Case study
Every booking, deposit and balance in one place.
How a motorcycle tour business moved its bookings out of spreadsheets and emails, into one system that tracks every rider and sends the paperwork.
- Client
- Freedom Moto Adventures, guided motorcycle tours in Iceland. A business we run ourselves.
- What we built
- The tour website, and the booking system behind it
The challenge.
Freedom Moto Adventures runs guided motorcycle tours in Iceland: a 13-day tour from the south of the country to the north, and a 7-day tour of the south. About 20 riders join each season. Each one books a trip, pays a deposit, pays the rest before the trip, and needs updates as the trip gets closer.
All of that lived in spreadsheets, emails and a log of payments kept by hand. With 20 riders, that sounds manageable. But every rider meant emails to answer, a deposit to match to a booking, and a balance to keep track of, across three places that didn't talk to each other.
It's a problem many small businesses have. The business works, but the admin lives in several places, and only the person who set it up knows how it all fits together.
What we built.
One system for the business side of the tours, joined to the tour website.
- Bookings. Who has booked which trip, in one list.
- Deposits and balances. Each deposit recorded against its booking, and the balance shown, so nobody has to work it out.
- Statements and invoices. Sent to each rider from the system, not written one at a time.
- Updates. One email to every rider on a trip.
- An admin screen. Where all of the above is run from.
- The website. Tour pages, a travel guide, and booking.
The result.
- 1 system
- in place of spreadsheets, emails and a payments log
- About 20
- riders a season, each tracked from booking to balance
Running the season is much easier. What each rider owes is on screen, not worked out by hand, and statements, invoices and updates all go out from one place.
It's the kind of system most small businesses could use: small, built around how the business actually works, and owned outright.
Not sure which way in?
A first conversation costs nothing. We'll tell you where we'd start, and if the answer is not yet, we'll say so.
Or email info@khiliad.com, or .