How the system fits together

The Quotes Tracker is the hub everything else connects to. Every reservation starts there. Drivers, vehicles, clients, contracts, and pricing all exist to support what happens on a quote — assign a driver to a service, link a client to a quote, generate a contract from a quote's own details. Nothing needs to be entered twice.

Every screen you see is scoped to your company only. No other business on this platform can see your quotes, your clients, or your rates — ever.

Creating your first quote

1. From the Dashboard or Quotes Tracker, click + New Quote.
2. If this client has booked before, pick them from Existing Client — their name, phone, and history carry over automatically. Otherwise just type a name under Lead / Client Name.
3. Fill in the service details: date, pickup, drop-off, vehicle, and driver if you already know them.
4. For the price, either type it in directly or click Suggest next to Quote Amount — it uses your rate card to fill in a starting number you can still adjust.
5. Click Create Quote. You'll land on the quote's own page, where everything else — adding more services, assigning a driver, generating a contract — happens from here on.

An airport pickup works exactly the same way — pick the service type that fits (usually Transfer), put the airport as the pickup or drop-off location, and add the flight number if you have it so a driver can check it before heading out.

Editing a service after creation

Made a typo in the pickup address, need to swap a driver, or the price changed? Every service on a quote has its own Edit button. Click it, adjust anything — location, times, driver, vehicle, price — and save. The quote's total recalculates automatically, and if the new driver or vehicle conflicts with another booking, you'll see the same warning you'd get when creating one.

Multi-day & multi-vehicle bookings

Most quotes are simple — one service, done. But some bookings need more structure, and the ID system reflects that automatically:

• One service on a quote — it just carries the quote's own number (like Q0001). Nothing extra to think about.
• Multiple services on one quote — click + Add Another Service to This Quote for each additional day or leg. Each gets its own ID: Q00011, Q00012, and so on.
• One specific day needs more than one vehicle — on that day's own service card, click + Add Third-Level Service. Those get IDs like Q000111, Q000112 — nested under just that one day, without affecting any other day on the quote.

Drivers, fleet & scheduling conflicts

Add your drivers and vehicles once, from Drivers & Fleet — then assign them to any service from a dropdown instead of retyping a name every time. Give a driver their own login when you add them if you want them using the mobile experience.

If you assign a driver or vehicle that's already booked on another Won quote at an overlapping time, you'll get a warning the moment you save — it tells you exactly which quote conflicts. The booking still saves either way; the warning is there so nothing slips through by accident, not to block you.

Fleet maintenance & fuel log

Click into any vehicle from Drivers & Fleet to log service history and fuel fill-ups. MPG, fuel cost, and total spend are calculated automatically from what you enter — you never do that math by hand.

When you log a service with a next-due date or mileage, the system watches it for you: a red or gold dot appears next to that vehicle in the fleet list as it gets close or goes overdue, and a full banner shows on the vehicle's own page so nothing gets missed.

Tracking a trip in progress

Every service card on a quote has its own status control — Garage, On The Way, On Location, Passenger On Board, Done, and so on. Change it right from the quote's page as the day unfolds, and it updates Trip Management immediately.

Trip Management shows every Won, not-yet-Done trip, soonest first — except anything in the next 5 days gets pinned to the very bottom, so the most urgent trips are always one scroll away. The Today's Priority card on your Dashboard shows just that urgent slice at a glance.

Running today's dispatch board

Dispatch is the real-time execution layer — what's happening right now and where the risk is — separate from Trip Management's full operational record. Use it to see unassigned chauffeurs and vehicles at a glance, get an assignment recommendation scored against real availability and conflicts, and reassign a driver or vehicle live if something changes.

The Shift Handoff Log on this page is for anything the next shift needs to know that isn't already captured on a trip — a client waiting on a callback, a driver running late — mark it Urgent if it needs to be seen immediately.

Whether a specific person can reassign a driver mid-trip, suspend a chauffeur, or override a restriction is controlled per-person, not just by department — see Team Management to review or adjust someone's dispatch permissions.

Managing clients (CRM)

Add a client once from the CRM tab, then pick them from the dropdown every time you start a new quote for them. Click into a client's own page to see their trip count, total spend, and notification history — all computed automatically, nothing to tally by hand.

If you've entered a client's date of birth, a birthday widget appears at the top of CRM for anyone with a birthday in the next two weeks — click it to jump straight to sending them something.

Sending client notifications

From a client's own CRM page, or from Notify Client on any quote, pick a template — Welcome, Driver En Route, Thank You, Happy Birthday, or Sales/Promotional — and you'll see a live, editable preview filled in with real details before anything goes out. Driver En Route is best sent from a specific quote, since that's where the driver name, vehicle, and pickup time come from.

