Rides from three channels, everything by hand once a month
Taxi Zoetermeer Direct runs taxi and healthcare transport in the Zoetermeer region. The website and the separate systems were already there; we tied them together. Since August 2026, ride request, planning, invoicing and declarations run in one flow instead of being retyped three times.
How it used to go
Ride requests came in through three channels: the booking form on the site (as email), the phone (a notepad and WhatsApp) and the transport dispatcher for healthcare and school transport (a monthly CSV). Every ride was retyped by hand into the planning.
At the end of the month that same work happened again: from those same three sources, ride sheets, invoices and municipal declarations were assembled. Addresses, distances, times, and a different rate per client — healthcare, school and private mixed together.
The costliest part was not the hours but the forgotten declarations: rides that had been driven and were never submitted anywhere. And because invoicing lagged, the money came in late.
- Ride requests via form, phone and a transport dispatcher
- A planning kept up by hand
- Monthly ride sheets, invoices and declarations, all retyped
- Declarations that sometimes stayed put — money never submitted
- Bookkeeping disconnected from the rides
The three streams tied together
No new package and no migration. The planning and the bookkeeping stayed put; we built the links between them, so a ride is captured once and then lands in the right place by itself.
- 1Take in the request
Rides from the booking form, the mailbox and the dispatcher's CSV are read out: pickup address, destination, time and type of transport.
- 2Put it in the planning
The ride is created in the existing planning and coupled to the right client and the right rate.
- 3Set doubt aside
If an address or rate is not unambiguous, the ride goes to an exceptions tray rather than the system guessing.
- 4Build the ride sheet
Driven rides are gathered per client into a ride sheet — healthcare, school and private each at their own rate.
- 5Ready the invoices and declarations
The monthly invoices and the declarations to the municipality and insurer stand ready for checking, assembled from the ride records.
- 6Flag missing declarations
Rides that were driven but declared nowhere are flagged — so no more money is left on the table.
The CSV that was different every month
The dispatcher's ride export was laid out slightly differently every month: a column that moved, a date notation that changed, an extra row at the top. A coupling that relies on fixed positions falls over on that immediately.
For the first two months a share of the rides therefore landed in the exceptions tray and someone had to work through them, until the coupling recognised the variants instead of tripping on them. That was deliberate: better a ride that gets flagged than a ride declared wrong.
Addresses in free text — „by the hospital entrance” — we do not place automatically. In healthcare transport a guessed address is exactly what you want to avoid, so those stay human work.
- Links between the existing planning and bookkeeping
- The website was not replaced — the systems around it were connected
- An exceptions tray for anything not unambiguous
- The data stays in the company's own environment
The same principles as any job: your environment, your licences, your data. How that is set up →
What it does
The month-end close is no longer retyping but a check. The ride sheets, invoices and declarations stand ready and only need to be looked over and released. By their own figure the administration went from around 22 hours to 2.5 hours a week — nearly 89% less, and almost half a working week that comes back for the rides and the customers.
More important than the hours are the declarations that no longer stay put: rides that used to be forgotten now get flagged before the month closes. And because invoicing is faster, the money comes in sooner.
The figure beforehand is Taxi Zoetermeer Direct's own estimate, not timed in advance; the figure afterwards was looked back on. On an annual basis, calculated conservatively over 48 working weeks, it comes to roughly 900 hours. On jobs that begin as an automation question we measure before anything is built, so the return is in black and white. How that works →
- Sector · taxi and healthcare transport
- Location · Zoetermeer region
- Live since · August 2026
- Built · links between ride request, planning, invoicing and declarations
- Saves · from 22 to 2.5 hours of administration a week (the client's own figure)
Taxi Zoetermeer Direct links back to Werkritme from its own site. taxizoetermeerdirect.nl →
Start with one process
Tell us which work gets retyped most often at your company. If automating it turns out to be a bad idea, you will hear that in the first conversation — before there is an invoice.
The first conversation is free and without obligation. Want it substantiated? The Automation Check is €295 — deducted if you have us build within 30 days.