Transfer software should take a booking from the customer, the hotel or the partner, apply the right price, assign it to a driver and show what has been paid. When all of this happens in one system, your team stops chasing bookings across email, Viber and notebooks. These are the points worth checking.
1. An online booking form with automatic pricing
Customers should be able to book a transfer on your website without waiting for a quote. Check that the transfer booking system:
- calculates the price per route, vehicle and number of passengers
- accepts a deposit or full payment with the booking
- works properly on mobile and in both Greek and English
- can have a separate form for each hotel or property you work with
2. All bookings in one calendar
Bookings from your website, from partners and over the phone should all end up in the same schedule. You need filters by day, driver and status, so you can see at a glance which route doesn't have a driver yet.
3. Driver and vehicle assignment
Assigning jobs is the most frequent task during the season. Choose a system where you drag the booking onto the driver's calendar and the driver is notified instantly, with no phone calls. Also check that you can see which van or minivan is free and when its roadworthiness test (KTEO) or service is due.
4. An app for your drivers
Drivers should see the day's routes, passenger details and any changes on their phone the moment they happen. If they collect cash, the system should keep a cash balance per driver.
5. Partners, hotels and commissions
Many transport companies live on referrals from hotels, travel agents and concierges. Good software records which partner brought in each booking, so you can work out their share without Excel.
6. Payments, invoices and customer records
- online payments through providers such as Viva or Nexi
- a clear view of paid and unpaid bookings
- a customer database with each customer's history
- transmission of invoices and receipts to myDATA, the e-invoicing platform of AADE (the Greek tax authority) (confirm your obligations with your accountant)
7. Pricing that suits a seasonal business
Most transfer companies in Greece operate six to eight months a year. Ask whether the subscription is monthly, whether there is a commission per booking and whether you can pay only for the months you are active. Also ask for a free trial and help with the initial setup using your own routes and prices.
Checklist at a glance
| Feature | What you gain |
|---|---|
| Booking form with automatic pricing | Bookings without waiting for a quote |
| Single calendar | No missed routes |
| Drag-and-drop assignment | Fewer phone calls during the season |
| Driver app | Instant updates on changes |
| Partner tracking | Accurate commissions without Excel |
| Online payments | Deposits and fewer no-shows |
| Seasonal subscription | You only pay when you're working |
How Ridebly covers it
Ridebly's tourist transport software combines a booking form with automatic pricing and deposits, a calendar with drag-and-drop assignment, a driver app, driver cash balances, partner tracking and payments through Viva or Nexi, with no commission per booking. See how it works, step by step or, if you also have a fleet for hire, our car rental software. For what to look for in a rental system, read our guide to choosing car rental software.