Route → quote → calendar → driver → invoice
Enter a trip once. Etapia takes it all the way to the invoice.
The office software for coach companies that cross borders. Etapia calculates the kilometres per country, sends the quote, fills the calendar, briefs the driver and splits the VAT on the invoice by country.
Phone and PC · No app store for drivers · German and English
| Country | Gross | Net | VAT |
|---|---|---|---|
| Austria | 1,160.71 | 1,055.19 | 105.52 |
| Germany | 89.29 | 75.03 | 14.26 |
| Total | 1,250.00 | 1,130.22 | 119.78 |
Calculated from the route, not typed by hand. The figures come from a real invoice.
How it works
Eight stops, one line.
Every detail is typed once and travels with the trip to the invoice. Quote to invoice in one to three clicks.
- 01 · Office
Route
Enter start, destination and stops. Out come the kilometres, the driving time and the share per country.
- 02 · Office
Quote
Add the price. The quote goes to the customer as a PDF on your letterhead.
- 03 · Office
Order confirmation
When the customer says yes, one click turns the quote into the order.
- 04 · Etapia
Calendar
The confirmed trip appears in the calendar by itself.
- 05 · Office
Driver
Assign a driver and a bus. The trip arrives on the driver's phone with every detail.
- 06 · Driver
Wake check
Before departure the driver confirms twice that they are awake. Otherwise: alarm.
- 07 · Office
Done
After the trip you tick it off in the calendar.
- 08 · Office
Invoice
One click on the finished trip. The VAT is already split by country.
VAT by kilometres per country
The split you do by hand today – done by the route.
In the EU a passenger transport is taxed where it takes place, in proportion to the distance in each country (art. 48 of the VAT Directive). One flat price, several countries, several rates.
Etapia takes the kilometres per country straight from the coach route and splits the price on the invoice. If the bus takes another road, you correct the kilometres by hand.
Routing made for coaches
A bus profile on OpenStreetMap: distance, driving time and the kilometres in each country.
A snapshot of every route
Map updates never change a sent quote or an issued invoice. The split stays traceable.
Your own rate table
The rate per country with a valid-from date, kept by your office and your tax advisor.
Numbering without gaps
Sequential invoice numbers, issued invoices locked, corrections as credit notes.
Wake check
If a driver oversleeps, you know before the customer calls.
Before an early departure the driver confirms on the phone that they are awake. Pressing once and going back to sleep does not work: they solve a small sum and confirm again ten minutes later. No confirmation, and the on-call person gets an alarm at once – with time left to drive or send a replacement.
- The driver confirms and solves 7 + 8Trip 04:30 · Munich Airport
- Second confirmationThe calendar shows the trip as confirmed
- No answer? Alarm to the on-call phoneAn hour left to find a replacement
- Munich AirportTravel agency · Bus 1 · Driver 1confirmed awake
- School trip to SalzburgPrimary school · Bus 2 · Driver 2seen by driver
- Thermal spa Bad FüssingPensioners' club · Bus 1 · Driver 1driver assigned
- Away match in RiedFootball club · Bus 2 · no driver yetdriver missing
- Wedding shuttlePrivate customer · no bus yetquote open
Calendar
A calendar instead of the group chat.
Every trip gets its own row, even with ten on one day. Nothing hides behind “+2”. The state of each trip, from open quote to paid, is your checklist. Bus service and inspection dates sit in the same calendar.
The office sees everything; each driver sees only their own trips.
Everything in one place
Built for the small office, not the head office.
- Route calculator
- Coach routing with kilometres per country, editable when the bus takes another road.
- Address search
- Your own places and OpenStreetMap, without a third-party geocoding service.
- Quotes and orders
- Customer, route, date, passengers and flat price, as a PDF in the customer's language.
- Invoices and credit notes
- Sequential numbers, VAT split by country, issued invoices locked.
- Open items
- Open and paid at a glance, plus an export for your accountant.
- Driver app
- Each driver sees only their trips and gets new assignments as a push message.
- Fleet deadlines
- Service, tachograph check and roadworthiness test per bus, with reminders in the calendar.
- Several companies, one login
- Switch between companies; roles for office and drivers, enforced on the server.
What Etapia deliberately is not
- No bookkeepingEtapia writes invoices and hands your accountant an export; the booking happens there.
- No payrollNo wage accounting and no evaluation of working or driving hours.
- No black boxYou see and check every quote and invoice before it goes out.
- No app storeDrivers install Etapia from the browser, on any phone.
Frequently asked questions
Who is Etapia for?
For small and medium-sized bus and coach companies that want to run trips, quotes, drivers and invoices in one program instead of spreadsheets, word processors and WhatsApp.
How is VAT split on trips abroad?
Etapia calculates the kilometres per country from the route and splits the flat price accordingly. Each share gets the VAT rate of its country, for example 10 % for Austria and 19 % for Germany. You maintain the rates yourself in a table.
Do drivers need a separate app?
No. Drivers open Etapia in their phone's browser and add it to the home screen. New assignments and the wake check arrive as push messages.
What is the wake check?
Before an early departure the driver confirms on the phone that they are awake: they solve a small sum and confirm a second time a few minutes later. Without a confirmation the on-call person is alerted at once.
Can several bus companies use Etapia?
Yes. Each bus company registers as its own organisation with its own customers, trips, drivers, buses, tax rates, letterhead and invoice numbers. Other companies' data is never visible.
Your next trip, from route to invoice.
Register your bus company, enter one trip and send the quote today.