Fleet & Transport
Run the travel desk without the whiteboard
Book airport transfers and local trips, dispatch drivers, follow the car live, and invoice the guest or the company.
For travel desk, transport and accounts teams.
Airport pickup
Room 208, Mr Kapoor 2 guests
- PickupTerminal 2, Arrivals
- DropHotel main entrance
On duty since 6:58 am
Every kind of trip the travel desk handles
- Airport pickups and dropsThe most common booking, with its own fare per vehicle type.
- Local trips and toursPackages with hours and kilometres included, plus extra-km and extra-hour rates.
- OutstationDestination packages, with tolls, parking, driver allowance and permits added up.
- Staff transportStaff trips are logged alongside guest trips, in the same records and reports.
- On-call carsWhen your own cars are busy, book an outside car and driver against the same trip.
From booking to invoice
The car leaves without anyone working out the bill first. Billing happens once, at the end, from what actually happened.
- 1
Book it
Guest or room, pickup, drop, time and number of guests, from a side panel on the trips screen.
- 2
Assign a car
Pick a vehicle and driver, or an on-call car. The trip appears in the driver's app.
- 3
The driver starts
They enter the starting km. From then on you can follow the car on the map.
- 4
The driver ends
They enter the ending km, and the guest can sign on the driver's phone.
- 5
Close and invoice
Package, extras, discount and tax are added up, and the bill goes to the room, the guest or the company.
Know where every driver is, without calling them
Drivers use the Captain Foxtel app. Starting duty is their clock-in, and while they're on duty the travel desk can see where they are and how much battery their phone has left.
- Start duty and close duty from the app
- New trips show up on the driver's phone
- Start and end km entered by the driver, checked so the end can't be less than the start
- A live route map for each trip, refreshing every 15 seconds
- Drivers can cancel a trip only with one of your set reasons, so it stays reportable
- A driver can't go off duty in the middle of a trip
| Driver | Status | Vehicle | Phone |
|---|---|---|---|
| Suresh K. Airport pickup, Room 208 | On trip | Innova KA 01 AB 2290 | 64% 8 s ago |
| Arun M. On duty since 7:30 | Available | Dzire KA 05 MN 7781 | 82% 1 min ago |
| Imran S. City tour, 4 hours | On trip | Ertiga KA 03 CD 1120 | 41% 9 s ago |
| Ravi P. Closed duty at 6:00 | Off duty | None | None |
Fares and packages, set once
Set a local and an airport fare for each vehicle type. For longer trips, build packages with the kilometres and hours they include and what each extra one costs.
- Fares by vehicle type: sedan, SUV and your own types
- Local and outstation packages, with km and hours included
- Extra-km and extra-hour rates per package
- Choose whether toll and FASTag, parking, driver allowance and permit are included or billed on top
- Vehicle groups for reporting, like "Own fleet" and "Attached cars"
| Package | Vehicle | Includes | Fare | Extra |
|---|---|---|---|---|
| Airport drop Local | Sedan | 40 km | ₹1,200 | ₹16 / km |
| City tour, 8 hours Local | SUV | 80 km, 8 h | ₹3,200 | ₹20 / km ₹250 / h |
| Mysuru day trip Outstation | SUV | 300 km, 12 h | ₹7,500 | ₹20 / km ₹250 / h |
Invoices with your name on them
Close the trip and the invoice is worked out from the package, the extra km and hours, and the charges on the way. Print it or save it as a PDF, with your logo, colours and signature.
- Charge to room, cash, pay online, complimentary or bill to company
- Company accounts with GST number, billing address and credit days
- Discounts limited per person, so a front office executive can't give away more than you allow
- GST or your own tax name and rate
- Your invoice title, number prefix, terms and footer
- Mistakes can be voided with a reason, not quietly deleted
No car on the road with expired papers
Each vehicle keeps its insurance, registration, permit and PUC dates. Anything expiring in the next 30 days shows on the Fleet dashboard.
- Insurance, registration, permit and PUC expiry per vehicle
- Driving licence number and expiry kept for each driver
- Service, repair and inspection jobs with cost, vendor and odometer
- A car in for service is taken out of the available pool
- Import drivers, vehicles, packages, companies and guests from CSV files
- KA 05 MN 7781DzirePUCExpired 3 days ago
- KA 01 AB 2290InnovaInsuranceIn 12 days
- KA 03 CD 1120ErtigaPermitIn 26 days
- KA 02 GH 4410Tempo TravellerRegistrationIn 19 days
What the fleet earned, and what it gave away
Income and bookings over any period, plus the trips that were complimentary or discounted and who approved them. Export any report to Excel for accounts.
- Booking and income reports
- Complimentary trips, listed separately
- Discounts given, with who gave them
- Income by vehicle group
- Excel export
- An activity log of every booking change
Works alongside
Bring your rate card. We'll build the packages in front of you.
In a demo we'll set up your vehicle types and a few of your packages, book a trip, and print the invoice.