° Sightseeing bus operator, Germany
A bus company with sightseeing tours, scheduled routes and more than 20 buses runs its fleet in Odoo: every bus shows whether it can run, drivers do their checks and see their shifts in an app, and the logbook counts the kilometres for the tax report by itself.
The starting point
Which buses could run was tracked in spreadsheets, on paper and on a whiteboard, and not always up to date. When a driver found a defect, he wrote it on a form or phoned the workshop, and the workshop noted by hand what had been done. The logbooks were small booklets: the office copied the kilometres into a spreadsheet by hand to separate scheduled routes from special trips, which have to be reported separately for tax reasons. Workshop and parts invoices were not linked to any bus.
What we changed
Fleet with a traffic light
Every bus has a traffic light in Odoo: green, yellow or red. It follows the open defects, not anyone's opinion, and a bus can only be marked as planned manually. A bus that is away from the depot, at an outside workshop for example, turns red automatically.
Departure check and damage reports
Drivers do the departure check in an app on their phone and report damage during the day too, from a fixed catalogue with a predefined severity. Every item that is not OK becomes its own workshop job, with the driver's photo and voice message. The workshop works bus by bus and closes each defect on its own, and the traffic light updates accordingly.
Digital logbook
Trips are recorded per bus, with an unbroken chain of kilometres, split into scheduled routes and special trips. The tax summary, which used to be copied by hand from the paper logbooks, is now produced automatically.
Shift planning
Drivers see their shifts in the app. Dispatch sees who is on holiday, and shift conflicts show up at once. A bus scheduled for maintenance or an inspection cannot be assigned to that shift, and a driver can only take over a bus if the driving licence check is up to date.
Maintenance, inspections and costs
Maintenance and the HU and SP inspections are tracked per bus, with colour-coded due dates and automatic reminders. Supplier invoices are assigned to the individual buses, split into repairs and regular costs, so it is clear what each bus costs the company. The fuel card data shows how much fuel each bus takes on and uses.
The result
- ° Every bus shows green, yellow or red for whether it can run, always up to date rather than on a whiteboard.
- ° Defects reach the workshop with the driver's photo and voice message, each as its own job.
- ° Kilometres on scheduled routes and special trips come out of the logbook automatically.
- ° Shifts, holidays and conflicts at a glance; a bus in the workshop cannot be planned.
- ° No driver takes over a bus without a valid driving licence check.
- ° What each bus costs, split into repairs and regular costs, and how much fuel it uses.
Services
What it looks like in everyday work
The workflows of this project as they run in Odoo, shown with example data from our demo systems.
The driver's departure check finds a damaged tyre, the bus is blocked automatically, dispatch swaps the bus on the shift with two clicks, and the workshop repair and its cost are booked to the vehicle.
Before and after
Before
- Availability on a whiteboard and in spreadsheets
- Defects on paper and by phone
- Logbook in booklets, copied by hand
- Costs not linked to any bus
After
Odoo
- Fleet with a traffic light
- Workshop bus by bus
- Digital logbook
- Shift planning
- Maintenance, HU and SP with reminders
- Costs and fuel per bus
Connected to
- Driver app: checks, damage reports, shifts
- Fuel cards: fuel data per bus
Next step
Ready to take the first step?
Tell us where it hurts in a free initial consultation, or try Odoo yourself first.