Requirements checklist
What to ask for when choosing software for limousine companies.
A checklist built from how limousine companies work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Reservations and quotes
- Fleet calendar
- Chauffeur roster and trip sheets
- Dispatch messages
- Corporate accounts and invoicing
- Vehicle and licence dates
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For reservations and dispatch
- For chauffeurs
- For accounts
- For fleet managers
Reports to ask for
Ask to see each one with your own sample data.
- Trips by day, vehicle and chauffeur
- Quotes open, won and lost
- Fleet use against available hours
- Chauffeur duty hours and overtime
- Corporate account statements and balances
- Referral commissions owed and paid
- Vehicle documents due for renewal
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
- Calendar sync
Questions for any vendor
Put these to every supplier you are comparing.
- Does it cover hourly hire and point-to-point transfers?
- Can a quote become a reservation without retyping?
- How does dispatch avoid a double booking?
- Do chauffeurs get their trips on a mobile?
- Can corporate clients get one monthly statement?
- Does it track vehicles live on a map?
- Can referral commissions be recorded?
- Can we bring across bookings and outstanding invoices?
- What happens to our records if we leave?
- How is pricing decided?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Vehicles are double booked
- Quotes depend on memory
- Chauffeur hours are not recorded
- Servicing and renewals are missed
- Corporate statements take days
Prefer to talk it through? See the limousine companies page.