Solutions

The jobs are similar. The way you organize them isn't.

Four shapes of operation we run into often: tour operators, travel agencies, scheduled bus and shuttle lines, fleets and driver co-ops. Read the part closest to how you already work.

Tour operators

One booking pulls in several suppliers and several things left to confirm

The guest agrees to a program, and you still have to confirm it with the boat, the van, the guesthouse, the restaurant — each with its own confirmation, its own price, its own payment date. So one booking ends up spread out: the selling price in one place, the buying price in another, the confirmation status in the head of whoever is holding the booking.

Every service on a booking stands as its own line: supplier, trip code, state. Two services of different kinds still sit next to each other.
For people with permission to see cost figures, the service line also shows cost, profit and margin.
Suppliers are a list your own business enters, with payment terms and the amount still owed.
Someone taking a booking over halfway through can read where it stands, instead of starting the questions over.

The services block of one booking in Opsby: two services of different kinds, each showing its own sell price, cost, margin and margin rate, together with a trip code, a supplier, a date and time, a pickup point and a number of guests. — The service block of one booking: two services of different kinds, each line carrying supplier, trip code, state and selling price — cost, profit and margin show only for people with permission to see cost figures.

Travel agencies

You resell someone else's service, so what you keep depends on what you paid for it

You take the guest, then book the service from someone else, so revenue on its own says little: what you have left sits behind the cost and behind what is payable to each supplier. Money committed to suppliers is scattered through booking confirmations; by the time you can put both halves together it is usually month end, while a quote has to be answered today.

Each booking has a breakdown card: total selling price, collected, still to collect.
What is payable to each supplier sits inside the booking, next to what the guest still owes.
For people with permission to see cost figures: total cost, gross margin and margin for that same booking.
When the guest changes or adds a service, you read the booking's figures again on that same breakdown card.

The costing card of one booking in Opsby: each service with the amount collected and the amount remaining, then total sell price, amount actually collected, amount still to collect, total cost, gross margin, margin rate, and the amount payable to each supplier. — The breakdown card of one booking: total selling price, collected, still to collect and the amount payable to each supplier — total cost, gross margin and margin show only for people with permission to see cost figures.

Bus and shuttle lines

Passengers join and leave along the route, and the pickup list changes until the last minute

The trip runs to a fixed time; the passengers don't. One changes the pickup point, one cancels once the vehicle has already pulled out. So the pickup list exists in several versions at once, and the one the driver is holding is not always the newest. Each trip's list stays on that trip's card; people given access to the trip read it and edit it in the same place.

Each trip is one card: departure time, route, trip code.
Pickup points are ordered by the times as they were entered.
Take more passengers than seats and the trip card shows the warning right there — 10/9, for example.
Vehicle and driver are chosen on the trip card, so you can see which trip is still short of someone.

One trip card in the Dispatch screen of Opsby: departure time, route, trip code, an over-capacity warning reading 10 of 9, selectors for vehicle and driver, two pickup points in time order with guest names and booking codes, and a button to send the order. — One trip card on the Dispatch screen: departure time, route, trip code, an over-capacity warning of 10/9, the vehicle and driver selectors, two pickup points ordered by time.

Fleets · driver co-ops

Many people in charge, money advanced and money collected on the road

The vehicles run scattered and each person in charge covers their own part: one advances cash for fuel, one holds what the passenger paid on the spot. By the end of the day, the money out on the road is the hardest number to read: it sits in messages and in each person's memory.

One line per person: how much collected money they are holding, how much of their advance is still unsettled.
A cash hand-over is recorded where it happens, so afterwards there is a marker to reconcile against.
Money in, money out and what is left for the period sit on the same screen.
Collected money with no holder recorded yet is counted on its own.

The Field collections and Advances block in Opsby: four staff members, each showing the amount they are holding and the advance not yet returned, with a button to record a hand-over; below it, a count of collected amounts with no holder recorded yet. — The Collections & Advances block: four people, the amount each one is holding, advances still unsettled, and the button that records a hand-over.

What they share

Four ways of working, one chain of jobs

The four groups above get stuck in four places, but the chain of jobs has the same shape: booking · services · dispatch · the people doing the work · suppliers · money. Opsby is the layer that keeps that chain connected; the order you work in and the way you divide the roles stay yours.

Work that is waiting is gathered on one Today screen, split by kind of job.
Clicking a kind of job takes you straight to where it is handled.

The Opsby Today screen on a phone: a summary card giving the number of items to deal with today and how many kinds of work they fall into, and below it a list of each kind of work with its count, tappable straight through to where it gets handled. — The Today screen: 37 items of work in six kinds, each kind clickable straight through to where it is handled.

The Opsby Today screen: four summary cards, a block splitting 37 items to handle into six types, and beside it the inbox, the day’s cash flow and a month calendar of services. — The Today screen: 37 items of work in six kinds, each kind clickable straight through to where it is handled.

Walk us through how your business actually runs

The clearest way to tell is to describe the real chain of jobs: where the bookings come from, who settles with the suppliers, who holds the cash, where you read your numbers at the end of the day. Leave us a message, we look at the real screens, and you judge for yourself.

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