Seat charts, agents, crews, coach papers and trip cash for intercity bus operators.
Manage routes, departures, seat sales, agent ledgers, crew rosters, coach papers, workshop job cards, tyre fitment and conductor cash in one system. Each departure carries its seat chart, boarding manifest, luggage tags, driver pair, diesel issue and trip sheet from the first booking to settlement. The depot sees which coach is fit, which crew has rested and which agent owes money, and conductors enter boarding and cash on a phone.
- Your own routes, pick-up stops, sleeper and seater layouts and fare slabs keyed in first, before any ticket is sold, with the berth numbers matching your printed chart
- Each coach added with its registration, route permit, fitness certificate, insurance term and pollution check expiry, with each scan attached to its date
- Credit limits and commission rates for every booking agent agreed with your accountant, then written into the ledger before the first agent logs in
An intercity bus operator keeps routes, departures, seat sales, crew rosters and coach upkeep in one record, so counter, depot and workshop never argue over a seat. Each departure carries one seat chart for counters and agents, a boarding manifest, the coach and driver pair assigned, and diesel and cash settled afterwards. Permit and fitness dates are watched.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Route and departure
The route is defined with its boarding and dropping points, meal halt and fare slabs, then a departure is published with a coach type, time and seat chart. Fares follow the slab.
- 2
Seat sales
Counters sell directly and agents book against a credit limit, and every sale writes to the same chart with boarding point, fare and the channel used. Held berths expire on a timer.
- 3
Roster
The depot assigns a coach, a driver pair and a conductor, and rest hours are checked against earlier trips and the last arrival time before the roster is confirmed. A clash is flagged at once.
- 4
Boarding
The conductor opens the manifest on a phone and marks who boarded, luggage tags are noted, and a no-show releases the berth for the next stop on the route. Names match the printed sheet.
- 5
Trip close
Diesel filled, kilometres run, tolls paid and the conductor’s cash are entered on the trip sheet, and any defect the crew noticed becomes a workshop job card. Nothing waits for morning.
- 6
Settlement
Agents are settled on sales less commission and refunds, cost per kilometre is read per coach, and service falls due on kilometres since the last grease.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Vehicle and Trip Management
Each trip records its kilometres, tolls and diesel against the coach, so cost per kilometre is read by route and by coach across every sector.
- Fuel and Driver Records
Driver trips are logged with kilometres and hours, which lets the depot see who has rested before a night departure is rostered.
- Attendance & Time Tracking
Conductors and drivers sign on and off each duty, and those times feed the rest check that runs before the roster is confirmed.
- Service Reminders
Permit, fitness and insurance dates raise a reminder ahead of expiry so the depot manager can renew each paper before a coach is stopped at a check post.
- Stock Tracking and Alerts
Tyres and spares are issued to a coach by wheel position, and reorder levels warn the foreman before the store runs out of brake liners.
- Ticket Management
A lost bag or a refund dispute becomes a numbered ticket against the trip, with an owner, a reply and a closing note kept on file.
- Invoice Management
A charter is billed with an advance and a balance, and each tax invoice is tied to the booking, the coach used and the kilometres hired.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For owners
See seats sold by route, coaches idle or in the workshop, agent balances and cost per kilometre by coach without calling the depot. A weak sector shows before month end.
For booking clerks
The seat chart opens on screen, where clerks sell or cancel a berth, apply the right refund band and balance the cash drawer when the shift ends. Counterfoils no longer pile up.
For depot managers
Build the roster, check crew rest, see which coach is fit for tonight and release it to the terminal with its manifest, diesel slip and trip sheet already prepared.
For conductors and drivers
Open the manifest, mark boarding, enter diesel and cash for the trip, and report a defect such as a cracked mirror from a phone before the coach is parked.
For workshop foremen
Take defects as job cards, issue spares and tyres to a coach by wheel position, and close the job with the odometer reading at service. Parts used show against the coach.
The numbers the owner asks for.
- Seats sold and load factor by route and departure
- Agent sales, cancellations and commission due
- Crew duty and rest hours by driver
- Permit, fitness and insurance dates due by coach
- Tyre fitment, wear and retread cost by coach
- Diesel, kilometres and cost per kilometre by route
- Conductor cash settlement and shortfalls by boarding stop
Who this is built for.
- Companies running timetabled day and overnight coaches from city to city, with sleeper berths on the long sectors and seaters on the short ones
- Fleets selling seats at booking counters and through a network of commission agents who each hold a credit limit and a fare slab of their own
- Owners who also hire out coaches for charters, weddings and pilgrimage tours between regular departures, and bill an advance before the coach leaves
- Businesses keeping their own depot, tyre store and workshop bay for greasing, welding, panel beating and brake relining, with spares issued against job cards
- Owners whose drivers and conductors cover long night duties over many routes and need rest hours checked before each coach is rostered again
When it is not the right choice.
- One coach carrying the same familiar group on every trip can get by with a notebook and a phone call. Agents, counters and crew rosters change that quickly.
- Daily school and staff shuttles fit School Transport Management Software more naturally, since the rider list and the stop sequence repeat every day. Operators who move cartons and freight along the same highways want the logistics and haulage product, where a consignment is the unit instead of a passenger seat.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- Online ticket sellers
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
Questions owners ask before a demo.
Can all sellers share one chart?
Yes. Every sale writes to the same chart for the departure, so once the counter sells a seat, agents see it blocked immediately. Sales from an online ticket seller need a connection built to its interface, which we plan in the first workshop along with how a held berth expires.
How does it count crew rest?
Duty and rest are added up from the trips each driver completed, and a roster that breaks your rule is flagged to the depot manager. Limits are set with your staff.
What warns us before a coach paper expires?
The coach register shows the permit, fitness certificate and insurance dates with an alert ahead of each, and the depot manager sees the list with each scan beside it.
Can an agent see only their own sales?
Yes. An agent logs in to book against their limit and read their own statement, and does not see other agents, other slabs or the operator’s accounts.
Does the conductor need signal?
The conductor’s screen runs online. On a patch without signal the conductor can note boarding on paper and enter it at the next stop with coverage, and the manifest is corrected then.
Can we track a coach on a map?
No. There is no tracking device in the product, and departure and arrival times from the depot and the conductor build the trip record instead.
How is tyre cost read for each coach?
A tyre is fitted by wheel position and moved or retreaded with a dated entry, and each tyre’s cost and kilometres add up to its coach.
Can charter bookings be handled?
Yes. A charter blocks the coach for its dates, takes an advance, bills the balance after the trip, and drops the coach out of the regular roster for that period.
What do the demo and quote cover?
You see a route, a departure, a seat chart and a roster built from a sample of your own routes and a few of your agents. Cost depends on depots and users, and a written proposal gives the figure after the demo, with scope and migration spelled out.
How do we move our records out?
Spreadsheet exports cover bookings, agent accounts, coach records and trip sheets, and which file layout you receive, and when, is written down in the quotation ahead of the build.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Intercity Bus Operator Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements