Flexible Pricing, Automatic Invoicing
Build rate cards that match how you charge. Distance, time, fixed fees, surcharges — combine them however you need. Waybill calculates fees automatically and generates invoices from completed jobs.
Modular Rate Card Components
Every transport operation charges differently. Rate cards in Waybill are built from composable components that you mix and match:
- Distance-based — Charge per kilometre with support for tiered rates. The first 10 km at one rate, the next 20 km at another, and so on.
- Time-based — Charge per minute or per hour for wait times, loading, or time-on-road. Set minimum and maximum charges.
- Fixed fees — Flat charges for pickup, flagfall, after-hours callout, or any fixed cost component.
- Surcharges — Add percentage or flat-rate surcharges for weekends, public holidays, peak hours, or accessibility requirements.
- Waiting fees — Automatic charges when wait time exceeds a configurable threshold. Define free wait minutes and per-minute rates.
Automatic Fee Calculation
When a job is completed, Waybill calculates the total fee automatically based on the assigned rate card and the actual trip data.
- Route distance is captured from the job's pickup and dropoff locations
- Travel time is calculated from actual departure and arrival timestamps
- Applicable surcharges are added based on time of day, day of week, and job requirements
- Waiting time is tracked and charged once the free threshold is exceeded
Not Every Job Is Priced Per Kilometre
Metered rate cards are just the start. Price each job the way you actually charge for it.
Fixed-price jobs
Set a single flat price for a route or service — airport transfers, set runs, contract work. No metering, no surprises: the quote is the fare.
Hourly & standby hire
Charge by the hour for charters, event work, or a vehicle on standby. Book the hours, set the rate, and the fare is worked out for you.
Discount & promo codes
Create percentage or fixed-amount codes and let dispatchers — or online bookers — apply them at checkout. Great for loyalty, seasonal offers, or negotiated rates.
Agreed price override
Struck a one-off deal? Type the agreed fare straight onto the job and Waybill locks it in — even after completion — instead of recalculating from the rate card.
Service Levels: Charge More for Same Day and Hot Shot
An urgent job is worth more than a standard one. Create service levels such as Same Day, Express or Hot Shot, each with its own surcharge, and pick one on the job. Jobs with no service level are charged at the standard rate.
- Percentage or fixed surcharge — Add a percentage of the fare or a fixed amount on top of whatever the rate card works out, whether the job is metered, fixed-price or hourly.
- Pay the driver more, or don't — Give the driver a share of the premium as a percentage or a fixed amount, or keep the whole surcharge as margin.
- Sets the job's priority — A service level can also raise the job's priority, so a Hot Shot stands out on the dispatch board. Staff can still change it.
- Shown on the invoice — The customer's invoice line names the service level and lists the surcharge under the fare, so it's clear what they paid extra for.
- Discounts come off the total — A discount code applies after the surcharge, and an agreed manual fare is left as it is.
Invoice Generation
Turn completed jobs into professional invoices with one click. Group by client, date range, or service type to create invoices that match your billing cycle.
- Single or batch — Generate an invoice for one job or batch all completed jobs for a client into a single invoice.
- Customisable details — Include your business name, logo, ABN/tax registration, payment terms, and bank details.
- Line-item detail — Each job appears as a line item with reference number, date, route, passengers, and the full fee breakdown.
- PDF export — Download invoices as PDF for email, print, or upload to your accounting system.
- Status tracking — Track which invoices are draft, sent, paid, or overdue from a central dashboard.
Service Areas
Define geographic zones where your operation runs. Each service area can have its own rate card, ensuring pricing reflects the region.
Draw boundaries on a map or define areas by suburb, postcode, or radius from a central point. Jobs are automatically matched to the correct service area based on their pickup location.
Use service areas to set coverage limits too — get alerts when a job falls outside your defined zones, so nothing slips through the cracks.
Flexible Pricing Models
Not every client or service type should be charged the same way. Create multiple rate cards and assign them based on:
- Client — Corporate accounts, government contracts, and individual passengers can each have their own pricing.
- Service type — Standard transport, wheelchair accessible, stretcher, or premium vehicles at different rates.
- Time of day — Peak, off-peak, and after-hours pricing applied automatically by the clock.
- Contract terms — Fixed monthly rates, per-trip pricing, or hybrid models for long-term clients.
More Invoicing Capabilities
Tiered Distance Rates
Set different per-km rates at distance thresholds. Charge $3.00/km for the first 10 km, $2.20/km for 10-50 km, and $1.80/km beyond that.
Minimum Charges
Ensure every job meets a minimum fare regardless of distance or time. Set minimum amounts per rate card to protect your bottom line.
Accessibility Premiums
Add automatic surcharges for wheelchair accessible vehicles, stretcher transport, or other specialised equipment requirements.
Multi-Passenger Billing
Split fares across multiple passengers on shared rides, or bill the full amount to a single account holder. Flexible allocation for group transport.
Seven Currencies
Price and invoice in Australian, US, New Zealand, Canadian or Singapore Dollars, Pounds Sterling or Euros. The currency is set once for your organisation and recorded on each invoice as it is issued, so changing the setting later can never re-denominate money you have already billed. Nothing is ever converted between currencies — your money stays where you put it.
Tax Handling
Configure GST, VAT, or other tax rates per rate card. Tax is calculated automatically and shown as a separate line item on invoices.
Xero, MYOB & QuickBooks Integration
Native OAuth 2.0 sync to Xero, MYOB AccountRight and QuickBooks Online. Completed jobs become invoices in your accounting platform automatically — line items, GST, customer matching, and JOB-XXXX references for easy reconciliation. Learn more →
Related Features
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