The monthly senior transport report: what it must contain
25. 7. 2026
If your senior transport service is funded by a municipality, sooner or later you will be accounting for the money. And the whole thing rests on one document: the monthly ride report. Here is what it should contain and how not to spend an evening on it.
What the report must contain
- The date and time of each ride — so it can be checked against the
records.
- The client's name, and where a contracted service is involved,
their pass number as well.
- Where from and where to — separately, not as one line of text.
Auditors check the route.
- The driver and, where relevant, the vehicle.
- The distance and the price for each ride, and totals at the bottom.
- Cancelled rides too, clearly marked — they must not count towards
the totals, but leaving them out looks like a gap in the records.
What people often forget
The rates the price was calculated from. A report with prices but no rates cannot be verified. Print the pickup fee, the rate per kilometre and any minimum billed distance in the header — for the whole region, so it does not have to be repeated on every row.
Rates that changed mid-month. If you changed your price list during the period, the report should say so. Rides from before the change keep their original price, and that is correct — but the reader needs to know why two similar rides have different prices.
Prices that are only an estimate. When a ride has no distance recorded, the price is usually just the pickup fee. Mark such rides clearly; a total that mixes real and estimated prices without saying so is misleading.
How to save yourself hours
The report should be a matter of choosing a month and clicking. If you are copying rides from a notebook into a spreadsheet, you are paying for it twice: with your time and with the risk of a mistake nobody spots.
Ask for two formats. PDF for printing and the archive, so the document looks the same to everyone. A spreadsheet for further work — sorting, filtering and your own totals, which is what the accounts department will want.
And one practical detail: a report that includes phone numbers or pass numbers contains personal data. Choose the columns you actually need for the accounts, and handle the file accordingly.
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