The Operating System for Coach Hire Companies →

The worker that helps
you get the doing done.

Managing sales pipelines, operations, contracts, payments, vehicles and drivers as your constant trusted operational advisor.

Join Waiting List → See Features →

CoachWorker in action

Inbound Intelligence.
Quoted in seconds.

Every inbound call, chat, or form is transcribed, key details are extracted, and CoachWorker generates a live quote based on your rules.

Inbound Intelligence Live

Caller Hi, this is Sarah, we need transport from Gatwick South to Royal Ascot.

AI Gatwick Airport – South Terminal Royal Ascot, SL5 7JX

Caller 14th June, pickup at 10:00am.

AI Sat 14 Jun 2025 Pickup: 10:00

Caller Around 6:00pm. Should be within 8 hours total.

AI Return: ~18:00 Hire window: 8 hrs

Caller There'll be around 24 of us travelling.

AI Passengers: 24

Caller Executive class please — smart vehicle, it's a special occasion.

AI 24 Seater Exec Coach Premium / Smart

Lead Pax Sarah / [email protected] — +44 7712 345678

Sarah [email protected] +44 7712 345678

CoachWorker #Q-2041

Private Hire Royal Ascot · Gold Cup Day

Lead Passenger

Sarah

[email protected] +44 7712 345678

Journey

FromGatwick Airport – South Terminal

ToRoyal Ascot Racecourse, SL5 7JX

Pickup DateSat 14 Jun 2025 · 10:00 → ~11:00

Return DateSat 14 Jun 2025 · 17:00 → ~18:00

Journey TypeSame Day Return

Vehicle

Type24 Seater Exec Coach

Pax / Distance24 pax · 98 mi total

Pricing

Day hire (8h)£550

Mileage (98 mi)£100

Route charges£75

Private Hire Quotation £725

✓ Quote ready Saved to CRM

What is inside

Built for every corner
of your coach hire business.

One intelligent platform built to coordinate every moving part of your coach hire business.

01 Revenue

Revenue

Revenue rewards the fastest operator.

Quotes are produced immediately, deposits secured during the conversation and silent prospects re engaged without manual effort.

Instant QuotesAccurate prices generated in seconds

Dynamic PricingDistance, time and demand adjusted automatically

Automated PaymentsBookings secured with upfront payment on the spot

Upsell OptionsFlights, accommodation, guides, parking and waiting added to every quote

Tender TrackingGet new tenders alerts automatically

Revenue ForecastConfirmed and pipeline income predicted ahead

02 Operations

Operations

Every booking stays under control.

The average operator wastes hours a week on calls they should never need to make. Smart dispatch ensures accurate vehicle matching, instant notifications and clear alerts when something needs attention.

Job SchedulingEvery hire planned without resource clashes

Resource MatchingBest vehicle and driver assigned in seconds

Live OverviewAll active and upcoming jobs on one screen

Change ManagementAmendments handled without operational chaos

Route OptimisationEfficient long distance journeys planned accurately

Partner NetworkAccess to a network of trusted partners and suppliers

03 Customers

Customers

Real growth comes from clients who return.

Every detail is recorded, from past journeys to payment history and personal preferences, so each repeat booking feels effortless and familiar.

Client ProfilesFull booking history and preferences stored

Group ManagementOrganisers and passenger details all in one place

Communication LogEvery email, call and message centralised

Repeat TrackingReturning clients spotted and flagged automatically

Event RecordsWeddings, tours and corporate jobs all logged

Payment HistoryDeposits, balances and credit patterns visible

04 Partners

Partners

Overflow work should expand capacity, not shrink profitability.

Say yes to more work without stretching your fleet. View supplier costs transparently, lock in contracted pricing and evaluate instantly whether subcontracting supports or damages your profit target for that job.

Subcontract AllocationOverflow work outsourced with full visibility

Rate AgreementsPartner pricing stored, enforced and auditable

Availability RequestsJobs broadcast to trusted operators in seconds

Margin ComparisonInternal vs partner profitability shown side by side

Performance ReviewsPunctuality and quality tracked per partner

Document StorageInsurance and licences held per partner record

05 Automation

Automation

The work you do every day that nobody should be doing manually.

