What RideDesk does
RideDesk is the desk your business runs from: bookings arrive, get priced, get a driver, get paid, and turn into documents that survive an audit. Below is the whole surface, grouped by the part of the day it belongs to.
Two things are worth saying up front. Transfers and vehicle rentals are separate modules, so an operator who only does one never sees the other — no dead menus, no fields that do not apply. And several capabilities below are add-ons, marked as such, because most businesses should not pay for a WhatsApp integration they will never switch on.
Dispatch and the working day
The core, included with every account.
A booking state machine
Pending, approved, driver assigned, confirmation sent, confirmed, completed — with rules about which moves are allowed. A driver must actually confirm before a booking counts as confirmed, because an unread message is not a commitment.
Drivers without an app store
Each driver gets a private link that opens their own jobs on any phone. No password to reset, no app to install, nothing to onboard. They confirm, decline, and see the passenger, the flight and the address.
Live flight status
Airport work is where a pickup time is a guess until the aircraft lands. Track the flight number and see the actual landing time, with terminal and gate where the data source provides them.
Multi-car bookings
A group needing three cars is one booking for the customer and three jobs for dispatch — so each car gets its own driver while the customer receives one confirmation, one payment link and one invoice for the whole booking.
Partners and subcontracting
Forward a job to an approved partner at an agreed margin. Partners onboard themselves through their own portal — company details, vehicles, drivers, documents — and each item is approved by you before it can be used.
Dashboard and reporting
A module-aware dashboard with a "needs attention" list derived from the records themselves, so it clears itself as you work rather than becoming another to-do list to maintain.
The job, as your dispatcher sees it
One record holds the passenger, the route, the flight, the assigned driver and the money — so nothing about the ride lives in somebody’s phone.
Airport transfer · today
M. Weber · 2 pax
Frankfurt Airport (FRA) · T1
Hotel Jumeirah, Thurn-und-Taxis-Platz
Thomas S.
Accepted · 4 min ago
Every way work reaches you
Website, widget, WhatsApp, Instagram and Messenger, Telegram, live chat, email, phone and marketplace partners — all landing in the same place.
Pricing and quoting
All server-side. A price is calculated from your rate card, never accepted from whatever a browser posted.
A rate card that matches how you sell
Per-kilometre and per-hour rates by vehicle class, an optional base fare, separate weekend rates, minimum fares, and an included distance for hourly work with a clear rule for exceeding it.
Fixed prices for named routes
Airport to city centre at a price you set, optionally both ways, overriding distance pricing entirely. This is how most transfer businesses actually quote, so it is a first-class rule rather than a workaround.
Surcharges and early-booking discounts
A percentage for short notice or for specific dates such as public holidays, and the mirror image — a discount for booking well ahead. Both apply before any voucher, so a promo code still stacks correctly.
Automatic price verification
Every website booking is recomputed against your own rate card and flagged if it disagrees. This is what catches a stale price cached on a page you forgot about.
Hands-off approval
An optional pipeline that approves a booking only when the price verifies, the pickup is inside your service area and there is enough notice. A failed check never rejects a customer — it holds the job and tells you why.
Quotes a customer can accept online
Send a quote with a validity date and a page where the customer accepts or declines. A decline is worth as much as an accept: it stops the follow-up chasing someone who already booked elsewhere, and the reason is the only lost-deal data you get.
Priced by your rate card, on the server
The route is measured once and every vehicle class is priced from your own rates, so no channel can quietly undercut you.
Priced live from your own rate card · fixed, no surprises
A payment page per booking
Your own Stripe, PayPal or SumUp account, the full booking summary on the page, and a compliant invoice behind it.
Money
Everything from taking the payment to the document your accountant needs.
A hosted payment page per booking
Your own Stripe, PayPal or SumUp account, plus bank transfer. The page carries the full booking summary, so it stands alone without the email. Card payments can run inline on the page, wallets included, with no redirect.
Invoices that survive an audit
Consecutive numbering that never rewinds, seller and buyer identity, VAT shown correctly, and a void path rather than a delete path. Built to §14 UStG, which is stricter than most jurisdictions require.
Card terminals and deposit holds
For rentals, take a security deposit as an authorisation rather than a charge — on a card reader, or as a link the customer authorises on their own phone with no hardware at all.
Driver cash settlement
When a driver takes cash they are holding your money. Their balance is derived from what they collected, what they earned in commission and what has been settled, so the conversation is about a number you both agree on.
Cancellation and refunds with a policy
Free, late and no-show tiers with your own thresholds, applied to the amount actually paid, with the refund issued through your own Stripe and the bank trace reference retrievable for the customer.
