Requirements checklist
What to ask for when choosing software for tourist vehicle operators.
A checklist built from how tourist vehicle operators 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.
- Enquiry and itinerary quotes
- Rate cards by vehicle and hire type
- Vehicle and driver allotment
- Trip sheets and odometer log
- Driver allowances and trip expenses
- Permits, taxes and fitness dates
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For booking staff
- For accounts staff
- For drivers
- For workshop staff
Reports to ask for
Ask to see each one with your own sample data.
- Vehicle utilisation by day, hire type and vehicle class
- Quotes won and lost, by agent and by route
- Quoted against actual distance for closed hires
- Driver advances and balances outstanding
- Agent commission due for the month
- Permit, tax and insurance renewals next quarter
- Workshop cost per vehicle against revenue per vehicle
Systems it may need to connect to
Note which ones you already run.
- SMS
- Payment gateway
- Accounting export
Questions for any vendor
Put these to every supplier you are comparing.
- Does it handle daily, per-kilometre and package hire?
- How is double booking prevented?
- Can we compare quoted distance with actual distance?
- How are driver advances tracked?
- Can agents see their own bookings?
- Does it follow a vehicle’s live position?
- Can permits for different regions be recorded?
- What do you need from us to start?
- How is the cost for a fleet worked out?
- Can older hires be kept for reference?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Two hires are promised the same vehicle
- The quote and the final bill drift apart
- Driver allowances are settled from scraps
- Agent commission is argued at month end
- Permits and taxes are tracked by hand
Prefer to talk it through? See the tourist vehicle operators page.