Software for Coach Hire Companies: Quotes, Bookings and Driver Rotas Built with AI

With Mythex a coach hire company can build its own quote request site, a quote calculator based on mileage and hours, a booking system that only offers coaches big enough for the group, and a driver rota that tracks license categories. You describe how your depot works and it builds a working app with a database, ready to publish.

Where coach hire runs short on software

Coach work is a matching problem. Every job needs a vehicle with enough seats and luggage space, a driver with the right license and enough legal hours left that week, and a route that has been priced properly. School trips and contract runs give a steady base, while private hire, airport transfers and multi-day tours pile into the same spring and summer weeks. Groups ask for quotes long before they know final numbers, collect three prices and decide weeks later. Many depots still answer the question 'can we do the 14th?' by walking to a wall chart. What helps is one place that shows which coaches and drivers are free before a quote goes out.

Vehicles listed by seats, luggage, toilet and wheelchair access
Quotes priced from mileage, hours, tolls and overnight costs
Driver hours and license categories checked before assigning
Coaches blocked out for inspections and maintenance
Purchase order numbers for schools and councils

What you can build for coach hire companies

A fleet page that answers 'will we fit?'

Group organizers compare operators on whether a coach takes their numbers and their luggage. List each vehicle with exact seats, belts, toilet, luggage space and wheelchair access, give school trips, private hire, airport transfers and tours their own pages, and end with a quote form that asks for dates, pickup, destination, passengers and luggage, so the first reply can be a price.

Build a website for my coach hire company with a fleet page showing each vehicle's seats, luggage space, toilet and wheelchair access, separate pages for school trips, private hire, airport transfers and tours, and a detailed quote request form.

A quote calculator from miles, hours and overnights

Each quote is built from mileage, driver hours, coach size and any overnight costs, with tolls, parking and ferries as their own lines. Driver accommodation and meal allowances on a tour belong on the quote, where groups accept them, not as a surprise later. Give every quote an expiry date and a shareable page where the organizer accepts, and turn accepted quotes into bookings.

Build a quoting tool for coach hire. Price each job from miles, hours and vehicle size with my own rates, add lines for tolls, parking, ferries and driver accommodation, set a 14-day expiry, and give each quote a page the customer can accept.

Bookings matched to the right size of coach

Store seat counts per vehicle and the booking only offers coaches that fit the group on that date. Outbound and return legs can be hours apart, and a five-day tour blocks a coach and driver for the whole trip, overnights included. Put a final-numbers deadline on each confirmation, because swapping a 49-seater for a 33-seater is easy a week ahead and hard on the morning.

Make a booking system for my coach fleet. Each booking has outbound and return legs, passengers and luggage, and can only be assigned a coach with enough seats that is free for the whole trip. Show a calendar of every vehicle by day.

A driver rota that sees the whole week

Plan a driver's week rather than a day, since a long tour on Monday changes what they can legally drive on Thursday. Keep license categories and expiry dates on each driver so only valid drivers can be put on each vehicle type, and block coaches out for inspections and servicing. Check the driving hours rules that apply where you operate and build them in as limits.

Build a driver rota for a coach company. Drivers have license categories and expiry dates, jobs need a driver licensed for that vehicle, and the weekly view shows hours driven per driver and flags anyone over the limit I set. Coaches in for service cannot be booked.

A portal for group leaders and school trip coordinators

Teachers and organizers want to see their itinerary, pickup points and invoice without ringing the office. A portal lets schools upload passenger lists and special requirements, shows payment status, and reveals the driver's name and phone number the day before travel. That one detail saves a morning of 'is the coach on its way?' calls.

Make a customer portal for my coach hire company where each group organizer logs in to see their bookings, pickup times and invoices, uploads a passenger list, and sees the driver's name and phone number from the day before travel.

Coach utilization and the jobs you turned down

Track how many days each coach earns money, quote conversion by type of work, revenue per vehicle day and the weeks where demand outran the fleet. Log every job you declined for lack of a coach or driver. That list is the clearest evidence of whether another vehicle or another driver would pay for itself.

Build a dashboard for my coach company showing days in use per vehicle this month, quotes won and lost by job type, revenue per vehicle day, and a count of jobs turned down for no vehicle or no driver.

From wall chart to a vehicle calendar

Start by entering the fleet with seat counts and features, then the drivers with license categories and expiry dates. Add next month's confirmed jobs by hand. Once the calendar shows every coach by day, you can answer 'can we do the 14th?' at your desk, and quotes start coming from the same records instead of a separate spreadsheet. Older bookings can be imported from a CSV later.

Fleet first: seats, luggage, toilet, wheelchair access
Drivers second: license category, expiry, home depot
Then upcoming jobs, then quotes

Schools come back if you ask first

School trips are booked early and the same school often goes to the same place every year. Flag repeat trips with their usual month, and before the summer break pull up a list of schools due a call. Staff change, plans are made months ahead, and the operator who got in touch first usually keeps the booking.

Questions

Can customers get a coach hire quote online?

Yes. The quote form collects dates, route, passengers and luggage, and you can price it with your own rates per mile and hour. The customer gets a page with the quote and an accept button.

Can it stop us double-booking a coach?

Yes. Each booking is tied to a vehicle for its whole duration, including multi-day tours, and the system only offers coaches that are free and have enough seats.

Does it handle driver hours rules?

You can store hours worked per driver and set the limits you need, and the rota flags anyone over them. The rules differ by country, so check what applies where you operate and tell Mythex the limits.

Can invoices show a school's purchase order number?

Yes. Add a purchase order field to the client or booking and it prints on the invoice, along with each leg, waiting time and extras.

Do I need to code?

No. You describe how your depot works in plain language and Mythex writes the app with a live preview. You change it by chatting.

Is it free?

You can build and publish on the Free plan with daily credits and no credit card. Pro is $25/month for more credits, a custom domain and code export.

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