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Best ice cream van booking software to grow your business

Smart scheduling, seamless payments, and automated reminders — built to keep your calendar full and customers coming back.

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Your Ice Cream Van Business
⭐ 4.9 • Open now
Today's Bookings 8 Jobs
This Week £2,450
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Everything you need to run your ice cream van business

Packed with powerful tools to grow your revenue, streamline your bookings, and boost client retention.

Event Slot Booking (not vague “availability”)

Set proper arrival and serving windows for parties, weddings, fetes and corporate days, with buffers for travel and setup so you’re not booked back-to-back across town.

Deposits, minimum spends & on-the-day balance

Take a deposit to secure the date, collect the remaining balance by card, and record cash takings if needed. Ideal for weather-risk bookings and peak Saturdays.

Route stops and postcode-based travel rules

Define your usual patch and add travel charges beyond it. Customers enter the postcode, and you avoid agreeing to a job that’s not viable between other bookings.

Allergen, menu and serving setup notes per booking

Capture key details like dairy-free options, nut-free requests, cone vs tub split, and whether it’s van service outside or an indoor ice cream cart with power access.

Auto texts for arrival time & “running late” updates

Send confirmations, reminders and on-the-way messages so you’re not answering calls while serving a queue. Customers know when to gather guests and where to meet you.

Staff and van scheduling for busy weekends

If you run two vans or add staff for big events, allocate bookings to the right team, keep notes consistent, and avoid two jobs being promised to one van.

The challenges every ice cream van faces

Timed arrivals and short serving windows

Most event work is a tight slot: parties want you there for dessert, schools want you set up before the bell, and weddings run to a schedule. If you’re late, you’re the one that looks unprofessional, even if traffic or a previous booking overran.

Weather-led demand and last-minute changes

A hot Saturday can create a flood of enquiries, then a rainy forecast brings cancellations and reschedules. Without a clear system for deposits, rebooking and confirmations, you end up with empty gaps or turning down good work because you can’t see what’s actually firm.

Pricing that depends on headcount, travel and serving style

An hour at a children’s party isn’t priced the same as a three-hour corporate day with branded tubs, cones, and dairy-free options. Quotes get messy when you’re juggling minimum spends, per-head packages, travel costs, and whether it’s van service or a gelato cart indoors.

On-site payments, invoices, and “who’s the organiser?”

Some customers pay on the day, some need an invoice, and schools often require paperwork before you even arrive. If you don’t know who’s signing it off, where to park, or whether you need a PAT-tested extension lead for a cart, you lose time and look unprepared.

✓ We solve this

One platform for everything

  • 24/7 online booking
  • Automated reminders
  • Instant payments
  • No more double-bookings
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Built for real ice cream van workflows

A typical summer Saturday starts early: you’re checking the forecast, topping up stock, loading cones, tubs, sauces and napkins, and making sure the freezer temp is right. Then the phone starts: a mum asking if you can squeeze in a 3pm party, a school confirming the fete entrance, and a corporate organiser wanting an invoice “before finance close the month”. Without a proper booking setup, you’re...

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What we help with

  • Two Saturday afternoon parties booked by mistake in different postcodes
  • Last-minute cancellations after you’ve bought stock and blocked the slot
  • Endless messages about price because the headcount keeps changing
  • Turning up and finding no parking or the organiser is ‘somewhere in the crowd’
  • Cash handling on busy queues and awkward chasing for the agreed minimum spend
Ice Cream Van Business Mobile App

Manage Your Ice Cream Van Business
From Anywhere

Download the iBookFast Provider app and manage your ice cream van bookings on the go. Accept appointments, chat with clients, track earnings – all from your phone.

Real-Time Ice Cream Van Bookings Accept ice cream van bookings, confirm or reschedule instantly
Live Chat Message your ice cream van clients directly
Push Notifications Never miss a ice cream van booking or enquiry
Business Analytics Track your ice cream van business earnings
Team Management Manage your ice cream van team schedules
Review Management Respond to ice cream van service reviews
Download on the App Store
Get it on Google Play

Free to download. Requires a iBookFast provider account.

Quick Setup

Get started in 3 simple steps

Your ice cream van business accepting bookings in under 5 minutes

1

Add your hire options and packages

Set up party packages (per-head or time-based), wedding hire, school fete slots, and corporate days. Include minimum spend, what’s included (cones/tubs/sauces), and any extras like dairy-free ranges or branded wafers.

