Build a transport system around your vehicles, your drivers and your routes.
A passenger transport operator moves people on a promise of time. The vehicle, the driver, the route and the passenger all have to meet at the right place.
The records behind that promise are spread thin. Bookings arrive by phone and app. Duty hours sit on paper and permit dates live in a diary. Someone totals each driver’s trips on a sheet when the week closes.
A custom system would put the trip at the centre. The booking, the vehicle, the driver, the fuel and the settlement all connect to it.
Operators we can build for.
A taxi fleet, a school bus contractor and a rental company are paid in different ways. The way a trip is priced and settled decides what the system records.
- Taxi companies
- Airport cab operators
- Tourist vehicle operators
- School bus operators
- Employee transport providers
- Intercity bus operators
- Car rental companies
- Limousine companies
- Chauffeur service providers
- Shuttle and hotel transfer operators
- Wedding and event vehicle hire
- Ambulance and patient transport operators
- Self-drive rental businesses
- Ride-hailing fleet owners
- Charter bus companies
- Multi-city transport groups
The modules, and what each one covers.
Nothing here is a fixed package. Each module is built, left out or changed to match how your organisation already works.
The vehicle register
Every vehicle has a file. That file decides whether it can go on the road today, given its permits, its insurance, its last inspection and its last repair.
- Registration number
- Make, model and seating capacity
- Fuel type
- Ownership: own, leased or attached
- Owner details for attached vehicles
- Odometer reading
- Current driver
- Branch or depot
- GPS device linked
- Date added and date retired
Vehicle permit and inspection dates
Permits, insurance and fitness checks all expire on different days. One missed date can take a vehicle off the road.
- Route or area permit expiry
- Insurance expiry
- Fitness inspection date
- Emissions check date
- Tax payment due date
- Reminders to the fleet manager
- Documents scanned against each vehicle
- Vehicles blocked from allocation when expired
- Renewal cost recorded
Which documents apply depends on your country, your vehicle type and your licence. Your dispatch staff and the licensing office decide what goes on that list.
Driver records
- Driver code and contact
- Licence class and expiry
- Badge or permit where required
- Medical or fitness check dates
- Training and induction
- Vehicles qualified to drive
- Languages spoken
- Rating from passengers
- Incidents and complaints
- Employment or contractor status
Driver duty and fitness record
Dispatchers need to know who has driven too long before they give out the next trip, because a tired driver is a risk to every passenger.
- Duty start and end times
- Driving hours in the day and week
- Rest between duties
- Breaks recorded
- Alcohol or fitness checks at sign-on
- Duty limits set by your own rules
- Warning before a limit is reached
- Overtime approval
- Leave and weekly offs
Duty limits come from the rules that apply to you. The checks are built around the limits your regulator and your own policy set.
Bookings and quotes
Bookings come in by phone, website, app, corporate account and walk-in. They all go into one list. Nothing is kept on a separate pad.
- Pickup and drop locations
- Date, time and passenger count
- Vehicle type requested
- Fare by distance, time or fixed price
- Quote sent and accepted
- Advance payment recorded
- Repeat bookings
- Flight or train number for transfers
- Special requests and child seats
- Cancellation and no-show
Dispatch and allocation
- Available vehicles by location
- Driver matched to vehicle and trip
- Nearest vehicle suggestion
- Standby vehicles
- Reassignment after a breakdown
- Trip details sent to the driver
- Passenger notified with driver and vehicle
- Allocation blocked for expired documents
- Live status of each trip
The route and stop roster
School, staff and shuttle operators run fixed routes. Each route has stops, timings, vehicles and the people who ride.
- Route name and number
- Ordered stops with timings
- Passenger list per stop
- Vehicle and driver per route
- Attendant or escort assigned
- Pickup and drop times
- Roster changes for holidays
- Substitute route plans
- Boarding and alighting record
Contracts and corporate accounts
- Contract with a school, employer or hotel
- Rates by route, shift or kilometre
- Vehicle count promised
- Escalation and penalty terms
- Monthly trip summary for the customer
- Billing cycle and credit terms
- Currency per customer
- Renewal date
The trip log and settlement
After each trip, the log records what happened. When the day or week closes, that same entry turns into the driver’s settlement and the customer’s bill.
- Start and end odometer
- Start and end time
- Distance and waiting time
- Tolls and parking paid
- Cash collected from passengers
- Fuel filled during the trip
- Extra charges approved
- Driver commission or wage
- Cash handed in and difference
- Settlement signed off by the supervisor
Fuel and consumption
- Fuel issued by vehicle and date
- Fuel card and pump records
- Distance per litre by vehicle
- Unusual consumption flagged
- Fuel supplier invoices matched
- Charging records for electric vehicles
- Cost per kilometre
Maintenance and breakdowns
A vehicle in the workshop cannot earn. Maintenance is planned around the trips already booked, so that a service does not collide with a long contract run or an airport transfer.
- Service schedule by distance or date
- Job cards for repairs
- Tyres and battery tracking
- Parts used per vehicle
- Breakdown reports from drivers
- Replacement vehicle arranged
- Downtime per vehicle
- Workshop and vendor bills
- Accident and claim records
Passenger communication
- Booking confirmation
- Driver and vehicle details before pickup
- Delay notices
- Live tracking link
- Receipt after the trip
- Feedback request
- Lost property log
- Complaint record and reply
Safety and incident records
- Incident reports with photos
- Passenger injury or damage claims
- Insurer reference numbers
- Complaint handling status
- Child boarding confirmation for school routes
- Panic or alert events from devices
- Follow-up actions per incident
A school contract, a charter and a scheduled route each owe different returns, so the licensing authority’s rules decide which reports get built.
