Before you send the monthly report: five minutes that save an argument
19. 8. 2026
The monthly report is the one document your funder judges you by. When something in it does not add up, the meeting is no longer about the service but about the spreadsheet — the worst kind of meeting there is.
Most of those arguments can be avoided with a five-minute check at the end of the month.
1. Is any ride still "in progress"?
The most common finding. A ride the driver forgot to close sits in the picked up state — it really happened, but in the report it looks different from the rest. Go through the past month and close whatever was left open.
2. Do the kilometres add up?
Completed rides get their distance filled in. Where it is missing, the price is missing too. The quickest way to spot them is to open the report and look for dashes in that column.
It helps if drivers record the distance right after the ride — or in pencil on the printed daily plan, to be typed in that evening.
3. Are there two rides for the same person at the same time?
This happens when both the senior and their daughter ring. A duplicate booking is usually caught while it is being entered (the customer's history is visible), but one slips through now and then.
4. Do the cancelled rides have a reason?
Cancelled rides belong in the report — they document that a car went out even though the ride came to nothing. A short note ("no-show", "cancelled in the morning") makes a big difference to how the funder reads them.
5. Does the number of rides match what you expected?
The last check is the simplest: does that figure make sense? If you normally do 180 rides and this month it is 240 or 120, find out why before somebody asks. Usually it is a holiday, a driver off sick or a new regular client — and it is better to say so yourself.
Then just print it
The report downloads as PDF or a spreadsheet and you pick the columns with tick boxes, according to what you agreed with the council. If the funder does not need client names, switch them off; less personal data travelling by email is always better.
Agree the shape of the report in advance, not six months in. If you know what it must contain, it is two clicks. Filled in retrospectively, it means chasing data nobody was recording.
The monthly report with a choice of columns is in the Reports section.
Running a taxi or senior transport service? Send us a no-obligation enquiry or try the demo.