2

Set your patch, travel charges and time buffers

Choose your service area by postcode, add travel fees for out-of-area bookings, and build in setup/travel buffers so you’re not booked to finish one event and start the next ten minutes away.

3

Take deposits and confirm every booking automatically

Turn on deposits to secure peak dates, set when the balance is due (before arrival or on the day), and customise confirmation/reminder messages with arrival instructions and what customers need to provide on site.

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Simple Pricing

Choose the Perfect Plan for Your Business

Start free and scale as you grow. No hidden fees, cancel anytime.

Starter

Perfect for getting started with your first listing

Free
  • 0% platform commission
  • Free Listing
  • Email Notifications
  • Unlimited Services
Get Started Free

Pro

Great for growing businesses with multiple services

£ 14 /month
  • Up to 5 team members
  • 0% platform commission
  • Up to 5 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Premium

Best for established businesses ready to scale

£ 29 /month
  • Up to 15 team members
  • 0% platform commission
  • Up to 15 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
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30-day free trial, no card required

Secure Payments
Cancel Anytime
24/7 Support
No Hidden Fees

Save 10+ Hours Weekly

Automate scheduling and spend more time on what you do best

Increase Revenue by 40%

Fill more slots and reduce no-shows with automated reminders

Happier Clients

Provide a modern booking experience your clients will love

FAQ

Questions? Answers.

Everything you need to know about our ice cream van booking system.

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How do you handle urgent, same-day ice cream van bookings?

You can keep a few ‘short notice’ slots available for local jobs and only show them within certain hours. If someone books, they’ll be forced to choose a realistic arrival window rather than “ASAP”. You can also set rules so same-day bookings require card payment up front to avoid wasted journeys.

What job types can I list — parties, weddings, school fetes and corporate events?

Yes, you can create separate services for each job type with different durations, pricing and questions. A children’s party can ask for headcount and cone/tub preference, while a corporate day can collect invoice details and setup requirements. That way you’re not trying to run every booking off one generic form.

When should I take payment for event ice cream hire?

Most vans take a deposit to secure the date, then take the balance on the day by card or cash. For schools and corporates, it’s common to invoice after the event or on agreed terms. The system lets you set payment rules per job type so you’re not negotiating every time.

How does it help with seasonal demand and weather-related cancellations?

In peak season you can tighten availability, require deposits, and add bigger buffers between jobs. If the weather turns, you can offer reschedule options without losing the booking details or payment record. It also reduces the “are you still coming?” messages by sending reminders automatically.

Can I manage two vans or a small team on busy weekends?

Yes, you can assign bookings to different vans or staff members and keep each diary separate. Notes like parking instructions, serving location and allergen requirements stay attached to the job, so whoever attends has the full picture. It’s especially handy when you’re covering a fete and a party at the same time.

How does the system improve quote-to-booking conversion for ice cream hire?

Instead of sending a price and hoping they come back, you can send a booking link with the exact package and available times. Customers can pay a deposit immediately, which stops them shopping around while you wait. You also get fewer ‘time wasters’ because the booking captures real details and commitment.

What customer communication does it cover on the day?

Automatic texts or emails can confirm the booking, remind them the day before, and send an ‘on the way’ update. You can include what you need on arrival (meeting point, access, parking, power for a cart). That cuts down on calls while you’re serving and keeps events running smoothly.

Can I vary pricing for travel distance, minimum spend and different serving styles?

Yes — you can set different prices for van hire vs an indoor ice cream cart, add travel charges by area, and include minimum spend rules where appropriate. You can also offer add-ons like extra serving time or premium gelato options. It keeps pricing consistent while still letting you be flexible for bigger events.

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Keep 100% of your earnings

70% Less No-Shows

Automated reminders

24/7 Booking

Accept bookings anytime

Instant Payments

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Why iBookFast for your ice cream van business?

Ice cream van hire in the UK is a funny mix of casual and highly time-sensitive. People think it’s a simple “come round with the van”, but in reality you’re fitting into someone else’s schedule: party food, speeches, school timetables, venue access windows, and sometimes strict rules about where you can park and serve. Seasonality makes it harder. From late spring through summer, weekends fill up...

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Start Taking Proper Ice Cream Van Event Bookings

Lock in peak dates with deposits, reduce no-shows, and keep every booking detail in one place — with 0% commission.

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