Water coolers
Delivery software for independent water cooler companies
Offices, gyms and surgeries need bottles every two, three or four weeks, and the cooler rental goes on the bill every month. RoundSorted keeps the cycles turning, puts the day's drops in order and gets the invoices out.
Sound familiar?
Every few weeks, but which week?
Some sites are fortnightly, some every four weeks, a few weekly in summer. Working out who is due when from a spreadsheet is where deliveries get missed.
Empties and bottle counts
Full bottles out, empties back, and a dispute over how many are sitting in the stockroom. Without a note on each drop, nobody knows.
Rental and bottles on one bill
Monthly cooler rental plus whatever bottles went out, on terms that vary by customer, invoiced by hand.
Reception says it never came
Bottles left in a loading bay or with a different receptionist, and no proof when the office manager asks.
How RoundSorted helps
Every-N-weeks schedules
Set each customer to every 1, 2, 3 or 4 weeks (or whatever suits), and RoundSorted works out who is due on each day. Move a delivery and the cycle carries on from there.
Customers change their order by link
Need extra bottles before a busy week, or skip one over Christmas? Customers use their private link before your cut-off. No app.
Load list of bottles
Totals of 19L bottles, cups and other products for the day, so the van leaves with the right number.
Driver notes and photo proof
The driver marks each drop done with a photo of where the bottles were left and a note, such as how many empties came back.
Rental and bottles on the invoice
Add cooler rental as a product on each customer's regular order, so it is invoiced alongside the bottles. Monthly invoices that customers pay by card online on Solo and Team, or by bank transfer.
Routes in driving order
The day's sites arranged in a sensible order with a Take me there button for each stop, plus access notes like 'goods in, ring bell 2'.
A day with RoundSorted
Monday shows eleven sites due: the fortnightly offices plus a gym on its four-weekly cycle that asked for two extra bottles through its link. The load list says 46 bottles. Your driver works through the run, notes the empties collected at each site and takes a photo at goods-in. At the end of the month invoices go out with rental and bottles together, and customers who pay by card do it online from the email.
Guides for water coolers
How to plan a multi-drop delivery route (without wasting an hour a day)
A practical guide to planning multi-drop delivery routes: grouping drops, stop order, time windows, the Google Maps stop limit and getting back to the depot.
6 min read
Water cooler delivery rounds: schedules, bottles and rental billing
A guide for independent water cooler companies: every-N-weeks delivery schedules, bottle deposits and empties, cooler rental billing and planning efficient rounds.
5 min read
How to price delivery rounds: cost per drop, minimum orders and delivery charges
Work out your real cost per drop, then set minimum orders, delivery charges and prices that make a small delivery or service round profitable. With worked examples.
5 min read
Getting paid on time: invoicing and payment for small delivery businesses
Invoice frequency, payment terms, Direct Debit vs card vs bank transfer, and your rights under UK late payment law: a practical guide for small delivery businesses.
5 min read
Delivery van running costs in the UK: what to budget for
Running costs of a small business delivery van in the UK: fuel, insurance, vehicle tax, MOT, servicing, tyres and depreciation, and how to work out cost per mile.
5 min read
Best route planner apps for delivery drivers in the UK: an honest comparison
Google Maps, free route planners and paid routing apps like Spoke, OptimoRoute and Routific compared for small UK delivery rounds: what each type is good at and costs.
6 min read
Google Maps multiple stops limit: how many stops you can add and what to do about it
Google Maps lets you add up to nine stops including your destination. Here's what that means for delivery drivers, and practical workarounds for longer multi-drop runs.
5 min read
Proof of delivery for small businesses: photos, signatures and notes
How small UK delivery businesses can record proof of delivery with photos, signatures and notes, what to capture at each drop, and how good records help settle disputes.
5 min read
Reducing failed deliveries: practical fixes for small delivery rounds
Why deliveries fail on small rounds (no access, closed, wrong address, wrong order) and practical fixes: better customer notes, cut-offs, time windows and clear records.
5 min read
Delivery invoice template: what to include on a UK invoice
What a UK delivery invoice must include according to gov.uk, extra details for sole traders, limited companies and VAT invoices, plus per-drop, weekly and monthly invoicing.
5 min read
How many drops can a delivery driver do in a day?
How to work out a realistic number of drops per day for a small delivery round: time per stop, driving between stops, loading, breaks and driver hours rules.
5 min read
Questions people ask
Does RoundSorted track bottle deposits and empties?
Not as a separate stock ledger. Drivers note empties collected on each drop, and you can add a deposit as a product line if you charge one. If you need full bottle-by-bottle tracking, tell us.
Can I bill rental monthly but deliver every two weeks?
Yes. Choose monthly invoicing for that customer and every delivery in the month goes onto one invoice. How you charge the rental line (on every visit or once a month) is up to how you set up the product.
Do you send SMS reminders before a delivery?
Not yet. Customers can get an email when the driver starts the run and when their delivery is marked done. SMS may come later.
How do customers pay?
On Solo and Team, customers pay your invoices by card online, through your own Stripe account, so the money goes straight to you. Customers can also pay by bank transfer, and you mark the invoice as paid.
Try RoundSorted for your runs
Offices, gyms and surgeries need bottles every two, three or four weeks, and the cooler rental goes on the bill every month. RoundSorted keeps the cycles turning, puts the day's drops in order and gets the invoices out.
No card needed for the Free plan.