties, vehicles and open cases with stable identifiers. Rehearse on one office and reconcile before moving the rest.
Ordinary manual use has no per-user charge under the platform policy. Imports, integrations, agent execution and other machine work consume prepaid credits; implementation is scoped separately. The pricing page lists the current rates.
Start free, then use Proto to change fields, steps and approvals before your team goes live.