Swap scheduling
Next swap predicted from each customer's usage, with reminders and a run slot booked before they run dry.
Gas bottle delivery software: swaps, runs & tracking
Gas suppliers: bottle swaps before they run out. Swap more, scramble less.
Customers ring when the shower goes cold, the swap run gets planned on a whiteboard at 6am and nobody can say which farm has had six of your 45s since 2019. We build swap scheduling, ordering, delivery and cylinder tracking systems for gas suppliers that all talk to each other, then we host them and look after them.
Looking for gas bottle delivery software that books the swaps, plans the runs and tracks the cylinders?
A gas supply business is a delivery company, a rental company and a dangerous goods operation all at once. Most run it on a phone that never stops, a run sheet printed each morning, paper dockets in the truck and an accounting package that has no idea which bottles are sitting where. Then a cold snap hits and every household on the coast runs out on the same weekend.
Wollopit builds custom software for gas suppliers around how your depot actually works. Swaps get scheduled from each customer's usage before they run dry. Customers order online and pick a delivery window. Runs build themselves by area and the driver app records every serial swapped at the gate. Cylinder rent bills itself into Xero or MYOB. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from gas suppliers
Does your gas supply business have these problems? Here's how we'd fix them.
Most gas suppliers we talk to know their customers by name and their runs by heart. The trouble is all of that lives in a couple of heads and a pile of dockets, right up until the first cold week of winter.
- The problemRun-out calls at 7pm on a SundayThe hot water goes cold, the customer rings in a panic and you're doing an urgent drop that wrecks Monday's run.How we fix itSwaps scheduled from each customer's usage history, with reminders and optional level sensors so the bottle turns up before it's empty.
- The problemThe phone never stopsOrders by call, voicemail, text and Facebook message, then someone writes them on a pad and hopes it makes the run sheet.How we fix itOnline ordering where customers request a swap, choose a delivery window and get an SMS when the truck is on the way.
- The problemRuns planned on a whiteboardEvery morning someone sorts the day's drops by suburb in their head, then a late order sends the truck back across town.How we fix itDelivery runs built automatically by area and day, with late orders slotted into the nearest run and the route on the driver's phone.
- The problemBottles go missingHundreds of cylinders out at houses, cafes and farms and nobody knows who has how many or which ones are yours.How we fix itBarcode or QR tracking on every cylinder: scan full out, scan empty back and see exactly what each customer holds.
- The problemCylinder rent billed by handAnnual rent invoices typed up one by one, half of them wrong because the bottle count changed months ago.How we fix itRent calculated from the cylinders each customer actually holds and invoiced automatically into Xero or MYOB.
- The problemBottles out past their test dateNobody notices a cylinder is due for retest until it's already sitting at someone's back door.How we fix itA test date on every cylinder record, flagged at the fill dock and blocked from going on the truck when it's due.
- The problemPaper dockets in the truckDrivers scrawl serials on a docket, the dockets come back crumpled and the office retypes the lot.How we fix itA driver app that records serials swapped, a photo at the gate and a signature, working offline on the back roads.
- The problemCommercial accounts in a muddleRestaurants, forklift sites and farms on different prices, terms and standing orders that live in someone's memory.How we fix itAccount customers with their own pricing, standing orders, credit limits and a portal to reorder and check their bottles.
- The problemWinter hits everyone at onceThe first cold snap triples orders, the runs blow out and regulars wait days for a swap.How we fix itDemand forecasts from last winter, pre-booked swaps for regulars and capacity limits per run so you can promise times you'll keep.
- The problemExchange cages nobody countsCages at the servo and hardware run low and you find out when the store rings to complain.How we fix itExchange cage stock tracked per site, with low-stock alerts and top-ups added to the right run.
- The problemSafety records all over the placeVehicle pre-starts, dangerous goods paperwork, leak checks and incident notes scattered across clipboards and inboxes.How we fix itPre-start checks on the driver's phone, DG documents per vehicle and safety records stored where an audit can find them.
02What we build
Solutions
What we build for gas suppliers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online ordering
Customers order swaps, new connections and extra bottles any time and pick a delivery window.
Delivery run planner
Drops grouped by area and day, late orders slotted in and routes sent straight to the driver.
Driver app
Serials swapped, photos at the gate, signatures and payments on the phone, working offline.
Cylinder tracking
Barcode or QR on every bottle, scan out and back and a live count of what each customer holds.
Rent & demurrage billing
Annual or monthly cylinder rent worked out from real holdings and sent to Xero or MYOB.
Customer portal
Customers see their bottles, next swap, invoices and order history and update their own details.
Test date register
Test and requalification dates per cylinder, flagged at filling and kept off the truck when due.
Commercial accounts
Restaurants, forklift sites, farms and builders with their own pricing, standing orders and credit limits.
Exchange cage stock
Stock counts for cages at retail sites, low-stock alerts and top-ups added to the run.
Level sensor alerts
Connect tank or bottle level sensors so low gas triggers a swap without anyone ringing.
Safety & vehicle records
Pre-start checks, DG paperwork, leak checks and incident reports on the driver's phone.
Customer SMS & email
Booking confirmations, on-the-way texts, delivered notices and gentle nudges about overdue empties.
A website that delivers
Hand-built, quick on mobile, with online ordering and delivery areas, built to rank for 'gas bottle delivery near me'.
