Running a fleet with software: from dispatch to receivables
Dispatching by phone and group chat leads to double bookings, missed trips and lost receivables. See how fleet software makes life easier for dispatchers and accountants.
Tour, charter and shuttle operators handle dozens of calls every day to book, reschedule and cancel trips. When everything lives in notebooks and group chats, one buried message means a missed trip or two customers booking the same vehicle.
Dispatch board: the whole week on one screen
Fleet software should show dispatchers every vehicle for the whole week: which slots are booked and which are free. Create a trip with one click on an empty slot, and give every trip a clear status: waiting, on the road, paused, postponed, completed. On busy days, a by-day view speeds things up.
Live vehicle tracking
When a customer asks “where’s my bus?”, dispatchers shouldn’t have to call the driver. A live map shows each vehicle’s position, speed, moving/stopped/parked status and current trip, with speeding alerts.
Monthly contracts
Monthly employee and school shuttle contracts need their own view: route, customer, driver, monthly revenue, collected and outstanding amounts, and driver pay.
Drivers and vehicles
Driver profiles with licence number, pay scheme, health status and availability make assignment easy. Vehicle records hold plate number, type, status and assigned driver.
Finance: know whether you make money
This is where most operators still work by hand. Software should accumulate receivables per trip, show who owes what and their last payment, and record costs by type – fuel, tolls, maintenance, driver commission – to give net profit per period.
XETA – Vietcaso’s fleet software
XETA runs a fleet of more than 20 tour and charter vehicles every day, on both desktop and phone. Contact Vietcaso for a demo with sample data.