Chasing quotes. Sending payment reminders. Confirming bookings. Assigning school runs. These tasks eat hours every week and none of them require a human. CoachWorker handles all of it on the schedule you set reliably, silently, without needing to be asked.

Quote FollowupsUnanswered quotes chased on your schedule

Payment RemindersBalance requests sent before every departure date

Booking ConfirmationsFull journey details issued to customers automatically

Allocation RulesVehicles and drivers assigned by logic you define

Recurring JobsSchool runs and corporate contracts run themselves

Alert TriggersScheduling conflicts and margin risks flagged instantly

06 Intelligence

Intelligence

Operate on facts, not assumptions.

Revenue is not profit. CoachWorker breaks down true operating cost, margin by job, driver efficiency and demand patterns so every decision is backed by data, not assumption.

Booking TrendsSeasonal demand patterns surfaced automatically

Route ProfitabilityLoss making and high margin journeys identified

Fleet PerformanceRevenue generated per vehicle compared clearly

Driver EfficiencyTotal cost per driver measured against output

Conversion RatesEnquiry to confirmed booking tracked over time

Demand ForecastPeak periods predicted before they arrive

07 Fleet

Fleet

Every vehicle productive. Every risk managed.

Idle days, reactive maintenance and poor allocation reduce returns. CoachWorker ensures every vehicle is deployed correctly, serviced on schedule, and measured by actual monthly revenue output.

Availability BoardEvery vehicle status visible in real time

Vehicle MatchingCoach size matched to passenger count automatically

Maintenance PlannerServicing scheduled around live bookings

Fuel MonitoringConsumption tracked across every long journey

Utilisation ReportsRevenue earned per vehicle over any period

Damage RecordsIncidents and repairs logged per vehicle

08 Drivers

Drivers

Every job logged. Every limit respected.

Driving hours, rest periods, PSV status, and documented work logs are monitored automatically. CoachWorker highlights issues before they escalate, giving you confidence that every driver and every job meets regulatory standards.

WorkticketsDetailed work tickets generated for every job

Driving HoursLegal driving and rest limits tracked continuously

Licence ControlPSV and CPC expiry dates monitored proactively

Availability TrackingSchedules and time off always up to date

Incident LoggingComplaints, fines and violations recorded properly

Cost TrackingTotal wage cost attributed to every booking

09 Finance

Finance

See the numbers that actually matter.

High turnover does not guarantee healthy margin. CoachWorker measures actual job profitability after all operational costs are applied, giving you the confidence to pursue the right contracts and correct underpriced work.

Invoice CreationInvoices and credit notes generated automatically

Balance TrackingOutstanding payments and due dates always visible

Margin AnalysisTrue profit calculated per booking after all costs

Account StatementsMonthly financial statements with credit mapping

Cashflow ForecastSeasonal liquidity predicted weeks in advance

Refund ControlCancellations and repayments handled cleanly

10 Compliance

Compliance

Inspections do not come with warnings.

Regulators expect records to be accurate and accessible at any moment. CoachWorker continuously organises tachograph data, operator licence records and safety documentation so you are always inspection-ready, not scrambling at the last minute.

Operator RecordsLicences and regulatory documents stored centrally

Safety LogsVehicle inspections and defects all recorded

TachographDriving regulation compliance tracked continuously

Expiry AlertsCritical renewals flagged weeks before the deadline

Audit ReportsInspection documentation prepared on demand

Risk TrackingOperational and safety concerns logged with status

11 Integrations

Integrations

One operation. One flow of data.

The frontend is fully white-labelled to your identity from booking flow to operator dashboard. CoachWorker provides the backend engine, system integrations and data architecture. Connect existing providers, activate additional modules and customise workflows without disrupting your core operation.

Vehicle TrackingGPS hardware connected for live location data

Tachograph SyncDriver data imported automatically from the unit

Accounting SyncInvoices pushed straight into your accounts software

Payment GatewaySecure card payments taken directly at the point of booking

White LabelPlatform fully branded to your company identity

Fuel CardTransactions imported and allocated per job automatically

The worker that helpsyou get the doing done.

Inbound Intelligence.Quoted in seconds.

Built for every cornerof your coach hire business.