Alffeur Executive: Chauffeur Booking and Dispatch System That Cut Admin by 90%
Alffeur Executive, a South Wales chauffeur company, was typing up, pricing, assigning and invoicing every booking by hand. We built them a separate booking page on WordPress, running the full eCab booking system and an automatic driver dispatch system, and linked it to their existing Joomla website. Admin per booking dropped from 30 minutes to 2.
2 months ago
Implementing the complete booking system, invoicing, driver assignment, and invoicing to driver system with Appvalanche Digital has transformed our operational efficiency. The seamless integration and user friendly booking forms have reduced each bookings administrative tasks from 30 to 2 minutes!
5.0
Alffeur Executive runs chauffeur and private hire work across South Wales, from airport runs to bespoke tours of Cardiff Castle, the Millennium Centre and the Brecon Beacons.
Their main website ran on Joomla and looked the part. The problem was everything that happened after someone wanted to book. Every job came in by phone, email or message, and every one had to be priced, typed up, assigned to a driver and invoiced by hand.
Project overview
The challenge
Around 30 minutes of admin went into every single booking. That meant:
- Customers waiting for a quote instead of booking straight away
- Risk of missed or double-booked jobs
- No single place to see every job and every driver
- Invoices made by hand, one by one
- No way to grow without taking on more admin
They didn’t need a new website. They needed the bookings to run themselves.
Spending too long on booking admin? We'll show you what a booking system would save you.
What we built
Their Joomla website was doing its job, so we didn't rebuild it. Instead, we built a separate booking page on WordPress and linked it to the Book Now buttons on their Joomla site.
That booking page runs the full eCab booking system, with WooCommerce and Stripe for payments, plus custom code to match the way they actually price and run jobs.
Why a separate booking page?
- No need to rebuild a website that already worked
- Quicker to get live than a full rebuild
- Nothing changed for customers, apart from a much easier way to book
- The booking system could move to a new website later, which is exactly what happened
A 3-step booking form
Customers enter their ride details, choose a vehicle and place the order. A live map shows the route, distance and journey time, so the price makes sense before they pay.
Online payments and instant confirmation
Card payments go through Stripe, and customers get their confirmation straight away. No more waiting for a call back.
Driver dispatch and invoicing on autopilot
This is the part that saves the most time. Once a booking is paid, the system takes it from there:
- Every driver gets an email. The drivers get an automatic email with the job details and a link to take it.
- First click gets the job. The first driver to click the link is booked in, and everyone else's link expires straight away. No phone round, and no job booked twice.
- The final form sends itself. Once the route is done, the driver gets an automatic final form to close off the job.
- The invoice is done for you. An invoice is generated automatically and sent to the managers' email, ready to go.
On top of that:
- One dashboard for every booking
- PDF invoices generated automatically, with Xero-ready workflows
- Custom pricing rules for journeys, vehicles, waiting time and extras
- Works on a phone, for drivers and admin on the move
- New vehicles, prices and extras can be added from the dashboard, no developer needed
The results
Admin time per booking dropped from 30 minutes to 2 minutes, a cut of over 90%.
Customers can now go from quote to paid, confirmed booking without picking up the phone. Drivers book themselves in with one click, and the invoice lands in the managers' inbox as soon as the job is done. Every job lands in one dashboard, ready to assign, and the invoice is already done.
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What happened next
When the business rebranded as Strata Executive Travel, they came back to us to build the new website. This time we built the whole site on WordPress, so the eCab booking system moved straight in, with no separate booking page needed.
The Book Now button on the old Alffeur site now sends customers straight to Strata.
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Websites, booking systems and SEO for chauffeur and taxi companies. Based in Cardiff.