Note: RemaOps supports a real email provider (SendGrid) once one is configured for your environment. Until a provider is connected, sends are simulated — validated and assembled exactly as they'd look, logged to that client's history — but nothing actually leaves the server. The send screen says plainly which mode you're in.

Generating & accepting contracts

From any quote, click Generate Contract. The right template is pre-selected based on the service type — a wedding gets the Special Event agreement, an airport run gets the Transfer agreement, and so on — and every relevant term and condition is checked or unchecked based on sensible defaults. Review, adjust anything, and click Generate Contract again to produce the final document.

Two ways to get a signature: Print / Save as PDF for a wet signature, or click Copy Client Acceptance Link to send the client a link to a page — no login needed on their end — where they read the full agreement, check a box confirming they accept the terms for that specific service, and type their name to sign. The moment they do, you'll see ✓ Contract Accepted right on the quote page, with who accepted and when.

Manage the templates and the full terms & conditions library from Contract Settings — including adding your own clauses, which appear as checkboxes right alongside the built-in ones from then on.

Using the pricing calculator

Set your rates once per vehicle type on the Pricing Calculator page — hourly rate, flat transfer rate, minimum booking hours, holiday surcharge, and gratuity. From then on, the Suggest button on any quote fills in a starting price using whichever vehicle is assigned. It's a starting point, never a lock — you can always type over it.

Affiliate profiles

Track money owed both directions with other transportation companies — subcontractors you pay, or referral partners who send you business. Add an affiliate once, then on any service card click the dashed + Affiliate badge to mark it Payable or Receivable and enter the amount. Each affiliate's own page shows what's outstanding, what's been settled, and their net position with you, all calculated automatically from the trips actually linked to them.

Financial & sales dashboards

The Sales Dashboard shows your pipeline by status, conversion rate, which lead sources actually produce won business, a sales-rep leaderboard, and follow-ups coming due — available to your whole team.

The Financial Dashboard shows revenue, deposits collected versus outstanding balance, a revenue trend, and roll-ups of your affiliate position and fleet costs. This one is visible to you as the account owner (and General Manager) only — revenue and deposit data doesn't go to every staff login.

Invoices, bills & payments

Once a trip is Done, generate an invoice to bill the client (Accounts Receivable) or a bill to pay a driver or affiliate for work they completed on your behalf (Accounts Payable) — both from the Invoicing page. A bill's driver pay is computed from that driver's own pay rate (set from their HR record), so it never needs to be typed in by hand.

Record a payment against an invoice as it comes in — partial payments are fine, an invoice's balance and status update automatically as payments land. Accounts Payable and Accounts Receivable are separate departments in Team Management, so you can give someone access to one without the other.

Proof of Service

Once a trip's status reaches Done, a Proof of Service record is generated automatically — a timestamped record of the actual pickup/drop-off times and status history for that specific trip, useful for resolving a billing dispute or a client question about when a driver actually arrived. Find it from the trip's own page once it's complete.

Quality Guardian & trip alerts

Quality Guardian (visible on Dispatch and in your Alert Center) flags a trip as Not Eligible when something about it doesn't meet your own service standard — commonly a missing background check on the assigned chauffeur, or a vehicle document that's expired. It's a warning, not a hard block: you decide whether to proceed, reassign, or fix the underlying gap (e.g. from HR or Drivers & Fleet) before the trip runs.

Alert Center is where every open flag across the company — quality, financial (like a negative-margin quote), and HR — surfaces in one place for whoever's role covers it, rather than needing to notice it on each individual page.

Incidents & Lost & Found

Log an Incident from a completed trip for anything worth a permanent record — a passenger complaint, a vehicle issue, a safety concern — with a resolution note once it's addressed. Lost & Found tracks an item found in a vehicle back to the specific trip and passenger it came from, and whether/how it's been returned. Both live under Trip Management.

Team & your profile

As the account owner, Team Management lets you give your employees their own login, each scoped to a department (Reservations, HR, Fleet, Accounts Payable/Receivable, Sales, Payroll, or General Manager for full access) rather than an all-or-nothing switch. If someone forgets their password, they can use Forgot password? on the login screen for a self-service reset link — or, if that's not available in your environment, reset it for them right from Team Management.

Everyone — including you — has their own profile, reachable by clicking your name at the bottom of the sidebar. Update your name or change your own password there any time.

