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Quote chasing used to email your customer at 24 hours and again at 48, and both landed in the same thread as the quote itself. It now sends one chase email, 24 hours after the quote goes out. The last-call email before a quote expires still goes out as before, and you can still chase by hand.
A client's total spend used to be worked out two different ways depending on where you looked: the clients list added up completed trips, the client page added up paid invoices. Both now show the same figure — the value of delivered jobs, inc VAT — with what's actually landed through paid invoices shown as its own separate line.
Your plan comes with a number of office seats, and you can now buy more at £15 a month each rather than moving up a tier to fit one more person on the desk. Annual billing carries the same seats at £180 a year.
Anyone can sign up at kairoengine.com and get full access for a month, with no card required. You confirm your email address on the way in, and the account is ready as soon as you follow the link.
Your plan's price is now the same figure on the pricing page, on your subscription screen and on the card we charge, and Scale moved to £349 a month in the process. Drivers and clients are no longer capped on any tier. Vehicles and office seats still come as an allowance with the plan.
Write permissions are now enforced at the database rather than only in the app, across every table. Nobody on your team can alter your subscription, and an expired driver invite code can no longer be used to reach an account.
Every intermediate stop now carries its own location, so the driver app recognises arrival at each one and the chauffeur can mark it off, or undo a mis-tap. A six-stop day stops being one long leg with nothing in between.
Status, the day's booked value and whether the money is in are all sized to be read while scanning, and the repeated status labels on every row have gone. A coloured marker in the payment column now means an exception worth chasing rather than business as usual.
You can type a booking's total as one figure instead of splitting it across legs, and the money fields hold exactly what you type. The driver list shows your own chauffeurs rather than your partners', and the flight hint now names the leg and the day it describes, staying quiet when the airline data cannot confirm the date rather than showing another day's timetable.
One definition of spend drives the expenses page and the P&L, VAT is reclaimed only on approved rows, and nothing is trimmed away by a hidden row limit. Fuel card fills match to the right vehicle by card number rather than registration, and photographing a receipt from the driver app works.
Send a colleague a branded invite by email and they join your account with the role you chose for them. The link is single-use and expires after 48 hours.
Enter what you spent on each channel and the marketing view works out your cost per booking and your return on ad spend against real bookings, rather than taking the ad platform's word for it.
Booked hours now travel with the job however it was created, whether from a quote, an email enquiry, a recurring contract, an import or the driver's own return leg, and you can correct them from the job page afterwards. Waiting time is no longer offered on an hourly hire, where the clock runs from the booked time, and the extra time a driver records on the road now reaches your desk.
Drivers can clock in and out of a shift, and you can review, correct or close any session from their page. The Pay tab now writes the rates the pay run actually reads, including a salaried option. The forgot-to-clock-out nudge and shift pay on the weekly statement are both opt-in, in Settings.
Kairo can price an incoming enquiry from your own historic fares and hold it for you to approve, or send it on your behalf once you have proved the engine against your back catalogue. Every held quote arrives with its reasoning attached. A price you correct is kept as evidence for next time; a price the engine set that nobody touched is never learned from, so it cannot drift off its own output.
Commission for percentage-paid drivers now calculates from the net fare instead of the VAT-inclusive total. A driver on a £100 + VAT job was previously paid commission on the £120 gross; commission is now based on the £100 fare.
When a booking is amended after its invoice went out, the invoice names the lines that no longer describe the job and lets you put the wording right, on any sent invoice that has not yet been paid. Totals, VAT, payment status and the pay link stay exactly as the customer received them.
On Growth and Scale, a job sent to a partner reads as covered instead of sitting in your unassigned pile, and you can filter the list to partner work. You can record the chauffeur the partner puts on the job and pass their mobile to the passenger, behind a switch you control and can override per driver.
Refund a Stripe-settled invoice in full or in part straight from the invoice, keeping a late-cancellation fee if that is your practice. The refund is then stated on the invoice, in the customer's email and on the pay page, and a fully refunded invoice stops calling itself paid. Cash and bank settlements are refused with a reason rather than silently doing nothing.
Multi-stop runs now show their via points on the list instead of reading as a straight A to B, and each day header carries what that day is worth. You can also dispatch a whole selection of jobs in one go rather than one at a time.
A job with no cost recorded was being reported at 100% margin, on the dashboard, in the P&L and on the job estimate. Costs now drive margin everywhere, cancelled invoices are no longer counted as money owed, editing a cost recomputes the job's profit, and money totals are no longer silently cut off past a thousand rows.
A driver you take off the fleet is archived rather than erased, so their past jobs, pay and documents survive. Archived drivers drop out of the assignment lists and suggestions.
Quotes and jobs price from the rates you set in Settings. Where a job has fallen back to platform default rates, or no default tariff exists at all, you now get a plain notice on the screen and in the import panel instead of finding out from the invoice.
