For home-to-school transport operators
Every run ticked.
Every driver paid.
No Friday spreadsheet.
Drivers and PAs send their weekly invoice from their phone in two minutes. You check them in one place, with double claims caught before anyone’s paid. Your accountant pays from a list made for them, and the month-end council totals fill themselves in.
No card needed · Set up in an afternoon · Works on any phone
Weekly invoice · w/e Fri 16 Oct
Oakwood Primary
£45.00 / trip
| Mon | Tue | Wed | Thu | Fri | |
|---|---|---|---|---|---|
| AM | |||||
| PM |
5 trips × £45.00
£225.00
This is what drivers and PAs see. Two minutes, on any phone, no app to install.
Sound familiar?
Fridays shouldn’t be spent chasing invoices.
- “Has everyone sent theirs?” and fourteen WhatsApps later, still no.
- Two drivers both claimed Thursday at the same school, and you find out after paying both.
- Typing invoices from photos and texts into a spreadsheet.
- Bank details arriving by text message, and an accountant working from a lump sum.
- Month-end council totals on a calculator, late at night.
How it works
A week with RunSheet, from first tick to everyone paid.
01
Mon to Wed
Drivers & PAs
Tick the journeys they did, on their phone. Cover jobs at other schools too, with the rate they agreed.
02
Thu, 1pm
You
An email lists anyone who hasn’t sent theirs, each with a one-tap WhatsApp reminder.
03
Thu
You
Look at anything flagged: clashes, odd rates, missing bank details. Approve, query or void, all explained in plain English.
04
Fri
You → accountant
Send the payment run. The accountant gets the list with every invoice attached, pays each person and ticks them off.
05
Month end
Done for you
Days and trips per school, what the council pays, what you paid out and what’s left over. Download it as Excel.
What it checks
It catches what a spreadsheet can’t.
Every invoice is checked the moment it arrives. Anything odd waits for you with the reason spelled out, and nothing flagged can be sent for payment until you’ve looked.
The same trip, twice
Two drivers, or two PAs, ticking the same school, day and journey. Both are named, with their invoices.
Rates that don’t match
A cover job typed at a different rate to the one you agreed, or at a school with no rate on file.
Nowhere to pay
No bank details yet, or details someone changed themselves that you haven’t checked by phone.
One invoice a week
No duplicates from “did it go through?”. A daily limit stops anything runaway.
Needs checking
Oakwood Primary, week ending Fri 16 Oct: Thu AM+PM were also claimed by Ali Khan (INV-2026-0075).
Three people, three screens
Everyone sees only what they need. Nobody has to learn a spreadsheet.
Drivers & PAs
- A link and a 6-digit PIN
- Their regular schools already listed
- A PDF copy of every invoice
- An email when they’ve been paid
The office
- Every invoice in one place, by week
- Who hasn’t sent theirs, with WhatsApp buttons
- Payment runs in two clicks
- A full history of who did what
Your accountant
- Their own login, just “people to pay”
- Bank details with copy buttons
- One amount per person, never a lump sum
- Mark paid, and the driver’s told
Month end
The sheet you keep by hand, kept for you.
Per school: days worked each week, trips, what the council pays, what went to drivers and PAs, and what’s left over. A driver and PA on the same run count as one trip, and weeks that cross two months are split by day. Same columns as your spreadsheet, ready to download.
| School | Days | Trips | Council pays | Paid out | Left over |
|---|---|---|---|---|---|
| Oakwood Primary | 21 | 42 | £3,213.00 | £2,646.00 | £567.00 |
| Riverside Academy | 21 | 42 | £3,570.00 | £2,856.00 | £714.00 |
| Hillcrest School | 20 | 40 | £3,680.00 | £3,000.00 | £680.00 |
Example figures.
Where it came from
Built from a real operator’s paperwork, not a template.
RunSheet started as the system behind a UK school transport firm: their tick sheets, their WhatsApp group, their month-end spreadsheet. Every check in it is there because an office needed it. The one-invoice-a-week rule, the clash warnings and the accountant’s page all came from real weeks.
