Every way this industry charges, and none of it in a spreadsheet
Garage to garage. Point to point. Eight hours and eighty kilometres. Outstation with a night halt. A twenty-six day contract. A retail customer standing at your counter. These are not variations on one billing rule — they are six different rules, and software that only understands one of them sends the rest to Excel.
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Without it
- ×Garage kilometres are argued over because nobody was standing at the garage with the odometer
- ×The same intercity trip is quoted differently by three staff on three days
- ×Extra hours and extra kilometres are worked out by hand, and the arithmetic is generous to whoever is doing it
- ×A monthly contract is billed by counting duty slips into a calculator
- ×Night halt and outstation allowance are remembered, or not
- ×A rate changes and last month's invoices silently change with it
With Travel Softdrive
- Garage kilometres and garage time computed the same way every time, so there is nothing to argue about
- Fixed-price routes defined once and applied to every booking that runs them
- Package limits, extra hours and extra kilometres applied by rule, not by whoever is invoicing
- Monthly contracts billed from their own terms, including holidays and day reduction
- Night halt and outstation allowance applied automatically when the duty qualifies
- Rates versioned and snapshotted onto the invoice — changing a rate today never rewrites a bill from March
What's inside
Garage-to-garage billing
Billing begins when the vehicle leaves your garage and ends when it returns. The garage legs are computed consistently rather than read off an odometer nobody witnessed, and can be billed as actual with a cap or as a fixed allowance — your choice, applied uniformly.
Point-to-point fixed routes
Define a route once with the price it carries, and every booking that runs it bills at that price. No per-trip quoting, no three staff giving three answers for the same intercity run, no arguments about what the meter said.
Local packages with extras
Hour-and-kilometre packages with extra-hour and extra-kilometre rates applied by rule. Hour rounding follows the frequency you set, so a duty that runs eleven minutes over is treated the way your contract says it should be.
Outstation with night halt and allowance
Multi-day work billed per day with a minimum kilometre commitment, night halt where the duty qualifies, and driver allowance applied automatically instead of being remembered at invoicing time.
Monthly contracts
Fixed vehicle assignments on twenty-two, twenty-six or thirty day terms, with included kilometres and hours, daily duties generated across the month, holiday treatment, day reduction, and one aggregated invoice at the end of it.
Walk-in counter rates
A retail customer at the counter agrees a price and the booking is raised on the spot, with that rate attached to it. No rate card round trip for business that is over in a minute, and the passenger's name and number stay with the booking for follow-up.
Rates that follow the location
Rates resolve against where the work actually starts, so an operator running from multiple cities bills each one on its own terms rather than on a head-office rate that happens to be the default.
Versioned rates, snapshotted invoices
Rate contracts are versioned with no overlapping periods, and every invoice keeps the rate it was raised on. Negotiating a new rate today changes what you bill tomorrow and nothing you billed before — which is what makes an old invoice defensible.
Frequently asked questions
What is garage-to-garage billing, and why does it cause so many arguments?+
The vehicle starts and ends at your garage, but the customer's trip starts and ends somewhere else. Someone has to pay for the legs in between, and the dispute is almost always about how far those legs actually were — a number nobody measured, because no odometer photograph was taken at a garage at five in the morning. Computing those legs the same way every time removes the guess, and the customer can see the basis rather than being asked to trust a total.
Can one customer have different billing models for different work?+
Yes, and most do. The same corporate client might have a monthly contract for three vehicles, fixed-route airport transfers, and occasional outstation trips. Each is billed on its own terms and they consolidate into one invoice if that is what the client wants.
What happens to old invoices when we renegotiate a rate?+
Nothing. The rate that applied when an invoice was raised is kept with that invoice permanently. A rate change applies going forward. This matters more than it sounds — retroactive rate changes are how a clean set of books becomes indefensible during an audit.
Do you handle rate escalation clauses?+
Yes. Contracts with a scheduled increase apply it on the date it falls due, without anyone having to remember the anniversary of an agreement signed two years ago.
Is walk-in business worth putting through the system at all?+
It is, for one reason: it is the only business you have no record of otherwise. A counter booking captured here still produces a duty, an invoice, a ledger entry and a passenger you can contact again. Cash business that lives on a paper pad is business you cannot analyse, cannot chase and cannot prove.
Works seamlessly with the rest of the platform
Bring us your hardest billing rule
The one that always ends up in a spreadsheet. Book a demo and we will configure it live and show you the invoice it produces.
No credit card required. Credits never expire.