Charter & Tour Bus Software
From day trips to multi-day tours, charter transport requires precise itinerary management, group coordination, and vehicles that match your passenger counts. Waybill handles it all in one platform — itineraries, capacity matching, rate cards, and invoicing.
Multi-Stop Itineraries
Charter trips rarely go from A to B. They visit wineries, tourist spots, conference venues, and hotels — in a specific order with planned timing. Waybill's multi-stop architecture handles complex itineraries naturally.
- Ordered stop sequences — Define stops in exact order with scheduled times for each. Drivers see a clear route plan with timing for every stop.
- Intermediate stops — Add hotel pickups, venue visits, rest stops, and scenic points. Each stop carries its own scheduled time and passenger boarding information.
- Distance and duration tracking — Segment distances and durations between stops are calculated and displayed, helping with route planning and cost estimation.
- Notes per stop — Add instructions for each stop: "Wait 45 minutes at winery" or "Group photo opportunity — park in bus bay 3."
Group Passenger Management
Charter transport means managing groups — corporate teams, tour parties, wedding guests. Waybill tracks individual passengers within groups so you know exactly who's on which vehicle.
- Passenger lists — Assign passengers to each stop with boarding and alighting actions. Know who gets on and off at each point in the itinerary.
- Group headcounts — Track passenger counts per stop against vehicle capacity. Waybill warns you before a vehicle is overloaded.
- Special requirements — Record accessibility needs, dietary restrictions, or VIP handling requirements for individual passengers within the group.
- Driver briefing — Drivers see the full passenger list with notes and special requirements for each group member.
Vehicle Capacity Matching
Charter vehicles come in all sizes — from 12-seat minibuses to 57-seat coaches. Waybill's smart assign checks passenger count against vehicle capacity to ensure the right vehicle for every job.
- Automatic capacity checking — When assigning a vehicle, Waybill verifies the passenger count fits within the vehicle's seating capacity.
- Vehicle type filtering — Filter available vehicles by type — minibus, coach, luxury sedan — to match the charter's requirements.
- Luggage and equipment — Track cargo capacity alongside passenger seats. Tour groups with luggage need different vehicles than a corporate team with laptops.
- Fleet optimisation — For multi-vehicle charters, use fleet optimisation and multi-stop route planning to distribute passengers across vehicles efficiently.
Flexible Rate Cards for Charters
Charter pricing is unique — half-day rates, full-day rates, per-kilometre charges, minimum hours, and overtime surcharges. Waybill's configurable rate card system handles any pricing structure.
- Multiple rate components — Combine fixed fees, per-km rates, per-hour rates, and minimum charges in a single rate card.
- Automatic fee calculation — Fees are calculated from actual distance and duration. No manual math required.
- Per-job visibility — Every charter shows its calculated fees before and after completion, so you can quote accurately and invoice confidently.
- Invoice generation — Generate invoices directly from completed charters with all fee components itemised.
Why Choose Waybill for Charter Transport
Itinerary Planning
Multi-stop routes with ordered sequences, scheduled times, and per-stop notes. Plan complex tours with confidence.
Group Management
Track passengers per stop, record special requirements, and ensure vehicle capacity is never exceeded.
Vehicle Matching
Automatic capacity checking ensures the right vehicle is assigned. Filter by type, accessibility, and luggage capacity.
Flexible Pricing
Rate cards with distance, time, and fixed components. Calculate fees automatically and invoice with one click.
Driver Coordination
Drivers see the full itinerary with timing, passenger lists, and stop instructions on their portal.
Real-Time Updates
Live status tracking and in-app messaging keep dispatchers and drivers connected throughout the charter.
Related Use Cases
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