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Software package

Waste collection package

A collection system built around the job: take the request with photographs, price it from your rules or quote it, place it on a route within the vehicle's capacity, give the crew a job sheet on their phone, produce the transfer record on completion and invoice from what was actually collected.

Custom build Concept demo
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Who it is for

Built for

A good fit

Waste collection and clearance companies, man-and-van operators, commercial waste contractors and small skip firms from a single van with the owner driving up to a fleet of eight or ten vehicles with a transport manager and an office. Daily users are the office staff who price requests, confirm bookings and answer customer calls, the transport manager who builds the next day's routes and watches the current ones, crew leads who follow the job sheet, photograph the job and take the signature, the owner who wants to see jobs completed against jobs billed and the recurring commercial book, commercial clients who manage their site schedules, and householders who want a price, a date and to know when the van is coming.

Not the right fit

It is not for a recycling yard whose business is receiving and grading material, for a council or large contractor with route optimisation across hundreds of vehicles, or for a business that needs a skip register with highway permits in the base package; and it does not register carriers, make statutory submissions or operate weighbridges.

The operational problem it solves

How it runs, step by step

Six forty-five.

  1. The transport manager opens the day's routes: three vans and a lorry, twenty-six stops, built last night from the booked jobs and the week's recurring commercial collections, with each vehicle's volume capacity shown against the estimated load.

  2. A householder's request came in overnight with four photographs of a garage clearance; the price rules put it in the second volume band with a surcharge for a fridge, the customer paid on booking and it is already on van two for Thursday.

  3. A request for a commercial fit-out strip-out exceeded what the rules can price, so it waits in the office quote list with its photographs.

At eight the crew on van one opens the job sheet: the first stop's access note says the alley is too narrow for the van, so they park on the road as instructed.

  1. They photograph the pile on arrival, find a mattress that was not in the request, add it on the sheet, the customer agrees the extra on the phone screen and signs, and they photograph the cleared space before leaving.

  2. The customer's status page moves from on route to collected, and the transfer record for the job is produced with the waste description, quantities, the carrier details the owner entered at setup and the disposal site the manager assigned to the route.

  3. At eleven a commercial client moves the following week's collection day for one of its three sites from Tuesday to Wednesday on its portal; the recurring schedule updates and the change appears in that week's route draft.

  4. At five the office invoices the day's completed jobs, including the mattress, and the owner sees jobs completed, jobs billed, recurring collections due this month and the disposal site tickets still to be matched to jobs.

Features

What the package does

The package ships as modules that follow the job: requests, pricing and booking; routes, vehicles and the crew job sheet; and transfer records, status tracking, recurring collections and invoicing. Each module below lists what it does; the comparison table shows which package variant includes it.

Forms and requests

  • Request form with waste type and photographsCustomers give the waste type, a volume band, access notes and photographs, so the office can price the job without a call-back.

Billing and payments

  • Price rules with instant prices or office quotesPrice by volume, waste type, area and surcharges, then either show an instant price or hold the request for an office quote.
  • Booking confirmation and paymentConfirm the booking and take payment on booking or on completion, depending on how you prefer to work.
  • Invoicing from completed jobsInvoices are produced from jobs as actually collected, including anything added on the day.
  • Failed collection charges and re-bookingSet the charge and the re-booking steps for a collection that could not go ahead.

Scheduling

  • Route planner with vehicle capacityPlace jobs on a vehicle's route within its capacity and set the journey order for the crew.
  • Recurring commercial collectionsCommercial clients get site schedules for regular collections and a client portal to see them.
  • Crew job sheet on the phoneCrews see each job on their phone, add photographs and on-the-day extras, and take a customer signature.

Documents and cases

  • Transfer records per jobA transfer record from your own template is produced for each job, sent to the customer and held against the job.
  • Disposal site ticket matchingMatch tickets from the disposal site to the jobs they relate to.

Portal and access

  • Customer status trackingCustomers can follow their request from booked to collected without ringing the office.

Integrations

  • Mapping provider for travel timeUse a mapping provider for travel times and live vehicle positions on the planner.

