Case study

Bus Rental Automation: How to Stop Losing Clients Due to Paperwork

January 13, 2026 FlowFrame

IP Matveev L.A. • Transport • Buses

Bus Rental Automation: From WhatsApp Chaos to Contract in 3 Minutes

Implementation of Bitrix24 for a fleet of 12 vehicles. Eliminated lead theft by drivers, implemented online acquiring, and accelerated dispatcher work by 10 times.

3 min

For Contract

100%

Database Protection

Application Processing

Situation "Before"

The client is engaged in passenger transportation (weddings, shifts, excursions). The fleet consists of 12 buses. Applications were received by one dispatcher, recording everything in a notebook and Excel.

Essence of the problem: When a client calls and wants a bus "for tomorrow", it takes the dispatcher 40 minutes to find a free vehicle, input passport data into Word, and send the contract.

Business Pains:

✖

Lead theft. Drivers gave clients their personal number. The next order went directly to the driver, bypassing the IP's cash register.

✖

Scheduling errors. The Excel table did not protect against overlaps. Two managers could sell the same bus for the same time.

✖

Slow payment. The client had to send card details, wait for confirmation. This looked unprofessional for B2B clients.

Our Solution

We turned Bitrix24 into a control panel for the fleet. Now the system itself suggests free vehicles and generates documents.

Step 1. Auto-Documents

Contract Generation in 3 Clicks

We set up a document generator. The manager fills in fields in the deal (Date, Route, Full Name), clicks a button, and the system creates a PDF contract with stamp and signature.

The manager simply selects a template, the rest is done by the robot

Step 2. Control and Payment

Unified Funnel + Acquiring

All applications now fall into a unified funnel. We connected SMS notifications and payment by link. The client receives a nice message: "Your bus is booked. Pay for the order via the link". The money goes to the settlement account.

Transparent client path: from call to successful trip

Results in Numbers

After implementation, the owner dismissed one extra dispatcher as the system took over the routine. Revenue increased as applications stopped being lost.

Time for Contract	40 min → 3 min
Lost Applications	~15% → 0%
Payment Acceptance	To card → Link (Acquiring)

Stop Losing Clients to Routine!

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#B2C #аренда транспорта #туризм