Accounts, Admin and Billing
cPAQ handles Accounts better than any other system on the market
Say goodbye to Dockets for good! Drivers can enter fare, waiting time and any other charges on their handheld unit in their car. They can even get the customer's signature if required. You can check these charges at your office and then generate invoices and drivers credit sheets and email them at the click of a button.
cPAQ allows you to set up accounts specifying the Customer or Company name, address and contact details. You can set a VAT rule for each account - VAT exempt, VAT inclusive, VAT on service charge only, or VAT on entire bill. Each account can have any number of Job Types - such as Metered, Fixed Price, Airport and so on. And each Job Type can have its own set of charges, which can be as simple or as complicated as you like. You can charge for whatever you like - Fare, Booking Fee, Distance, Waiting time, etc. You can charge by the mile, by the minute, or anything else you can think of. Job prices can be calculated automatically by the system, entered by the Operator when the Job is booked, or entered by the Driver when the Job is cleared. You can charge different amounts at evenings and weekends - and Bank Holidays too. You can charge different amounts for different kinds of vehicles - charge more for a 7-seater than a saloon, say. And you can even set up a minimum fare, or a fare which goes up in steps like a Taximeter, or give the Customer the first 30 minutes waiting time free. For each charge you can say how much the Customer will pay, how much the Driver will get and how much you will keep. On top of this, you can set up a commission rate (or discount) for each account - and set up a per-Driver commission rate too.
Automatic Price Calculation
With its built-in map-based routing engine, cPAQ can automatically price Jobs based on the trip distance (from the pick-up, to the destination, including any vias). Alternatively, for out-of-area trips, pricing can be based on the round-trip distance (Base to pick-up, to the destination, including any vias, and back to Base). The price can also take into account the vehicle type, day of the week, time of the day or Bank Holidays. If you prefer, Jobs can be priced automatically according to a "price matrix". This is a table of distances or charges based on a starting and ending location. These locations are based on full or partial postcodes (like SG1 2EF or SG1 2 or SG1 or even SG). Depending on how you set up these tables you can have zone-to zone prices, fixed-price trips such as airport Jobs, or even pick-up fees for certain locations or for Congestion charging.
There are two ways of handling Credit Cards in cPAQ. The most convenient way is to use on-line authorisation, which transfers data via a direct connection to the banks. Then Jobs can be authorised and paid directly from the cPAQ software. Better still, credit card Jobs can also be processed online from the Taxi - the Driver can even get the passenger to sign on the touch screen of the Android Smartphone device. The alternative method involves manual authorisation of Credit Cards. The first step is to set up some accounts such as "Visa", "Amex" etc which are like ordinary accounts but flagged as credit card accounts. During booking a Job, the Operator fills in card details - number, expiry date etc - and these are checked for validity and saved with the Job. When the Job has been cleared, one of your staff can generate the invoice printout and enter the price and the card details into a PDQ machine or similar.
cPAQ allows you to print Account Invoices and Driver Statements whenever required or on a regular basis - daily, weekly, or monthly. At any time you can click one button and print all the Invoices which are due. You can also print credit notes, balance summaries, receipts and payment slips and see a complete history of transactions for any Account or Driver. You can export the data to Sage or Microsoft Excel.
Invoices are clearly laid out in a professional configurable style. The first page of an invoice is a summary of the amount due (including the VAT, where relevant). The invoice layout can be customised to suit the account customer. Following the summary page you can have detailed pages listing the Jobs. Jobs can be grouped by reference number, department, cost centre or anything else required. In the most detailed case, each Job is listed with its pick-up and destination location and full charge information and vehicle type.
It has changed the entire structure of the company. The cash flow used to be really bad, but now with the invoices being emailed out they are paid virtually immediately. I cannot stress enough how that has improved our business
A Driver Statement contains the list of Jobs a Driver has done over a particular time. This is followed by a breakdown of how charges are calculated, including any balance brought forward from the previous Statement. The last line shows how much the Driver is owed - or owes you - when the statement is generated. You can set up regular Driver deductions - such as rental or insurance - and these will also appear on Statements.
At the press of a button, Invoices or Driver Statements can be:
- Produced - Click here to see an example
Automatic Drivers payment monitoring
The system stops Drivers who do not pay their fees on time to log-on until their account is settled.