Standalone and supplementary invoices
Bill something that is not a booking, or bill a late extra against a booking that was already invoiced — because an issued invoice number is immutable and appending to it is not an option.
Rentals, with the paperwork attached
Day rates and duration discounts, included kilometres, condition at handover and return, and an agreement the customer signs.
4 d
Period
€ 149/d
Rate
−10%
Long-stay
Your brand, your domain
Your colours, your logo and your sending address, on a hostname you own. Customers never learn what software you run.
Booking page, panel & emails — 100% your brand, none of ours
Communication and automation
Every message the job generates, from your brand rather than ours.
Email that is genuinely yours
Send from your own domain with proper authentication, or connect an existing mailbox. Two-way: replies land in the panel against the booking, with delivery, open and click state visible.
Editable templates in English and German
Every automated email is a template you can rewrite, per language, with the customer's language detected from the booking.
AI drafting where it helps
Draft a reply to an email, a social post, or a decline reason — always as a draft a human sends. AI never sets a price, and every use is metered from one shared monthly credit pool so the bill cannot surprise you.
Reminders and scheduled jobs
Customer reminders before pickup, driver reminders closer in, payment chasers, a morning digest and a weekly summary — each individually switchable.
One place to decide who hears what
A single grid of events against channels — email, push, WhatsApp, Telegram, SMS — grouped by audience. Adding a channel does not mean re-editing every automation.
Social publishing
Post to Google Business Profile, Facebook and Instagram from the panel, scheduled or immediate, with an image you upload or generate.
How a booking moves
Arrive, get priced, get a driver, get confirmed, get paid — the same path whichever channel it came from.
Sign up & make it yours
Create your organization, set your rate card, connect your domain and drop in your logo and colour.
Take bookings everywhere
Point your website at RideDesk, plug in the API, forward marketplace jobs, or add them by hand.
Dispatch & get paid
Approve, assign a driver or partner, send the pay link, and let the automations handle the rest.
What comes with it
The capabilities that turn a booking list into a business you can run from one screen.
Built-in CRM
Every booker becomes a customer record — history, documents, billing details, lifetime value.
Two-way inbox & WhatsApp
Reply to customers by email or WhatsApp from inside each booking. No separate app.
Live flight status
Airport pickups track the flight automatically — delays surface before the driver leaves.
Bookable by AI agents
A per-tenant MCP endpoint lets AI assistants get a quote and book — priced by your rules, never theirs.
Quote-to-booking analytics
See what visitors entered, which class they picked, and where they dropped off the funnel.
Automations & reminders
Confirmations, driver reminders, payment chasers and a morning digest — on autopilot.
Running the business
The parts that matter once there is more than one of you.
Customers and companies
A CRM that fills itself from bookings, with billing details and VAT numbers held on the company rather than retyped per ride, and licence details for rental customers.
Roles and an activity log
Owner, admin, dispatcher and member, with a record of what was done and by whom. The activity log is included — an audit trail is not an add-on.
Vehicle rentals
A separate module: day rates with duration discounts, included kilometres, handover and return condition with photos, licence documents, and a rental agreement the customer signs in person or by link.
Your own domain and brand
Run the whole thing on your own domain with your colours, logo and app icon. Covered in detail on the white-label page.
A panel in English or German
The operator interface is fully translated, per user — so a German dispatcher and an English owner can work in the same account.
Data handling built in
Soft delete with a recovery window, retention rules, secrets encrypted at rest, and a person-erasure path for a GDPR request.
Frequently asked questions
Which of these do I get, and which cost extra?
Dispatch, drivers, customers, quoting, invoicing, the activity log and the dashboard are the core. Rentals, WhatsApp, the chat bot, live visitors, partners, widgets, social publishing, AI agents, card terminals, branding and standalone invoicing are separately sellable, so you only pay for the ones you switch on.
I only do airport transfers. Is half of this in my way?
No. Rentals is a module, so an operator without it sees no rental menu, no rental settings and no rental email templates. The same is true in reverse for a rental business.
Can I try it with my own rides before committing?
That is the recommended way. Create an account, enter your rate card and load a handful of real bookings, then watch them move through dispatch. A demo with sample data tells you very little about your own pricing.
Does it work on a phone?
Yes. The panel is usable on a phone and can be installed to the home screen with push notifications for new bookings. The driver view is designed phone-first, since that is the only place it is ever opened.
What if a feature I need is missing?
Ask. Features are built for the whole customer base rather than one account, so the honest answer is sometimes no — but anything genuinely useful across operators gets built as a setting you control yourself, not a custom version of the software for you.
How does pricing work?
A plan grants a base set of modules and add-ons are enabled per account, so what you pay reflects what you actually use. There is no public price list because the mix genuinely varies; ask and you will get a figure for your own selection.