A customer who gives you their outbound flight number for an arrival pickup no longer sends the whole job the wrong way. Kairo checks the flight against the leg, offers the matching inbound where it can find one, and will never move a pickup time or a terminal off a wrong-direction flight.
Read the whole email, correct the stops it found, add the return leg and price the journey against your own tariff in one panel, measured through the via stops rather than straight to the destination. The operator app can now build and price a quote too, with suggestions from your own rate card. Feeding the inbox from your mailbox is a Growth feature.
Your logo is on every invoice PDF rather than two of them, the supplier address is back, and the layout carries a reference column, the named traveller and shorter route text. The send dialog shows who the invoice is actually going to, lets you change that address, adds a CC field, and shows this invoice's payment terms rather than your default. You can cancel an invoice properly, and bill the passenger when there is no account, client or booker to bill.
Issue a credit note against a cancelled invoice with a covering message, a proper PDF and a record in the Comms timeline. A full credit lists the original journeys so your client's accounts department can tick them off.
A pickup time still to be agreed reads as to be confirmed rather than 00:00, the booker is copied on the passenger's confirmation, a customer who accepts their own quote gets a booking reference, and no confirmation shows a reference the booking does not have. Your own desk notes stay off the customer's copy and off the subcontractor's.
Bank transfer sits alongside card with a real reference the customer can quote, guidance on which to use, and no duplicated surcharge line. A direct booking that was never invoiced gets a pay link minted when you send it, every billed movement is listed rather than only the booked journey, and a dead link explains itself instead of erroring.
Record holiday, servicing, an MOT or any other reason a chauffeur or car is unavailable, and see it as a strip across the jobs and dispatch pages. Unavailable drivers and vehicles are flagged in the assignment picker and dropped from suggestions.
Four stages, each with a count and a value, drafts grouped by who is being billed with an age flag past a week, and jobs with no billing contact pinned where you will see them. Unpriced work is priced from one list, with the payer, route and ageing on the row and a suggested fare from that customer's last comparable journey.
The address editor is one surface now: search sits above the fields and only fills them when you pick a result, your draft survives switching to manual entry, and Save no longer quietly does nothing. Suggestions are clickable inside dialogs, and pressing Enter no longer submits the form underneath.
Text the quote to the booker at the moment you send it, from the dialog you already use, then let an adaptive follow-up chase it, switched on in one click, with a call task when a text will not do and a genuine opt-out for the customer. On Scale, once you have pointed your own domain at Kairo, the links they receive sit on it rather than on ours.
The matcher reads the reference the customer actually typed and settles the booking they named, rather than the nearest invoice with a similar amount. When the bank feed goes stale or a payment cannot be verified, Kairo says so instead of chasing someone who has already paid.
Building an invoice by picking finished jobs added VAT on top of fares that already included it, a 20% overcharge. Job fares are now netted down before they become invoice lines.
Raise a statement for an account's period in one place, with anything that would block the invoice listed up front. New invoices raised against an account inherit its payment terms, you can invoice straight from a job header or in bulk, and searching a booking reference now looks across all your history rather than the page in front of you.
Every passenger, quote, payment and partner email has been rebuilt around your logo and one clear action, with dated outbound and return legs and hourly bookings described properly. Confirmations now carry a real Add to calendar link that puts the journey in the passenger's diary.
Set checked-bag and hand-luggage capacity on each of your booking classes, and the quote builder warns you when a party's bags will not fit and suggests how many cars the job really needs. The luggage the customer told you about now shows on the quote itself, not only after it converts to a booking.
The Kairo Operator App is now on the App Store. Quote, dispatch, assign drivers and message passengers from anywhere: the same live board your desk is looking at.
Round-trip bookings now show both the outbound and return leg in the confirmation email, SMS, calendar invite and invoice. No more chasing the way back separately.
Bill corporate accounts on monthly statements with your own terms, and push invoices and payments straight to Xero. Reconciliation matches bank payments to invoices automatically.
Send a branded pay link on any quote or invoice and get paid by card. Deposits, surcharges, and full balances are tracked against the job automatically.
Moving from another system? The new import engine reads any spreadsheet, suggests a column mapping for you to check, previews the result, and lets you roll a batch back if it's not right.
Completed jobs flow into a billing queue so nothing slips through. Bill account clients by invoice and everyone else by card, with the right method picked for you.
Every enquiry (email, SMS, WhatsApp, or web form) lands in one inbox. Reply, quote, or convert to a booking in a couple of clicks, with AI drafting the first response.
Airport jobs now track the passenger's flight and auto-adjust the pickup time when it's delayed, then notify the driver, so you're never waiting on the wrong ETA.
Send overflow work to trusted partner operators and track it both ways, with a branded confirmation and PDF for every job dispatched out or received in.
Generate a branded statement showing a client's jobs, invoices and payments across any period, ready to send in a click.
