What To Track On Every Route
Track origin, destination, date, pickup window, delivery window, driver, vehicle, pets, slots, price, deposit, balance, and contact details. Do it while the job is fresh, not three days later.
- Origin and destination
- Pickup and delivery contacts
- Pet name, breed, age, weight, crate size, and behavior notes
- Price, deposit, balance, and payment method
- Route mileage, fuel, tolls, lodging, and special costs
Client And Pet Notes
The notes that feel small become the difference on the next booking. If a dog needs quiet handling, a cat cannot be opened at stops, or a breeder has a preferred update cadence, write it down.
- Temperament and handling notes
- Medication and feeding instructions
- Photo update preferences
- Payment behavior
- Contract or ID verification status
Payment And Contract Records
Keep signed contracts, route terms, payment screenshots, invoices, receipts, and deposit rules together. If a dispute happens, scattered texts are weak. A clean record is stronger.
- Contract signed date
- Payment schedule
- Refund or cancellation terms
- Screenshots of payment confirmation
- Any route changes approved by the client
Mileage, Taxes, And Operating Costs
Mileage, fuel, tolls, hotels, maintenance, crates, cleaning supplies, insurance, phone, and software costs should not live in your memory. Your future self and tax preparer need a real trail.
- Odometer start and end
- Fuel receipts
- Tolls and parking
- Lodging and meals where applicable
- Vehicle maintenance tied to transport work
Incident Notes
Write down delays, illness, refusal at pickup, aggressive behavior, missed handoffs, vehicle issues, or weather problems. Keep it factual: what happened, when, who was notified, and what action you took.
- Time and location
- Photos or screenshots
- Client notification time
- Vet or emergency contact used
- Resolution and follow-up
No BS rule: If you would hate explaining a job from memory six months from now, write that part down today.
Red flag: Do not keep business-critical records only in Facebook Messenger or text threads. Accounts get lost, phones break, and screenshots disappear.
How PetDrivr Helps
PetDrivr gives operators a place to post routes with dates, slots, prices, service type, and contact details. That is cleaner than reposting the same route into groups and hoping the right owner sees it.
Your route. Your price. Your client. Post the route once, keep the details clear, and let owners search for the slot that fits.