Run your safari fleet with clarity.
Wheelerate brings vehicles, drivers, bookings, dispatch and vehicle costs into one place, so your team sees what is free, who is assigned and what needs attention, and every booking carries its revenue.
Built for teams running multi-vehicle safari, tour and transfer operations.
Monday
Today’s operations
- Available
- 6
- vehicles ready
- On safari
- 5
- 3 depart today
- In maintenance
- 1
- back Wednesday
- Open alerts
- 4
- 2 need action today
- Assigned
LC-04 · Daniel K. · 6 guests
- Driver needed
VN-02 · No driver · 8 guests
- Assigned
LC-07 · Grace W. · 5 guests
vehicles
6 free of 12
On bookings: 5 · Maintenance: 1
drivers
3 free of 9
On bookings: 5 · Leave: 1
The problem
Safari operations outgrow spreadsheets quickly.
Multi-day itineraries, airstrip pickups and vehicles shared between trips make coordination demanding. When that information lives in separate spreadsheets, calendars and message threads, small gaps turn into problems on the ground.
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Availability is a judgement call
Confirming a 4x4 is free for a seven-day safari means cross-checking calendars by hand, and overlapping bookings often surface too late.
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Driver plans live in chats
Assignments, pickup times and last-minute changes travel through calls and group messages, with no single record of who is doing what.
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Margins arrive after the fact
Fuel, servicing and repairs are recorded apart from bookings, so it is hard to see what each vehicle or trip actually earns.
How it works
From enquiry to post-trip review, in one flow.
Each step builds on the one before it, so details entered once carry through the whole booking.
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Quote
Prepare a quotation for the itinerary, dates and vehicles a client asks for.
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Book
Convert an accepted quote into a booking, checked against availability for the full trip.
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Assign
Allocate vehicles and drivers so everyone works from the same schedule.
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Operate
Follow each day’s departures and returns, and act on alerts for missing vehicles or drivers, expiring holds and maintenance.
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Review
Compare booking revenue with vehicle costs to see what each trip and vehicle returns.
The platform
One operational view, from the yard to the balance sheet.
Fleet, bookings, drivers and finance share the same records, so a change in one place is reflected everywhere it matters.
Fleet visibility
Know the state of every vehicle before you commit it.
One fleet board shows which vehicles are free, out on safari or in maintenance today, with seating capacity and what each is doing next.
- What every vehicle is doing today: free, on a trip or in maintenance
- Vehicle type and seating to match each group
- Maintenance and unavailability on the same schedule as bookings
| Vehicle | Status | |
|---|---|---|
| Land Cruiser 79 · 7 seats | Back Thursday, 16:00 | On safari Back Thursday, 16:00 |
| Land Cruiser 79 · 7 seats | Amboseli · 3 days | Departs 13:00 Amboseli · 3 days |
| Land Cruiser 76 · 6 seats | Maintenance Thursday | Available Maintenance Thursday |
| Safari van · 8 seats | Airport pickup 09:15 | Available Airport pickup 09:15 |
| Land Cruiser 79 · 7 seats | Back Wednesday | In maintenance Back Wednesday |
Bookings & availability
Book against real availability, not memory.
Availability is checked across the full length of each booking, so a vehicle committed to a multi-day safari is flagged before it is promised to an overlapping transfer.
- Timeline of every vehicle across the days ahead
- Overlap checks when vehicles are assigned to bookings
- Accepted quotes become bookings without re-entering details
- LC-04: Maasai Mara, Mon to Thu
- LC-07: Amboseli, Mon to Wed; Tsavo, Thu to Sat
- LC-02: Service, Thu to Fri
- VN-02: Naivasha, Mon to Wed; Hold: transfer, Thu to Thu
Driver coordination
Give every driver one clear schedule.
Assign drivers alongside vehicles, see who is on a trip or free, and keep pickup details attached to the assignment instead of scattered across messages.
- Driver assignments linked to bookings and vehicles
- Availability at a glance to avoid overlapping duties
- Licence expiry dates on record
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On trip
LC-04 · Maasai Mara, day 1 of 4
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Assigned
LC-07 · Amboseli, departs 13:00
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On leave
On leave until Wednesday
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Assigned
LC-07 · Tsavo from Thursday
Revenue & vehicle costs
See what each vehicle actually earns.
Record fuel, servicing and repairs against vehicles, then compare them with revenue from the bookings each vehicle served.
- Recognized revenue from confirmed bookings, per currency
- Vehicle costs grouped by category, corrected rather than deleted
- Revenue against recorded costs for each vehicle and period
- Revenue
- $25,050
- Vehicle costs
- $8,420
- Net
- $16,630
| Vehicle | Revenue and costs |
|---|---|
| LC-04 | Revenue $9,800 Vehicle costs $2,150 |
| LC-07 | Revenue $7,450 Vehicle costs $1,960 |
| LC-02 | Revenue $5,200 Vehicle costs $3,420 |
| VN-02 | Revenue $2,600 Vehicle costs $890 |
Operational alerts
Surface what needs attention today.
Alerts bring forward the details that are easy to miss when the day gets busy, so they can be handled before they affect a guest.
- Departures and returns without their vehicles or a driver
- Tentative holds about to expire
- Maintenance coming due, checked automatically every few minutes
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Today 09:15
Airport pickup · Wilson · VN-02
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Today 18:00
Transfer on Thursday · VN-02
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Thu
LC-02 · scheduled maintenance
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Thu 16:00
Maasai Mara · LC-04
Get started
Bring your fleet, bookings and team into one place.
Create your account, set up your organization and add your fleet. Your team joins by invitation, each with the role that fits their work.
Questions first? Email hello@wheelerate.com