Rates under governance. Escalation on autopilot.
Versioned rate cards by customer, duty type, and vehicle group. Propose-review-approve-activate workflow. Auto-escalation when an 8hr/80km duty becomes 10hr/120km. Every duty carries a rate snapshot — so nothing gets retroactively disputed.
No credit card required. Set up in 15 minutes.
Without it
- ×Rates live in spreadsheets — different versions floating on different laptops
- ×Salespeople commit custom rates to customers without governance — surprise when billing catches up
- ×An 8hr/80km booking that runs 10hr/120km gets billed at the wrong rate because nobody caught the threshold
- ×Holiday rates (Diwali, Sunday) are remembered by one person who happens to be on leave
- ×A rate card change today retroactively breaks last month's invoices
With Travel Softdrive
- Every rate card is versioned — see what changed, when, by whom
- Rate approval workflow: propose → review → approve → activate
- Rate escalation rules auto-switch duty types when KM/hour thresholds are crossed
- Holiday calendar drives holiday rates automatically
- Rate snapshot on every duty preserves the rate used at that time — past invoices stay correct forever
What's inside
Rate cards by customer × duty type × vehicle group
Define rates at the intersection that matters — one customer, one duty type, one vehicle group. Scale to hundreds of combinations without spreadsheet chaos.
Propose / review / approve / activate
New rate cards go through an approval workflow. Proposer, reviewer, approver — configurable. No rate hits production without sign-off.
Version comparison
Compare two versions of a rate card side by side. Every changed line highlighted. Approval decisions come from fact, not memory.
Rate escalation rules
Crossed the 8-hour or 80-km threshold? The duty auto-switches to the longer-duration rate. Configured once, applied on every duty thereafter.
Holiday rate management
A holiday calendar per operator drives holiday rates automatically. Diwali, public holidays, weekends — rates apply on the right days without manual toggles.
Bulk operations
Copy a rate card from one customer to another. Bulk-update a vehicle group across all customers. Bulk-copy holiday rates. What takes hours in Excel takes minutes here.
Rate snapshot immutability
Every duty's billing uses a snapshot of the rate in effect at that moment. Rate cards can evolve; past invoices never change underfoot.
An operator negotiating a new rate card with a Fortune 500 customer
Before: the commercial team sent a 14-column Excel to ops for review, ops replied with 8 comments, a v2 came back, then v3, then v4. Nobody was sure which version was the live one when the new cycle started. After: the proposed rate card sat inside the platform. Commercial raised it, ops reviewed it with comments against each changed row, the CFO approved it, and it activated on the agreed date. The previous version was preserved for invoices in the transition week, which were stamped with the old rate snapshot. Zero billing errors in the first month of the new rate card.
Illustrative scenario based on typical operator workflows.
Frequently asked questions
Can we override a rate for a single booking without changing the rate card?+
Yes. One-off rate overrides are supported — with approval rules, audit trail, and the reason captured on the booking. Governance without rigidity.
How is rate escalation configured?+
Per rate card, per duty type: define the threshold (e.g., 8 hrs OR 80 km crossed) and the escalation target (e.g., switch to the 10hr/120km rate). The rate engine applies it automatically when the duty closes.
What if we use different rate cards for supplier forwarding vs direct customer billing?+
That's exactly how it's modelled. Customer rate cards for billing out; supplier rate cards for cost. Margin visibility flows from the difference.
Are rate snapshots really immutable?+
Yes — a duty's calculation uses a snapshot of the applicable rate at that moment. Even if the rate card is modified or deleted later, historical invoices reference the snapshot and remain reproducible.
Can we see a change log of who approved which rate change?+
Yes. Every rate approval decision, approver, timestamp, and comment is logged. Audits and internal reviews have a clean trail to work from.
Works seamlessly with the rest of the platform
See rate approval and escalation in a live demo
Book a walkthrough. We'll set up a rate card, approve it, apply escalation on a duty, and show the audit trail — all in one session.
No credit card required. Credits never expire.