03The systems
The big ones
Your whole depot, on one system.
These are the systems gas suppliers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Swap scheduling
The bottle turns up before the gas runs out.
Every delivery teaches the system how fast each customer goes through gas. It predicts the next swap, books it onto the right run and texts the customer, so the panic calls dry up and your runs stay full and predictable.
- Usage learnt from swap history
- Seasonal adjustments for winter
- Next swap booked onto the right run
- Customer reminders by SMS or email
- Optional level sensor alerts
- Standing orders for commercial sites
- Pause for holidays and empty houses
- Run-out risk list for the office
- Pre-booked swaps before a cold snap
Online ordering & portal
Orders come in while you sleep.
Customers order a swap, a new connection or extra bottles from your website or their portal and pick a delivery window that actually exists. The order lands on the right run and they get a text when the truck's on its way.
- Order swaps from any phone
- Delivery windows from real run capacity
- New connection requests
- Card payments or account billing
- Bottles held shown per customer
- Invoices and history in the portal
- On-the-way and delivered texts
- Gate codes and access notes
- Dog warnings for the driver
Delivery runs & driver app
Runs that plan themselves. Dockets that don't come back crumpled.
Drops get grouped by area and day, with late orders slotted into the nearest run. Drivers see their route on their phone, scan the full and empty bottles at the gate, snap a photo and move on. The office sees it all live.
- Runs built by area and day
- Late orders slotted in automatically
- Route order on the driver's phone
- Scan full out and empty back
- Photo and signature at the gate
- Works offline on rural runs
- Truck load list each morning
- Missed drops pushed to the next run
- Pre-start checks before rolling out
Cylinder tracking & test dates
Know where every bottle is.
Every cylinder gets a barcode or QR code tied to its serial, size and test date. You see what each customer holds, what's at the depot, what's at the exchange cages and which bottles are overdue to come home or due for retest.
- Barcode or QR per cylinder
- Serial, size and test date on record
- Holdings per customer and site
- Depot, truck and cage stock counts
- Test due flagged at the fill dock
- Overdue empties chased automatically
- Lost and written-off bottles logged
- Full history for every cylinder
- Exchange cage low-stock alerts
Accounts & rental billing
Cylinder rent that bills itself.
Rent is worked out from the bottles each customer actually holds, not last year's spreadsheet. Account customers get their own pricing and terms and everything flows into Xero or MYOB without retyping.
- Rent from real cylinder holdings
- Annual or monthly rent cycles
- Demurrage for overdue cylinders
- Commercial pricing and terms
- Credit limits and account holds
- Invoices to Xero or MYOB
- Card and direct debit payments
- Statements and overdue reminders
04How it changes
Before and after
A cold snap, wolloped.
Here's how the first freezing weekend of winter could change. Every gas supplier is different, so we map yours first.
Before
- Saturday night the phone starts ringing with run-outs
- Orders scribbled on a pad and in voicemail
- Monday's run sheet rewritten by hand at 6am
- Trucks crisscross town for urgent drops
- Drivers write serials on paper dockets
- Nobody knows which bottles went where
After
- Regulars' swaps were pre-booked last week
- New orders come in online with a delivery window
- Runs rebuild themselves by area
- Urgent drops slot into the nearest truck
- Drivers scan every bottle at the gate
- Cylinder holdings and rent update on their own
05Services
Everything under one roof
Software, websites and systems for gas suppliers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for gas suppliers
Built around how your gas supply business actually runs: swap scheduling, online ordering and the admin in between, in one system you own.
Websites for gas suppliers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Gas supply business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for gas suppliers
Delivery run planner and driver app: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your gas supply business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks
- Cin7
- Unleashed
- Shopify
- WooCommerce
- Stripe
- Square
- GoCardless
- Ezidebit
- Microsoft 365
- Google Workspace
- Google Maps
- MessageMedia
- Twilio
- Teletrac Navman
- ServiceM8
- simPRO
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your gas supply business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the office, at the fill dock and on a run, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your customers, cylinders, runs, rent, accounts, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before winter.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things gas suppliers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can customers order a swap online?
Yes. Customers can request a swap, a new connection or extra bottles and choose a delivery window based on the runs you actually have. They get a text when the truck is on its way.
Can it predict when a customer will run out?
Yes. It learns from each customer's swap history and adjusts for winter. If you or your customers use level sensors we can connect those too so low gas books a swap on its own.
How do you track cylinders?
Each cylinder gets a barcode or QR code tied to its serial, size and test date. Drivers scan full bottles out and empties back so you always know what each customer holds.
Will the driver app work with no phone signal?
Yes. It works offline and syncs when the phone gets signal again, so rural and hinterland runs aren't a problem.
Do we have to switch from Xero, MYOB or our current system?
No. If something is doing its job we build around it. Invoices and payments flow into Xero or MYOB. If a system is holding you back, we'll show you what replacing it would involve before anything changes.
Can it bill cylinder rent automatically?
Yes. Rent and demurrage are worked out from the cylinders each customer actually holds, then invoiced on the cycle you choose.
How much does a gas supply system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online ordering or a driver app can be quick. Bigger systems are planned in stages so you get the first win early, ideally before the next winter rush.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most gas suppliers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a gas supply business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.