New to KAIRO? A step-by-step onboarding walks you through adding your company details, first vehicle, and first driver. You'll be dispatching in under five minutes.
Every new account now starts with 1 month of full access to every feature: AI dispatch, invoicing, Xero sync, driver app, the lot. No credit card required.
Invoices, quotes, emails, SMS, tracking links, and the client portal all show your company name, logo, and colours. Your clients see your brand, not ours.
Drivers now receive instant push notifications when a job is assigned, updated, or cancelled, so the office no longer has to phone them to chase updates.
Edit the look and wording of every email, invoice, and booking confirmation KAIRO sends. Match your brand voice across every client communication.
Set cost rules per vehicle class: fuel rate, wear and tear, driver percentage. KAIRO calculates your profit margin on every single job automatically.
Upload a PDF or CSV statement from Revolut, Barclays, HSBC, Amex, or 10+ other banks. KAIRO reads every transaction, categorises it, and matches it to your jobs and expenses.
Every job is now tagged: airport transfer, corporate, wedding, event, as-directed. Works on new bookings and historical imports. Makes your analytics far more useful.
Send booking confirmations, driver ETAs, and journey summaries to passengers via SMS or WhatsApp. Inbound messages land straight in your KAIRO inbox.
Connect your Gmail and KAIRO monitors it for booking enquiries. It extracts the journey details and creates a draft quote, ready for you to review and send.
Both mobile apps have been rebuilt for speed and simplicity. Common actions now take three taps or fewer. Benchmarked against Blacklane and Wheely.
See every driver's position in real time on the dispatch page. GPS updates stream every 10 seconds so you always know where your fleet is. No calls, no guessing.
Clients can now rate their journey with 1 to 5 stars and select tags like 'punctual', 'smooth ride', or 'great conversation'. Ratings roll up to driver profiles so you can spot your top performers.
The scheduler now checks driver availability, travel time between jobs, and vehicle assignments before confirming a booking. Double-bookings are a thing of the past.
A dedicated analytics view with revenue forecasting, client health scores, and margin analysis. See which accounts are growing, which are at risk, and where your profit actually comes from.
Ask KAIRO to create jobs, check driver availability, pull up client history, or analyse your business performance, all through natural conversation. Press Cmd+J to open it anywhere.
The calendar now features a proper timeline day view showing jobs hour-by-hour, plus an informative week view with job counts and status indicators. Much easier to plan your week at a glance.
Set up ongoing agreements with corporate clients and auto-generate jobs on a recurring schedule. Define vehicle class, pricing, and frequency. KAIRO handles the rest.
Company-wide, team, and individual tasks now live in one place. KAIRO's AI suggests tasks based on upcoming jobs, expiring documents, and overdue invoices.
Connect your Gmail and KAIRO will automatically detect receipts and bills, extract the amounts, and categorise them as fuel, maintenance, tolls, or other expenses.
Sync invoices and expenses bidirectionally with Xero. When you mark an invoice as sent in KAIRO, it appears in Xero. When it's paid in Xero, KAIRO updates automatically.
Overflow work you can't cover? Post it to the partner marketplace and let trusted operators bid on it. Track every subcontracted job with full margin visibility.
Send branded email campaigns to your client list with open and click tracking. Perfect for announcing new services, seasonal promotions, or fleet additions.
The CSV and Excel importer now handles 15+ vehicle class variations, every common date format, and uses fuzzy matching to link drivers even when names don't match exactly.
Drivers get their own app with GPS tracking, one-tap status updates (en route, on scene, POB, dropped off), and integrated navigation, so the office can check ETAs without phoning the driver.
Enter a flight number and Kairo pulls the airport, terminal, scheduled arrival time, and live delay information automatically.
When assigning a job, KAIRO scores available drivers by proximity, vehicle match, client history, and current workload, then recommends the best fit.
Snap a photo of any receipt and KAIRO reads the amount, date, and vendor automatically. AI categorises each expense so your books stay clean without manual data entry.
Address autocomplete is now restricted to UK addresses, eliminating irrelevant international suggestions and speeding up job creation.
Fixed an issue where the vehicle dropdown on the job form wasn't showing all fleet vehicles. Every active vehicle now appears correctly.
Every operator now gets their own completely isolated environment: separate data, branding, and configuration. Your business data is yours alone.
Create jobs with intelligent pricing suggestions based on distance, vehicle class, time of day, and your tariff configuration. Override or accept with one click.
Upload any CSV or Excel file and KAIRO's AI suggests which field each column belongs to, even when headers don't match the expected format. You check the mapping before KAIRO imports anything.
A live dashboard showing today's jobs, revenue, driver utilisation, outstanding invoices, and upcoming compliance deadlines. Everything an operator needs at a glance.
Kairo launches publicly: a new platform built from the ground up by chauffeur operators, for chauffeur operators.