UK taxi and private hire operators need fleet management software that does three jobs at once: keep the operating licence safe, lower running costs, and dispatch faster than Uber. The 14 features below are the non-negotiables for any operator in 2026 — from a 5-car Glasgow PHV firm to a 200-vehicle Heathrow operator.
The 14 Essential Features (UK Checklist)
- Vehicle records — V5C, MOT, insurance, plate, council vehicle licence, expiry alerts.
- Driver records — PHV badge, DBS, medical, topographical test, licence points.
- Automatic suspension — driver blocked from jobs the moment any document lapses.
- Real-time GPS — every vehicle on one live map.
- Telematics scoring — harsh braking, speeding, idling — direct line to lower insurance.
- Auto-dispatch — nearest-vehicle algorithm with ETA awareness.
- Manual dispatch override — for VIP, corporate and account jobs.
- Zones & tariffs — time-of-day, day-of-week, surge and event pricing.
- Account jobs & VAT invoicing — corporate billing without spreadsheets.
- Fuel & EV charging logs — track cost-per-mile across diesel, hybrid and EV.
- Driver earnings & statements — weekly payouts, ready for HMRC self-employed reporting.
- Customer database — repeat-booker history, loyalty discounts, exportable.
- UK GDPR audit trail — every data access logged for the ICO.
- Open API + CSV exports — no vendor lock-in.
UK Vendor Comparison
| Vendor | Strength | Pricing (10 vehicles) |
|---|---|---|
| Autocab | Large fleets, iGo network | £400–£900/mo |
| iCabbi | Call centres, 200+ vehicles | £600–£1,400/mo |
| Cabsoluit | Mid-market value | £150–£400/mo |
| TBMS | UK-built, compliance-first | £99–£350/mo |
| Taxi Web Design | One-time setup, 0% commission | £329 one-time + £8/mo |
Compliance Features Most Vendors Miss
- Council-specific PHV plate formats (TfL, Manchester, Birmingham, Wolverhampton).
- Operator-licence audit pack — one click PDF for council inspections.
- Driver complaint log linked to bookings (mandatory for licence renewal in most councils).
- Document retention rules aligned to UK GDPR's 6-year HMRC requirement.
The ROI Math
For a 20-vehicle UK fleet, good fleet software typically returns:
- −15% insurance via telematics: ~£12,000/year saved.
- −8% fuel via idling and route optimisation: ~£8,000/year saved.
- +12% revenue from re-booked corporate accounts.
Related Guides
- White-label taxi dispatch software explained
- Best taxi dispatch software 2026
- Cab company dispatch system setup
Pricing — Taxi Web Design
From £329 one-time, £8/month hosting, full UK compliance pack included. See the pricing page.
See Full Pricing
One-time setup from $8,500 — no per-trip commission, no per-driver seat fees, source code included.
FAQ
Will it integrate with my accountant?
Yes — Xero, QuickBooks and Sage exports are standard.
Does it handle EV fleets?
Yes — kWh logging, charging-station mapping and EV-specific cost-per-mile reports.
Can I keep my existing telematics hardware?
Yes — we integrate with Geotab, Quartix, Webfleet and most major UK providers via API.
Talk to a Real Human
Have a fleet-specific question this article didn't cover? Send us the details and a senior consultant (not a chatbot) will reply within one business day — usually faster.
- Email — info@coredreams.com
- US line — +1 (332) 200-3666
- Full contact form — taxi-webdesign.com/contact
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