One record for every hire.
Handle hire enquiries, quotations, advances, coach and driver allotment, trip sheets, driver allowance and agent commission for coaches, minibuses and vans from one desk. Each hire carries its route, its rate rule, its odometer readings and its dues from the first quote to the final bill. The desk sees which vehicle is free. The driver’s phone shows the hire.
- Rate cards entered as you quote them
- Fleet, driver and permit dates loaded first
- Open bookings and unpaid balances brought across
Coach, minibus and van operators keep hire quotes, advances, vehicle allotment, trip sheets and agent commission together in one system built by GullySystem. Each booking holds the quoted rate, the driver’s advance and every toll and parking receipt, so the clerk settles the trip without chasing slips. Permit dates sit on each vehicle.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A call, a message or an agent request arrives, and the record takes the route, dates, group size, seat count, vehicle type and source.
- 2
Quote
The desk prices the hire from the rate card, adding night halt, extra distance and border permit fees, and revised quotes are kept beside the first one. Every answer is noted.
- 3
Booking and advance
Once the customer accepts, the quote turns into a booking and one vehicle is blocked on the calendar for those dates. The advance is received against that booking and a receipt is issued. The date is held.
- 4
Allotment
A vehicle and a driver are paired to the hire, and the system checks permit cover, rest days and licence class before it lets the pairing stand.
- 5
On the road
The driver notes odometer, halts, tolls and parking on the trip sheet while the office logs any change of route and any top-up of the advance. Nothing waits for the return.
- 6
Return and final bill
The clerk checks the trip sheet against the quote, settles the driver’s expenses and bills any extras before posting the final payment. Agent commission is flagged.
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.
- Estimate/Quotation Management
Each hire quote is built from the rate card for the route and vehicle, with revisions kept and an accepted quote converted to a booking.
- Price Lists and Schemes
Daily, per-kilometre and package rates sit in one table, with minimum distance and night halt rules that the desk reads from.
- Vehicle and Trip Management
A vehicle and a driver are paired to each hire, and the booking calendar shows which coach or van is out on any date.
- Fuel and Driver Records
The advance given at departure and every toll, parking and meal receipt are settled against the driver’s name when the trip sheet closes.
- Commission and Incentives
Each booking is tagged to its agent or planner, a commission rule applies per party, and a month-end statement lists every hire behind the total.
- Service Reminders
Permit, road tax, insurance and fitness dates raise reminders weeks ahead, so a vehicle is not allotted to a hire its papers do not cover.
- Invoice Management
The final bill is raised from the trip sheet and the quote, with advances deducted and extras shown as separate lines.
- Receipts Management
An advance is receipted against the booking the day it arrives, which is also the day the vehicle is held on the calendar.
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 vehicles out and free, quotes open, dues by customer and agent, and permits near expiry without ringing the yard or interrupting the booking desk.
For booking staff
Take enquiries, price hires from the rate card, hold dates and issue advance receipts so that no date is promised twice to two customers.
For accounts staff
Check trip sheets against quotes, settle driver expenses, raise final bills and post receipts, tracing any disputed extra back to the start and end odometer readings.
For drivers
See the hire on a phone, record odometer and halts, and photograph toll and parking receipts as they are handed over at the barrier.
For workshop staff
Log tyre, brake and service work against each vehicle, and see which coaches and vans are due for inspection before a long hire is allotted to them.
The numbers the owner asks for.
- 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
Who this is built for.
- Coach, minibus and van hire by the day
- Fleets serving travel agents, hotels and wedding planners
- Group tours with night halts and several pickups
- Drivers carrying cash advances on long hires
- Family-run fleets still working from a diary and a ledger
When it is not the right choice.
- An owner with a single van and a few regular customers will do well enough with a paper diary, a phone and a notebook of dues.
- Staff shuttles and school runs follow fixed rosters, not tour bookings, so the logistics and haulage product or School Transport Management Software suits those fleets better.
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
- SMS
- Payment gateway
- Accounting export
Questions owners ask before a demo.
Does it handle daily, per-kilometre and package hire?
All three. Each vehicle type has its own rate card, and a quote shows how the daily minimum, extra distance and night halt were applied.
How is double booking prevented?
A confirmed booking blocks the vehicle for those dates, and when a second quote touches the same dates, the desk is warned before the quote leaves.
Can we compare quoted distance with actual distance?
Yes. The trip sheet’s start and end odometer are set against the quote, and the difference is priced under the extra distance rule you chose.
How are driver advances tracked?
The cash given at departure is entered on the booking, receipts from the trip sheet are added against it, and the balance either way is shown at sign-off.
Can agents see their own bookings?
Not by default. The office prints a statement for each agent, and a portal can be added during implementation if you decide you want one.
Does it follow a vehicle’s live position?
No. The product has no tracking, so position comes from the driver’s trip sheet and from any messages the office logs against the hire.
Can permits for different regions be recorded?
Yes. A vehicle can carry several permits, each with its region, number and expiry date, and the reminder list shows what is due soonest.
What do you need from us to start?
Bring a copy of your rate cards, the vehicle and driver lists, permit dates and open bookings, and the set-up workshop covers the remaining gaps one by one.
How is the cost for a fleet worked out?
What you pay is worked out from how many coaches and cars you run, how many desks take bookings and how many staff sign in. Before any quote is written, we walk through a demonstration using your own rate cards.
Can older hires be kept for reference?
Yes. Closed hires and their trip sheets stay searchable by customer, vehicle and date, and older files can be loaded in a trial import.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Tourist Vehicle 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.
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