Automating Dispatch and Bookings for a Corporate Fleet Operator
A custom booking platform with automated dispatch that increased confirmed bookings by 40% and eliminated the manual coordination bottleneck.
Overview
The challenge.
The solution.
Every booking required manual coordination: a client would email or call, an admin would check driver availability, confirm via reply, and then manually notify the driver. At peak periods, bookings were being lost to competitors who offered instant online confirmation. The client had no CRM, no centralised booking history, and no way to see fleet utilisation at a glance.
We built a full corporate booking platform with real-time availability, instant confirmation, and automated driver dispatch. Corporate account holders get a dedicated portal to make bookings, view history, and download invoices. The operations backend gives administrators a live fleet view, driver assignment tools, and an automated notification chain that coordinates every booking without manual intervention.
Our Approach
How we
solved it.
The step-by-step methodology we used to take this project from brief to live.
Operations Audit & System Design
Mapped the existing booking and dispatch workflow end-to-end. Identified that 80% of admin time was spent on coordination tasks that could be automated with the right system design. Produced a technical specification covering the booking flow, driver availability model, and CRM data structure.
Corporate Booking Portal
Built a clean, mobile-responsive booking portal for corporate clients. Instant availability display, vehicle and service selection, and real-time price calculation — with confirmed booking delivered by email within seconds of submission.
Automated Dispatch Engine
Built an automated dispatch system that assigns available drivers to confirmed bookings based on proximity, vehicle type, and driver preference rules. Sends automated SMS and email notifications to drivers and includes a driver-facing mobile view for job acceptance and status updates.
CRM Integration & Reporting
Integrated HubSpot CRM to capture every booking as a client record, track corporate account history, and trigger follow-up sequences for repeat booking nudges. Built a reporting dashboard showing fleet utilisation, revenue by account, and booking source breakdown.
The Results
What it
delivered.
Measurable outcomes achieved for Executive Fleet — real numbers from a real engagement.
We used to lose bookings because we couldn't confirm fast enough. Now everything is instant — clients get confirmation in seconds, drivers get notified automatically, and our admin team focuses on relationships, not logistics.
Project Details
- Client
- Executive Fleet
- Industry
- Corporate Chauffeur Services
- Year
- 2024
- Duration
- 10 weeks
- Services
- Web Development · Booking Automation · CRM Integration · Digital Marketing
Next Steps
Let's build something
worth talking about.
Tell us about your project. We'll come back within 24 hours with a clear scope and a path forward.