HR: documents & expirations

The HR page tracks compliance documents — license, background check, medical card, training certificate — for both chauffeurs and office staff, with an expiration date where one applies. A document approaching or past its expiration is what drives the "No Background Check on File" style alerts you'll see in Alert Center and on Quality Guardian, so keeping this page current is what keeps those flags accurate rather than noisy.

Recruiting tracks candidates before they become a full driver or staff record, so your pipeline doesn't have to live in a spreadsheet on the side.

For your drivers (mobile)

When adding a driver, you can optionally give them their own login. They'll see a simplified My Trips view on their phone — just their own assigned trips, nothing else about your business.

Each trip has a place for the driver to log notes — special directions, a preferred route, things a client likes or doesn't like. The next time that same client books and gets assigned a driver, those notes show up automatically on the new trip card, right there before the trip even starts, so nothing learned on one visit gets lost by the next.

All of it works without signal, too: trips already loaded stay visible offline, and any status update or note a driver logs while offline is queued and sent automatically the moment their connection comes back — nothing gets lost waiting for a bar of signal.

RemaOps Connect: farming out a trip to a partner

Your driver network isn't just your own W-2/1099 chauffeurs. Three kinds of people can run one of your trips: an employee or contractor chauffeur you manage directly (Drivers & Fleet), an independent chauffeur you trust with overflow work, or an affiliate company — another transportation business you farm work out to (and can farm work in from, the same relationship in reverse). This is basic, core functionality at every plan level, not an enterprise add-on — a one-vehicle operator needs somewhere to send a trip they can't personally cover just as much as a large fleet does.

To send a trip out: from a Won service, use Farm Out and pick a trusted affiliate from Affiliate Profiles. You set the affiliate rate (what you pay them) separately from the client price (what your client was quoted) — the difference is your margin on the handoff, and the client never sees the affiliate's rate. The affiliate sees only the fields they need to run the trip (pickup, passenger, timing) through their own execution view, never your full CRM record on that client.

Track status as the affiliate accepts, runs, and completes the trip from that execution's own page. If an affiliate declines or goes silent, reassign to a different affiliate or bring the trip back in-house from Dispatch — nothing is stuck once it's sent.

Getting paid: Payments

Keep the way you get paid. Bring it into RemaOps. Open Payments in the sidebar to set up how your clients pay you. There are two separate things here: the accounts you connect (Stripe, PayPal, Square — any one, or all of them) and the ways to pay you offer clients (card, Apple Pay, bank transfer, PayPal, Venmo, and ways you receive directly like Zelle, Cash App, Wise, wire, cash and check).

Your clients choose a way to pay on the checkout page; RemaOps uses the right account behind the scenes. You can pin a way to pay to a specific account (for example, cards through Square and PayPal through PayPal), or leave it on automatic. Changing this later only affects new payments — every past payment keeps the account it was actually paid through, and a refund always goes back through that same account.

Money goes straight to your own accounts; RemaOps never holds it. If a client's payment fails, nothing is retried somewhere else automatically — the client simply picks another way to pay on the same page.

Ways you receive directly (Zelle, cash, check…) work in two steps: the client says they sent it, then someone on your team confirms it arrived. Until you confirm, it is not counted as paid. A refund of one of these is recorded as refunded outside RemaOps, because RemaOps cannot send that money back for you. PayPal and Venmo checkout are different from PayPal and Venmo you receive directly: the first is a PayPal-run checkout confirmed by PayPal, the second is a manual payment you confirm yourself.

Your RemaOps subscription is billed separately through Stripe. Disconnecting a payment account never changes your subscription, and cancelling your subscription never disconnects a payment account.

Connecting outside providers

The Integrations page shows the status of every other outside provider RemaOps can connect to — email (SendGrid), SMS, live maps, and flight tracking. (Payment accounts live under Payments.) Each one has an honest "not configured" state and works fully as a simulated/manual fallback until a real provider is connected, so nothing in the rest of the app breaks or blocks while you're deciding on a vendor.

Flight tracking currently works from manually-entered flight links rather than a live automatic flight-status feed — enough to give a driver the right page to check, without assuming a specific paid data provider.

Your password & two-factor authentication

Change your own password any time from your profile (click your name at the bottom of the sidebar) → Security. From the same panel, turn on two-factor authentication: it shows you a secret to add to any standard authenticator app (Google Authenticator, Authy, 1Password, etc.), you confirm with one 6-digit code, and you're given one-time backup codes to save somewhere safe in case you ever lose access to the app. Turning it off just requires your current password.

Forgot your password entirely? Use Forgot password? on the login screen for a self-service reset link sent to your email.

Finding a quote fast

Use the search box at the top of Quotes Tracker to find anything by quote number, client name, or passenger name — it filters as you type.