Bank details encrypted
Locked with AES-256 encryption. Only the last 4 digits show in lists.
Kept in Ireland
Your data is stored in the EU, inside the UK GDPR rules.
Nothing goes missing
Invoices are voided, never deleted, and every action is recorded.
Yours to take
Download everything as Excel whenever you like.
Getting started
Switching takes an afternoon, not a term.
1
Bring your spreadsheet
Import schools, drivers, PAs and pay rates from Excel. Problems are listed by row before anything is saved.
2
Send everyone their link
Drivers and PAs add their own bank details and choose a PIN. Or you fill it in for them.
3
Run your first week
Invoices start arriving. Check, send the payment run, done. Try it first with sample data if you like.
Pricing
Priced by the size of your fleet. Everything included from day one.
30 days free with your own drivers and invoices, no card needed. No contract: cancel any time. For most operators it costs less than one afternoon of office time a month.
Your price: £99 a month
Standard
Up to 40 drivers and PAs
£99/month
or £990 a year
Start 30 days freethat’s your size ↑
Every plan has everything
- Unlimited invoices and payment runs
- Unlimited office and accountant logins
- Double-claim and rate checks
- Bank-change fraud protection
- Month-end council totals in Excel
- Invoice PDFs and email receipts
- Free help moving your spreadsheet
- Download all your data any time
Over 100 drivers and PAs? Large plus £1.50 a month for each extra person. Only active drivers and PAs count. Prices exclude VAT where it applies.
Founding customers
30% off for as long as you stay, for our first 10 companies.
Use code FOUNDING30 when you subscribe. In return we'd love your honest feedback.
Questions
Things operators ask first.
Do drivers and PAs need to download an app?
No. They get a link to your company’s page, pick their name and type their PIN. It works in the browser on any phone, and they can save it to their home screen.
Does RunSheet pay people?
No, the money still goes from your bank account, the way it does now. RunSheet gives your accountant a list of exactly who to pay, how much and where, then records each payment and tells the driver or PA.
What happens when two people claim the same journey?
Both invoices are flagged as they come in, each naming the other person, their invoice and the exact days. Nobody is paid for it until you have looked. A driver and PA on the same run never count as a clash.
Can drivers fill in their own bank details?
Yes. Send them a one-time link and they add their bank details, address, UTR and PIN themselves. Or fill it in for them. If someone changes bank details that were already checked, their invoices are held until you have confirmed it by phone.
Are the invoices proper invoices?
Yes. Each one is an invoice from the self-employed driver or PA to your company, with their own invoice number, address, UTR where they have one, the journeys and the bank details. They get a PDF copy by email.
Can we bring our existing spreadsheet?
Yes. Import schools, drivers, PAs and pay rates from Excel or CSV. RunSheet matches the columns and lists any problems by row before anything is saved.
Where is our data kept?
In a database in Ireland, inside the UK GDPR rules for transfers. Bank details are encrypted, nothing is ever deleted by accident, and every action is recorded. You can download everything at any time.
What does it cost?
It depends on how many active drivers and PAs you have: £49 a month for up to 15, £99 a month for up to 40, £199 a month for up to 100. Office and accountant logins are unlimited, every plan has everything, and paying yearly gets you two months free.
What happens after the free trial?
You get 30 days free with no card needed. Choose a plan any time during the trial and nothing is charged until it ends. If you don’t, the office side pauses; nothing is deleted and you can still download all your data.
Is there a contract?
No. Pay monthly or yearly and cancel whenever you like from your account; you keep access until the end of what you’ve paid for. Our first 10 companies get 30% off for as long as they stay with the code FOUNDING30.
We pay fortnightly, or call them routes, not schools. Will it fit?
RunSheet runs on weekly pay periods today, and you can choose the day your week ends, your working days and whether there is a midday journey. Tell us how you work; that is how the next settings get decided.
Next Friday could be the easy one.
Set up your schools and drivers this afternoon, and let the invoices come to you.