Invoicing and receivables
- Invoice per trip, route or month
- Tax invoice under your own tax rules
- Corporate statements
- Advance and balance payments
- Credit notes
- Overdue accounts
- Payment gateway reconciliation
- Revenue per vehicle
Roles and access
Dispatchers, drivers, depot managers, accounts staff and customers each need a different view. Each gets only what the job needs.
- Dispatcher view of the day
- Driver app with own trips and earnings
- Depot manager view of vehicles
- Accounts view of settlements
- Customer view of own bookings
- Owner view across branches
- Access log for changes to fares
Integrations
- GPS and telematics providers
- Payment gateways
- Accounting software
- Fuel card providers
- Maps and routing services
- SMS and messaging providers
- Flight and train status feeds
- Your website booking form
What can be connected depends on each provider’s interface. We check it with you before it goes into a plan.
One connected workflow, end to end.
Every stage below can sit in one system, so nobody re-enters what the last stage already captured.
- Booking or route contract
- Quote and confirmation
- Vehicle and driver check
- Allocation
- Dispatch
- Trip in progress
- Trip log
- Settlement
- Invoice
- Maintenance and review
You do not have to replace everything at once.
Each phase is usable on its own, so the system earns its place before the next part is built.
- 1
Vehicles and drivers
The vehicle register, permit and inspection dates, driver files and the duty record. These decide who can go out.
- 2
Bookings and dispatch
Booking intake from every channel, quotes, allocation, passenger messages and the live board for dispatchers.
- 3
Routes and contracts
Fixed route rosters, stop lists, school and employer contracts and the monthly trip summary each customer receives.
- 4
Settlement and upkeep
Trip logs, driver settlement, fuel, maintenance, invoicing and the owner’s view across branches.
How a build actually runs.
- 01
Understand
We ride along on a shift. We sit with the dispatcher while the phones ring and watch how a cancelled trip gets reassigned.
- 02
Map
Vehicles, drivers, routes, contracts, and every place a document date or a cash figure is written down.
- 03
Design
A dispatch board that a controller can read at a glance. A driver screen that works with one thumb.
- 04
Build
The vehicle and driver files first. Nothing can be allocated without them.
- 05
Test
One depot or one route group runs on it beside the existing diary and sheets for a full settlement cycle.
- 06
Deploy
Vehicle lists, driver files, permit dates and open contracts are carried across, and each depot is trained on its own screens.
- 07
Improve
More depots, customer portals and tracking links are added as the operation allows.
What you bring, and when.
The build moves at the speed of the answers. These are the things we ask for, in the order we ask.
- 01
Vehicle files and trip sheets
Share the vehicle register with permit and fitness dates, driver records, trip sheets and contract rates. Fuel logs help. The system grows from them.
- 02
Fleet manager, dispatcher and accountant
Each explains a part of the operation. Dispatch and billing sometimes clash. The owner rules.
- 03
Rate cards, driver allowances and fuel norms
Per-trip and contract rates, driver allowance rules, fuel norms and maintenance intervals are agreed before settlement and upkeep screens are built. Route and stop masters come too. Someone reviews each module.
- 04
Vehicle and corporate account data
Vehicles with document dates, drivers and corporate balances come over on the day. GPS and fuel card providers must allow a connection. The owner clears the move.
Systems we can put together for you.
- Vehicle and permit tracking systems
- Driver duty and fitness record software
- Booking and quotation platforms
- Dispatch and allocation boards
- Route and stop roster systems
- School and employee transport management
- Corporate contract and billing tools
- Trip log and driver settlement software
- Fuel and consumption tracking
- Fleet maintenance and breakdown management
- Passenger notification and tracking links
- Driver mobile applications
- Incident and complaint recording systems
- Multi-depot transport dashboards
Questions owners ask before starting.
What is custom passenger transport software?
It is a transport system shaped around your own vehicles, routes, contracts and settlement rules, so it differs from a general booking tool. Pricing and settling a trip is usually where packaged products stop fitting.
Does it work for fixed routes as well as on-demand trips?
Yes. Route rosters and one-off bookings can sit on the same vehicle and driver records, so the two do not compete for the same vehicle.
Can it stop an expired vehicle or driver being allocated?
Yes. Permit, insurance, fitness and licence dates are held on the records. Allocation can be blocked once a date has passed, until the renewed document has been entered by the fleet manager.
Do drivers need a smartphone?
For the driver app, yes. Where drivers do not carry one, the supervisor or dispatcher can enter the trip log at sign-off.
Can it track vehicles live?
Yes, by reading from the GPS device or provider you already use. What is available depends on that provider’s interface, which we check with you first.
How are duty and permit rules handled?
They are set from your own licence conditions, not assumed. Dispatchers and the compliance officer walk us through each condition and permit limit as the licensing authority words it.
Can attached or contractor vehicles be included?
Yes. Owners of attached vehicles are recorded with their own terms, and their share is calculated at settlement.
Can customers book and track on their own?
Yes, through a booking form on your website or a link. The features shown to customers are agreed with you.
What happens to our current records?
Vehicle lists, driver files, permit dates and active contracts can be carried across. How much trip history comes with them is decided during implementation.
How we work with this trade.
Ready products for this work.
If one of these fits, it is cheaper and faster than building from scratch. We will say so.
Build a transport system that keeps the right vehicle on the road.
Passengers judge an operator on whether the vehicle arrived and whether the driver was fit to drive it. Both depend on dates and hours that are easy to miss on paper.
Send your vehicle list with its permit dates, one route roster and a week of trip settlements. The written reply covers what could be built first and what can wait.
Tell us how your passenger transport companies runs today.
We will tell you what can be digitised, what can be connected, what is worth automating, and what you should leave alone.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements