How it works
From quick intake to signed quote — step by step
The full quoting workflow, automated. AI reads the enquiry and gets the job started. Google Maps handles the route. CoachQuote handles the P&L and documents. You handle the client.
Paste the enquiry. Get a quote back in seconds.
Client email, SMS, or a WhatsApp forward — paste the whole thing in as it landed, typos and all. AI reads it and pulls out the client, date, times, and passenger count, then builds the full cost-and-price quote underneath using your own numbers, not a guess.
- Works from the raw text — no reformatting or re-typing the enquiry first
- Shows exactly what it found and what it didn't, so nothing gets assumed silently
- Every field stays editable before you save — AI drafts it, you confirm it
- Turns into a real job with one click once it looks right
Real routes. Real km. Real tolls.
Stop guessing distances and time. Enter any address — suburb, landmark, or full street address — and Google Maps calculates the exact route, drive time, and kilometre count. Toll estimates use current heavy vehicle rates, not car rates. Spot on, not ballpark.
- Addresses resolve automatically — no exact formatting required
- Heavy vehicle toll rates applied by default (current Transurban/Linkt rates)
- Updates automatically when you change vehicle — minibus vs coach toll rates differ
- Airport pickup fee auto-detected and added as a named line item on the quote
YES, NO, or MARGINAL — in seconds
Enter the client's offer or let CoachQuote calculate your retail price. You instantly see whether the job is profitable, what your net return is, and every cost broken down line by line.
- Full P&L — fuel, wages, tyres, depreciation, insurance, registration
- Net profit in dollars and per kilometre
- Counter-offer figure if the job doesn't stack up
- Status tracking from quote through to completed
Five client-ready documents, one tap each
Every job produces a full document set — no Word templates, no reformatting. Your logo, your details, your branding. Ready to send the moment the P&L is done.
- Client quote PDF — branded, professional, ready to email
- Quote (Word) — editable .docx if you need to customise
- Client itinerary — clean departure-by-departure schedule
- Work ticket — vehicle, driver, route, driver-to-complete section
- Operator P&L — full cost breakdown for your records
Text the whole run to their phone — no app, no password
"Send to driver" sends a link straight to their phone by text or email. No login, nothing to install. They see the full leg-by-leg itinerary — times, addresses, standby and rest breaks, your notes — total distance, a one-tap route in Google Maps, and a work ticket PDF they can download.
- No login required — one tap and the run is on their screen
- Full itinerary — every leg's times, addresses, standby/rest breaks and notes
- One-tap route — opens the whole day's stops in Google Maps
- PDF on demand — same work ticket, downloadable from their phone
Your cost structure, not industry averages
Set up your vehicle once — fuel consumption, tyres, depreciation, wages, insurance, registration. Every quote from that point uses your real numbers. Not what the industry thinks it costs. What it actually costs you.
- Separate weekday, Saturday, Sunday & public holiday wage rates
- Diesel price updates applied instantly across all jobs
- Deadhead kilometres costed — the forgotten profit killer
- Fixed costs spread correctly per departure day
Your quote is your audit evidence
From 1 August 2026, the Heavy Vehicle National Law reform replaces NHVAS with the new HVA scheme — every accredited operator needs a documented Safety Management System. CoachQuote generates that evidence as a by-product of quoting, not a separate chore.
- Planned work/rest profile on every job — NHVR Standard Hours, checked live as you build the itinerary
- Driver licence class checked against each vehicle's requirement automatically
- Licence, medical, driver authority, WWC, rego and inspection expiry nudges — never a gate, always visible before the job runs
- One-click Compliance Evidence Pack — every job's fatigue profile, licence check and work ticket bundled into a single PDF for an auditor
Every job, laid out by date.
A month at a glance, colour-coded by status — draft, quoted, accepted, completed — so a packed week or a quiet one is obvious before you open a single job. Click a job to jump straight into it. Double-click an empty day to start a new one already dated for it.
- Colour tells you the status without opening anything
- A busy day just shows a "+N more" rather than crowding the grid
- Double-click any day — new job or AI intake, both pre-dated for it
- Step month to month, or jump straight back to today
