Shuttle operators send quotes before nearly every charter, event, or contract job, since the client needs to confirm availability and compare prices across several companies. Clients usually compare the hourly rate, minimum hours, vehicle size, and which extras are included.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Time and distance drive the price. An itinerary with specific times prevents disagreements about what was booked.
Capacity determines which vehicle you assign and the rate. Note what happens if the headcount changes.
Clarify whether time runs garage to garage or from first pickup, and whether a minimum applies.
List tolls, parking, fuel surcharge, gratuity, wait time, and extra stops so the client knows which costs can be added later.
Events run late. Setting the grace period and overtime rate up front keeps late-night charges from becoming arguments.
Spells out how the date is held and what the client forfeits if they cancel.
Venues and corporate clients may need a certificate of insurance. Say you can provide one and name any needed details.
| Service | Priced | Typical range |
|---|---|---|
| Passenger van charter (12-15 passengers) | per hour | $85-140 |
| Minibus charter (25-35 passengers) | per hour | $110-180 |
| Motorcoach charter (50+ passengers) | per hour | $130-220 |
| Airport transfer, shared shuttle | per person | $20-60 |
| Airport transfer, private van | flat fee per trip | $80-250 |
| Wedding or event shuttle loop | per vehicle, per hour (3-5 hr minimum) | $95-170 |
| Extra wait time past grace period | per 15 minutes | $15-40 |
| Contract route (employer, hotel, campus) | per month | $3,000-12,000 |
Typical US ranges. Rates vary by region, experience, and job size.
Include travel to the first pickup, loading time, and return to the garage. A four-hour wedding may be six hours of vehicle time, so quote that.
Show a quote for a van and a minibus, or one large vehicle versus two smaller ones, so the client can choose by budget and passenger flow.
Prom season, New Year's Eve, holiday weekends, and major local events fill up quickly. Add a clear premium rather than discounting when demand is high.
Fuel costs, driver availability, and vehicle schedules change. State that the price is held for 7 to 14 days, or until a deposit is received.
For events with a fixed schedule, a flat quote with stated hours and overtime terms is easy for clients to compare. If the schedule is uncertain, quote hourly with a minimum and an estimated total.
Many operators hold a quote for 7 to 14 days and only lock the date and rate once a deposit is paid. For events more than a few months out, note that fuel or tax changes may affect the final price.
Reduce scope instead of the rate: a smaller vehicle, fewer hours, a shorter route, or an off-peak time. Cutting the rate while keeping the same work leaves less margin for fuel, driver pay, and maintenance.
For most charters, yes. A quote with accepted terms, signed or confirmed by email, along with a deposit, protects both sides if the date changes or the client cancels.
Use the Shuttle Service invoice template to bill the client, or convert this estimate once it's approved.
Shuttle Service invoice template