Help Centre & Onboarding

Everything a new operator needs: first-day setup, rate cards, invoice numbering and how a booking travels from quote to paid invoice

Day one: your operator account

The five things to fill in before you take your first booking.

1Open My Operator Account and enter your trading name, contact email, phone and tax number.
2Pick your country and currency in the top bar — every quote, tax rate and invoice follows it.
3Add your vans in My Vans & Plates with seat counts, so the seat map and capacity checks are correct.
4Add your drivers in My Drivers with licence expiry dates; expired drivers drop off the dispatch board.
5Add your airports and meeting points in My Terminals so passengers can pick a real pickup spot.

Upload your existing timetable instead of typing it in.

1Go to My Data Portal and download the routes template.
2Fill one row per route: code, name, stops, departure time, days, distance and vehicle type.
3Upload the file — rows with missing stops or times are flagged before anything is saved.
4Check the imported routes appear on the dispatch board and in the booking page dropdowns.

Admin, dispatcher, driver and passenger each see a different screen.

1Use the role switcher at the top of the back office to preview what each person sees.
2Dispatchers get the run builder, flight board and unassigned queue.
3Drivers get the mobile board: on my way, arrived, passenger on board, dropped off.
4Passengers only ever see their own booking, voucher and live tracking link.

One card per country, driving every quote in the app.

1Open My Pricing and choose the country you are pricing for.
2Set the shared fare per seat and the private fare per vehicle — these are your two base prices.
3Add the extra passenger fee, luggage fee, child-seat fee and after-hours surcharge.
4Set the zone multipliers so longer suburbs cost more than the airport fringe.
5Watch the live preview panel: it prices a sample shared trip and a sample private trip as you type.

Prices shown to passengers always include the local tax.

1Your country choice sets the tax rate automatically (for example 15% in New Zealand, 10% in Australia).
2Quotes on the public booking page show the tax-inclusive total; invoices break the tax out on its own line.
3After-hours is a surcharge band, not a separate card — set the window and the percentage once.
4Corporate accounts can carry a negotiated discount that applies on top of the same card.

An unbroken, auditable number sequence per market.

1Open the Australia & NZ Portal and pick the market you are invoicing in.
2Set the prefix and starting number, for example AU-INV-0001 or NZ-INV-0001.
3Every invoice raised takes the next number — numbers are never reused, even if an invoice is voided.
4Set your payment terms; the due date is calculated from the issue date.
5Export the series to CSV any time, or send an invoice straight to your accounting software.

Turn a month of trips into one invoice per client.

1Each corporate booking carries a cost centre or PO reference entered at booking time.
2At month end, open Billing & Invoicing and generate the run for the client.
3Every completed trip becomes a line item with date, passenger, route and fare.
4Review, then raise the invoice — it takes the next number in the series.
5Push it to your accounting software; payments sync back and show as paid on the client portal.

Term dates in, invoices out, automatically.

1Create the contract with term start and end dates, run days and seat price.
2The term calendar generates every run date and skips holidays.
3Roll marking on the driver app records who travelled each day.
4Recurring invoices are raised per billing period from the runs actually delivered.

From a visitor on your website to a paid invoice in your ledger.

11. Search — the passenger enters their flight number or travel date; the flight lookup fills in airline, terminal and arrival time.
22. Quote — the rate card prices shared per seat and private per vehicle, with luggage, child seats and after-hours added.
33. Seat selection — live seat availability shows what is left on that departure; held for a few minutes while they decide.
44. Details — passenger name, contact, pickup address and, for corporate riders, the cost centre or PO reference.
55. Payment — card through your gateway, pay on the day, hotel room charge or corporate account; card payments are marked prepaid.
66. Confirmation — a QR voucher is emailed and the booking lands straight on the dispatch board, no re-keying.
77. Delivery and invoice — the driver scans the QR, the trip completes, and the fare flows into the invoice run for that client.

What happens between step 6 and step 7 if the plane is late.

1The flight board polls arrivals and detects the new time.
2The pickup window shifts automatically by the same amount, keeping the shared-ride buffer.
3The passenger gets an updated pickup time; the driver gets it on the mobile board.
4If the passenger never shows, the driver starts the no-show timer and the fee rule applies.

Still stuck?

Email our team and we will walk you through setup on a call.