Autocab and iCabbi have dominated UK taxi dispatch for nearly two decades. They work — but they are expensive, the interfaces look like they were built in 2005, and your data sits on someone else's server. When they raise their prices (and they do), you have no choice but to pay.
This guide walks you through exactly how to migrate to a modern dispatch platform without losing a single booking in the process.
Why Operators Are Leaving Legacy Systems
The frustrations we hear most often from operators:
- Cost creep. Autocab starts at around £400/month. Add per-driver fees, the passenger app module, and corporate invoicing, and you are looking at £800–£1,200/month for a mid-size fleet.
- You don't own your data. If you stop paying, you lose access. Exporting your customer list or booking history is difficult by design.
- The passenger app is an afterthought. Both Autocab and iCabbi charge extra for a branded passenger app, and it often looks generic.
- Compliance is manual. WTD tracking, DVSA compliance, and document expiry management all require manual processes or third-party tools.
- No modern integrations. Flight tracking, NHS portal integrations, WhatsApp notifications — these require workarounds or simply don't exist.
What You Actually Need in a Replacement
Before evaluating any system, list your non-negotiables:
1. Real-Time Dispatch (Your Core Business)
Any replacement must handle the basics perfectly: live map of all vehicles, automatic nearest-driver allocation, 25-second job offer to driver phone, manual override when needed. This is table stakes.
2. Driver App That Works
Your drivers need an app that does not require training. It should show pending jobs clearly, open navigation with one tap, handle masked calls to passengers (so neither party shares their real number), and show earnings at the end of the shift.
A pre-shift vehicle walkaround on the app is increasingly important as DVSA enforcement increases — every check is logged automatically, and any defect creates a maintenance alert.
3. A Passenger App Under Your Brand
This is the biggest difference between legacy systems and a modern platform. When your customers book via Uber or Bolt, those customers belong to Uber and Bolt. When they book via an app branded as your company, they are your customers.
Look for:
- Full white-labelling — your company name, your logo, your colours in the App Store
- Live driver tracking on the map
- Loyalty programme to encourage repeat bookings
- 100% of the fare going to your Stripe account (not the platform)
4. Compliance That Runs Itself
The days of the office manager chasing driver paperwork manually are over. A modern platform should:
- Store all driver documents (PCO badge, insurance, DBS) and send expiry alerts at 90, 30, and 7 days
- Automatically suspend drivers whose documents expire — they physically cannot take jobs until renewed
- Track Working Time Directive hours automatically — no more spreadsheets
- Log every pre-shift walkaround and flag defects to your fleet manager
5. NHS and Corporate Invoicing
If you hold NHS patient transport contracts or corporate accounts, the ability to generate accurate monthly invoices automatically is worth hundreds of pounds of admin time every month.
How the Migration Works
Step 1: Export Your Data
From Autocab or iCabbi, export:
- Your driver list (name, phone, email, vehicle details, licence numbers)
- Your regular customer list
- Any standing orders (recurring bookings like school runs or dialysis appointments)
- Your vehicle fleet list
Most systems allow CSV export. If not, contact support — as a GDPR data subject, you are entitled to your data.
Step 2: Set Up in Parallel
Do not switch systems mid-week. Set up your new platform in test mode, import your drivers and vehicles, and run it alongside your existing system for 5–7 days. This lets you:
- Train your dispatchers on the new console
- Have drivers download and configure the new app
- Test a handful of real bookings end-to-end
- Verify compliance documents are all uploaded
Step 3: Migrate Your Compliance Documents
Upload every driver's current PCO badge, insurance certificate, and DBS scan. Set the correct expiry dates. The system immediately becomes your compliance record of truth and will manage all future expiry alerts automatically.
Step 4: Cut Over on a Quiet Day
Monday morning at 9am is not the time to cut over. Choose a Sunday at midnight or another quiet period. Cancel your old system subscription (give the required notice period — typically 30 days for Autocab/iCabbi).
Step 5: Configure Integrations
Set up your Twilio account (for SMS and WhatsApp notifications), your Stripe account (for card payments), and any corporate account portals. This usually takes 2–4 hours with technical support.
Common Concerns Answered
"Our drivers are used to the old system — they'll resist change."
The new driver app is simpler than legacy systems. Job offers are clearer, navigation integrates directly, and drivers can see their earnings in real time. In practice, drivers who switch become the platform's biggest advocates because they get paid faster and miss fewer jobs.
"What if there's a technical problem during a busy Saturday night?"
Any platform you run will have technical support. Ensure your new platform has UK business hours phone support and a status page at minimum. Modern platforms built on Kubernetes with auto-scaling handle peak loads that would crash legacy systems.
"Can we keep our existing phone number?"
Yes. If you currently use Twilio (many modern systems already route via Twilio), your number transfers. If you have a traditional landline, it can be ported to Twilio. Your passengers can keep texting and calling the same number.
The Bottom Line
Legacy dispatch systems were the right choice in 2010. In 2026, you can own your own dispatch platform — your brand, your data, your Stripe account — for less than you pay Autocab. The migration takes less than a week, and you never hand over 25% of your fares to an aggregator again.
The operators making the switch are not just saving money. They are building a customer base that is loyal to their company, not to a platform that can change its commission rate tomorrow.