Instructions

Quick Start Guide

CoachQuote takes the guesswork out of your pricing. Here is how to get your business set up and your first job calculated in under five minutes.

Step 1 — Create your account

Head to Our Program Link and click Create account. Enter your name, trading name, and email address. You will receive a confirmation email — click the link inside to activate your account and log in.

Step 2 — Complete your business profile

Go to Setup → Profile. Fill in your ABN, depot address, state, banking details, and upload your logo. This information flows directly onto every quote, booking confirmation, and client itinerary PDF you produce, so take a few minutes to get it right. You can also set a custom two-letter job ID prefix (e.g. BC for Blue Ridge Coaches) so your job numbers match your brand.

Step 3 — Enter your vehicle costs

Go to Setup → Vehicle. This is the engine room of your feasibility checks. Enter your fuel consumption, tyre costs, servicing, depreciation, insurance, and registration. The more precise you are here, the more accurate your job verdicts will be. If you run multiple coaches (Fleet plan), you can add each vehicle separately and assign them independently to jobs.

Step 4 — Configure wage rates and margins

Go to Setup → Settings. Set your driver wage rates for weekdays, Saturdays, Sundays, and public holidays, along with your superannuation rate and target profit margins. If you are the owner-driver, select I am the driver — your own draw rate will be used. If you employ drivers, select I employ a driver and enter their award rates.

Step 5 — Add your clients

Go to Clients to build your client book. Add each client's contact name, email, billing address, ABN, and payment terms. When you raise a job for that client, their details auto-populate onto quotes and itineraries — no re-keying.

Step 6 — Add your drivers (optional)

Go to Setup → Drivers to record your employed drivers' names, mobile numbers, email addresses, and licence numbers. When you allocate a vehicle to a job, you can assign a driver independently of the vehicle — useful when your regular driver is unavailable and someone else is taking the wheel. Driver contact details appear on internal work tickets only and are never shared with the client.

Step 7 — Run your first job feasibility check

Click New job. Enter the client, travel date, passenger count, and build out your itinerary leg by leg — each leg carries origin, destination, departure time, drive time, and distance. Enter the price you have been offered (or are considering). Hit Calculate and within seconds CoachQuote will return a clear YES, NO, or MARGINAL verdict, alongside a full per-departure profit and loss breakdown and a suggested counter-offer if the numbers do not stack up.

Step 8 — Send the paperwork

From the result screen you can produce four documents at any time:

• Client quote — professional PDF with itinerary, pricing, and your payment details.
• Client itinerary — a clean schedule PDF for the client showing full addresses, times, and vehicles. No costs, no driver contacts.
• Work ticket — internal driver brief with full route detail and any operator notes.
• Operator P&L — your confidential cost breakdown and net position.

Internal vs client notes

Throughout CoachQuote you will find two types of notes fields. Client instructions (shown in green) appear on client-facing documents. Internal notes (shown in red with a lock icon) are visible only to you and your drivers — they never appear on any client PDF. Use internal notes freely for operational reminders, site hazards, or anything you would not want a client to read.

Need a hand?

If you get stuck or have any questions, email or call 0407 251 296 and we will get back to you.