Roles and permissions

Who does what

  • Owner

    • See jobs completed against jobs billed and the recurring commercial book
    • Set waste types, price rules, surcharges and areas served
    • Record carrier registration and disposal site details with expiry reminders
    • Manage user accounts, vehicles and crews

  • Office

    • Price requests the rules cannot and send quotes
    • Confirm bookings, take payment and answer customer calls from the job
    • Invoice completed jobs including on-the-day additions
    • Send transfer records and handle customer queries

  • Transport manager

    • Build routes against vehicle capacity and journey order
    • Watch today's routes and reassign stops when a vehicle is delayed
    • Assign disposal sites to routes and match disposal tickets to jobs
    • Publish tomorrow's job sheets to crews

  • Crew lead

    • See the day's stops in order with access notes and photographs
    • Photograph arrival and completion and add items on the day
    • Capture the customer's agreement and signature
    • Report a failed collection with a reason and photograph

  • Commercial client

    • See the schedule for each of their sites
    • Move or pause a collection within the notice you set
    • Download transfer records and invoices per site
    • Raise an extra collection request

  • Householder

    • Request a collection with photographs and access notes
    • See an instant price or receive a quote and pay on booking
    • Track status from booked to collected
    • Receive the transfer record on completion

Example screen

Concept demo

Concept demo of a waste collection route screen showing ordered stops, a vehicle capacity bar, a completed stop with photographs and an on-the-day addition.

The route as the transport manager sees it: van one's eight stops in order with the capacity bar showing estimated load against the vehicle's limit, the first stop marked collected with its arrival and completion photographs and the mattress added on the day, the next stop on route, and a commercial site's moved collection flagged in next week's draft.

Scope and options

What is included and what is extra

In the base package

  • Request form by waste type, volume band, access notes and photographs
  • Price rules by volume, waste type, area and surcharges with instant prices or office quotes
  • Booking confirmation with payment on booking or on completion
  • Route planner with vehicles, crews, capacity and journey order
  • Crew job sheet on the phone with photographs, on-the-day additions and signature
  • Transfer records per job from your template, sent to the customer and held against the job
  • Customer status tracking from booked to collected
  • Invoicing from completed jobs with additions included

Common add-ons

  • Recurring commercial collections with site schedules and a client portal
  • Mapping provider for travel time and live vehicle position
  • Disposal site ticket matching to jobs
  • Failed collection charges and re-booking rules

Needs custom work

  • Skip and container register with movements, highway permits and hire periods
  • Council or large contractor documentation and reporting formats
  • Integration with a specific tracking service, accounting system or weighbridge export
See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data, including customer records, requests with photographs, routes, job sheets, transfer records and invoices, which can be exported at any time in standard formats. Nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of customer messages, payment callbacks and job sheet sync, backups of jobs and photographs, and a monthly window for small changes such as a new waste type, a changed price band or a new vehicle. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of vehicles and crews, the complexity of the price rules, the add-ons selected, the mapping and payment providers, and how much customer and schedule history is migrated. The proposal states each line separately so recurring costs are never hidden in the build.

Prefer a fully custom build?

Waste collection software development

Custom request, pricing, routing and crew systems for waste carriers, skip hire firms and clearance companies that have outgrown the phone, the whiteboard and the carbon-copy transfer book.

View the service

Also used in

FAQ

Frequently asked questions

What if the crew finds more than the customer described?

The crew lead adds the extra items on the job sheet, the price rules show the additional charge, the customer agrees on the phone screen or the office is called if they are absent, and the addition is recorded with a photograph. The invoice shows the original and the addition as separate lines.

How does the route planner handle capacity?

Each vehicle has a volume or weight limit and each job an estimate from the request. As the transport manager adds stops the capacity bar fills; when it exceeds the limit the planner warns and the manager moves stops or adds a tip run at a disposal site mid-route. The planner suggests journey order; the manager decides.

Can crews use it without signal?

The job sheet loads the day's stops, notes and photographs onto the phone in the morning. Photographs, additions and signatures taken without signal are held on the device and sent when it returns, and the sheet shows what is still waiting to sync.

Does it handle weekly commercial collections?

With the recurring collections add-on, each commercial site has a schedule that generates jobs into the route draft automatically. The client can move or pause a collection within the notice period you set, and the office sees every change before the route is published.

Is the transfer record a legal document?

The package produces a record from the template agreed with you, containing the details you tell us your paperwork needs, with the carrier and disposal site details you entered. Whether that template satisfies your obligations is for you and your adviser to confirm; the package records and stores, it does not certify compliance.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is a custom build assembled from our forms, orders, capacity and documents modules for each business, and the route screen above is a labelled concept demo rather than a live client system. Needs beyond the listed options go through custom waste collection development.

Get a quote for Waste collection package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.

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