Limo dispatch software is the system where reservations are recorded, trips are assigned to chauffeurs, customers are kept informed and invoices are produced. For a new limo company it is one of the most important set-up decisions, because changing systems later means moving every customer, rate and booking.
This guide does not rank products. Platforms change, and the right one depends on your services, size and budget. Instead it sets out what to compare and what to ask, so you can judge any system for yourself.
Reservations and booking
- Taking reservations by phone, with every detail you need in one screen: passenger, addresses, times, vehicle type, flight number, special requests and price.
- An online booking widget or customer portal for your website, if you want customers to book themselves.
- Support for the trip types you offer: point-to-point, hourly, airport transfers, round trips and multi-stop trips.
- Customer and corporate account records, so repeat customers and account details are not re-entered each time.
- Automatic confirmation emails or messages to customers.
Dispatch and trip management
- A clear dispatch board showing unassigned, assigned and in-progress trips for the day.
- Assigning trips to chauffeurs and vehicles, with conflicts flagged.
- Trip status updates: chauffeur on the way, on location, passenger on board, completed.
- Flight information for airport pick-ups, if the platform offers it.
- Notes and a history of changes on each trip, so anyone picking up the work can see what happened.
Chauffeur app and communication
- A driver app, or another reliable way for chauffeurs to receive and accept trips.
- Status updates and location sharing from the chauffeur during the trip.
- Recording extras such as wait time, tolls and parking at the end of the trip.
Rates, payments and billing
- Rate set-up that matches how you price: hourly minimums, flat rates by zone or route, distance-based pricing and surcharges.
- Card payments, deposits and stored payment methods through a payment processor you can use in your country.
- Invoicing for corporate accounts, and statements for repeat customers.
- Paying chauffeurs and affiliates, if you work with them.
Affiliate network features
Many limo companies send trips to, and receive trips from, other operators in cities they do not cover. If affiliate work is part of your plan, check how the software sends and receives affiliate trips, and whether it connects to the networks the operators you work with already use.
Reports
At minimum you will want to see trips, revenue and outstanding payments by period, customer and chauffeur. Check what reports are included and whether data can be exported.
Practical questions to ask every vendor
- How is pricing structured: per vehicle, per user, per trip, or a flat subscription? What is included and what costs extra?
- Is there a set-up fee, a minimum contract term or a cancellation notice period?
- What does onboarding include, and how long does set-up usually take?
- What support is available, and during which hours in your time zone?
- Can you export your customer, booking and invoice data if you leave?
- Which payment processors does it work with?
- Can you add users with different permissions, for example an outsourced dispatcher who should not see financial reports?
- Is there a trial or a demonstration using your own trip types?
Think about who will use it
The best system on paper is no help if the people taking calls at night cannot use it quickly. Ask for a demonstration that follows a real booking from first call to invoice, and involve whoever will actually dispatch. If you plan to outsource dispatch, check that the system lets you give an outside team access to dispatch work while keeping the rest of your account under your control.
How Callstones works with dispatch software
Callstones' dispatchers work inside our clients' own systems, so you keep your software, data and customer relationships. We currently work with platforms including LimoAnywhere, World LimoBiz, Operr and Transit Partners, as well as custom software. If you have not chosen a system yet, we can talk through what your operation needs as part of a startup consultation.