One-Click Fleet-Wide Route Optimisation
Stop assigning jobs one at a time. Waybill analyses all pending jobs simultaneously and calculates the optimal driver-vehicle assignments across your entire fleet — in seconds.
Purpose-built fleet optimisation software for transport operators — from NDIS, patient and community transport to commercial fleets. Automated route optimisation that cuts kilometres, fuel, and dispatch time. Learn how fleet route optimisation works →
How It Works
Three steps from scattered jobs to a fully optimised fleet.
All Pending Jobs Analysed
Every unassigned job in the queue is gathered — pickup locations, dropoff points, time windows, passenger counts, and special requirements. Nothing is missed.
Optimal Assignments Calculated
The optimisation engine evaluates every possible driver-vehicle-job combination, factoring in distance, time constraints, capacity, and driver availability to find the best overall assignment.
Preview & Apply
Review the proposed assignments, check warnings, and apply them all at once — or adjust individual assignments before confirming. You stay in control.
What Gets Considered
Fleet optimisation doesn't just look at distance. It balances multiple constraints simultaneously to produce assignments that actually work in the real world.
- Time windows — Requested pickup times and deadlines are respected. Jobs that must arrive by a certain time are prioritised accordingly.
- Vehicle capacity — Passenger count, cargo requirements, and vehicle seating limits are all matched. Overloading is never proposed.
- Driver hours — Maximum shift durations are checked so no driver is assigned more work than they can safely handle.
- GPS locations — Real-time vehicle positions are used to calculate accurate travel times and distances between stops.
- Vehicle types — Wheelchair-accessible, stretcher-capable, or other vehicle requirements are matched to the right fleet assets.
Full Decision Transparency
Fleet optimisation isn't a black box. Every run produces a detailed log explaining exactly what happened and why.
- Step-by-step log — See how many jobs were found, how many drivers were available, which vehicles were included, and what the optimiser calculated.
- Assignment reasoning — Each proposed assignment includes estimated travel time, distance, and route sequence.
- Unassigned explanations — Every job that couldn't be assigned gets a clear reason: capacity exceeded, no driver available in the time window, vehicle type mismatch, or scheduling conflict.
- Exclusion warnings — If vehicles were excluded (e.g., no location data available), you'll see exactly which ones and why.
Preview Before Applying
Fleet optimisation never makes changes behind your back. Every proposed assignment is presented for review before anything is saved.
- Full assignment table — See every proposed job-driver-vehicle pairing with ETA and travel distance at a glance.
- Warning alerts — Excluded vehicles, missing data, or unusual conditions are highlighted prominently so nothing is overlooked.
- Unassigned reasons — Jobs that couldn't be assigned are listed with specific explanations, so you can handle them manually if needed.
- Apply or adjust — Happy with the results? Apply all assignments in one click. Not satisfied? Close the preview, make changes to jobs or drivers, and re-run.
Fallback Intelligence
Real fleets don't always have perfect data. Waybill handles imperfect conditions gracefully instead of failing silently.
- GPS available — When vehicles have live GPS positions, exact travel times and distances are calculated for the most accurate optimisation.
- No GPS? Use depot — Company vehicles without GPS fall back to their assigned depot address. The system still produces reliable route plans.
- Personal vehicles — Drivers using personal vehicles fall back to their home address when GPS isn't available, keeping them in the optimisation pool.
- Organisation depot — As a last resort, the organisation's central depot is used. Only vehicles with no location data at all are excluded — and you'll be warned about them.
More Optimisation Capabilities
Handles Any Fleet Size
Whether you have 3 vehicles or 300, the optimisation engine scales. Small fleets get instant results; larger fleets get answers in seconds, not hours.
Works With Smart Assign
Use fleet optimisation for bulk assignment, then Smart Assign for individual jobs that come in later. Both systems share the same intelligence.
Respects Existing Assignments
Already assigned some jobs manually? Fleet optimisation works around them. Committed assignments are preserved — only unassigned jobs are optimised.
Multi-Passenger Awareness
Jobs with multiple passengers are handled correctly. Capacity checks account for all passengers on the trip, not just the first one.
Re-Run Any Time
Changed a job or added a new driver? Re-run optimisation as many times as needed. Previous results are replaced — no stale data.
Exportable Results
Review total fleet distance, total time, per-driver workload, and per-job ETAs. Everything you need for daily planning in one view.
Related Features
Fleet Optimisation FAQs
Fleet optimisation software automatically works out the best way to assign jobs to drivers and vehicles across your whole fleet — minimising total distance, travel time, and fuel while respecting time windows, vehicle capacity, and driver availability. Waybill runs this as a one-click, fleet-wide route optimisation that turns a queue of unassigned jobs into an optimal plan in seconds.
Transport operators who move from manual planning to algorithmic route optimisation typically see a 15–30% reduction in total driving distance, with matching cuts to fuel and overtime. Tighter routes also let each driver complete more jobs per day, so you add capacity without adding vehicles.
Yes. Waybill's optimisation respects wheelchair-accessible vehicle matching, passenger capacity, appointment time windows, and driver hours — the exact constraints NDIS, patient, aged-care, and community transport operators need. Jobs that can't be assigned are flagged with the reason why.
Always. Waybill previews every proposed assignment — total fleet distance, per-driver workload, and per-job ETAs — before anything is applied. You can adjust or override any assignment, then commit when you're happy. Optimisation gives dispatchers a better starting point, not a locked decision.
Assigning one job at a time (smart assign) finds the best driver for a single job right now. Fleet-wide optimisation considers every pending job together, so it can make trade-offs across the fleet — assigning one job to a further driver because it frees a closer driver for a better-suited job. Waybill includes both.
Optimise Your Fleet in One Click
Every feature, no limits. Pay only for completed jobs — from $0.45, with your first 50 covered by the trial.