Skiing, climbing, biking, rafting, canyoning, surfing. Bookings, instructors, courses, payments and invoices stop living in separate spreadsheets. Waxpe keeps them together, tells you who is free right now and sends your customer the offer, the payment link and the receipt.
Runs in the browser, on your phone too. Nothing to install, for anyone.
Planner · today
Marta B.
Climbing · FR EN
Luca R.
Rafting · IT
Chloé D.
Bike · FR
Andrea P.
Skiing · IT DE
free booked
One logic for very different activities: they are sold by the hour, by the day, as packages or as courses, and they need qualified people to lead them.
It is a constant puzzle of instructors with different qualifications and availability, customers who speak other languages, prices that change with the season, agencies that sell for you and takings that have to add up to the cent. Generic software ignores almost all of this, and whatever it ignores ends up on a separate sheet.
The phone rings
A customer asks if there’s room tomorrow morning. The answer is spread over three different sheets.
Prices from memory
High season, weekends, family discounts. Whoever answers has to know them all.
The email goes unanswered
A request in French arrives in the evening. By the time you read it, the customer has booked elsewhere.
The till doesn’t add up
Cash, cards, bank transfers, deposits, online payments. At the end of the day someone has to put it all back together.
Features
Everyone sees their part, everyone works on the same data
The rate flows into the booking, the booking becomes an invoice, the online payment lands in the day’s cash report, the instructor with expired documents drops out of the assignments. Nobody copies anything twice.
Front desk
Answers with availability in front of them and closes the sale without switching screens.
Planner. The day in a grid: who is free, who is busy, who is off. Select the slots and book from there, even several hours or days at once. Day, week or month view.
Lessons, courses and packages. Several customers and participants on the same booking, group courses with levels, age groups and places, packages with extras. The price is calculated as you go.
Offers to customers. Even to people who aren’t customers yet: they get an email in their language, accept from the link and their customer record is created at that moment. If they don’t reply, reminders go out on their own.
Lessons waiting for an instructor. Sell even when nobody is free: the lesson waits until an instructor takes it, and the customer is emailed only after you confirm.
Management
Knows how things are going at any moment, without asking anyone.
Call order. A score, the range, decides which instructor is offered first and spreads the work, instead of always giving more to those who already have plenty. You can see where every point comes from.
Real availability. Instructors state when they are available, or when they are not: Waxpe only suggests people who can actually be booked.
Documents and contracts. Qualifications, insurance and expiry dates under control; contracts to accept before being assigned.
Assistant. Ask a question, even by voice from your phone: how many lessons tomorrow, who is free on Saturday, how much an agency has sold. It answers from the real data.
Accounts
Every payment stays linked to what was actually sold.
Invoices and receipts. PDF receipts and invoices issued by the right company for the activity sold, with separate numbering for each. Italian electronic receipts sent to the Revenue Agency.
Instalments and online payments. Deposits and later payments, bank transfer dates, payment links sent to the customer. When they pay online, the receipt goes out on its own.
Cash closing. The day’s takings by method, by type of sale, by staff member and by company, ready to print.
Pay and expenses. What each instructor is owed, travel expense claims with receipts, agent commissions to be paid.
Instructors
An area of their own, on their phone, with no app to install.
Log in with a code. They get in with a code sent by email, with no password to remember.
Schedule and pay. They see their schedule, their pay and open lessons to pick up: the first one to accept gets it.
Availability and documents. They mark when they are around, update their details and upload documents, so the office doesn’t have to chase them.
Customers
A private area in their own language, reachable from any email they receive.
Everything in one place. Bookings, courses, packages and receipts.
Online payment. They pay what is still due, one item at a time or all together.
Attendance and lessons. They confirm attendance at the course and choose their lessons, where the course allows it.
Agencies and partners
A sales portal in your colours, for whoever sells your activities.
One portal per company. Its own logo, cover image, colours and products.
Shopping cart. Agencies, hotels and partners search by dates and participants, add lessons, courses and packages to the cart and confirm. Private lessons already have an instructor assigned.
Commissions. Each agent has their own link and team. Commissions are calculated automatically and locked at the time of sale.
What makes the difference
From request to receipt, without retyping anything
Customer emails are written every possible way, in four languages, often forwarded from the website form. Waxpe reads the inbox, recognises which ones are availability requests and extracts the date, number of people, activity, level and age.
Then it does the time-consuming part: it looks for real availability. Instructors free at that time, who speak the customer’s language and are qualified for the requested speciality; courses with places left in the requested period. All that’s left is the decision.
If the customer writes “Saturday the 15th” and the 15th is a Monday, it flags it instead of booking the wrong day.
If there are no courses in the requested period, it suggests the next dates for the same type of course.
The request form for your website already asks for what you need: the request comes in clean, with nobody having to interpret it.
Email received
“Bonjour, nous sommes deux adultes débutants et nous aimerions faire une sortie canyoning entre le 12 et le 16 juillet, le matin si possible. Merci !”
What Waxpe gets out of it
Language
French
Period
12 – 16 July
People
2 adults
Level
Beginner
Activity
Canyoning
Time
Morning
2 trips with places in the period · 4 French-speaking guides
1
A request arrives
By email or from the form you put on your website.
2
Waxpe reads it
And puts free instructors and courses with places next to it.
3
You send the offer
In one click: the customer receives it in their language and accepts from the link.
4
The customer pays online
They get the receipt straight away, and the payment is already in the cash report.
Online sales
Selling even when the office is closed
The hotels, agencies and partners who send you customers can sell your activities from your portal, at public prices and with real availability. You see who sold what, the customer gets confirmation and receipt, and the agent finds their commission already calculated.
One portal per company, with its own logo, colours and cover image.
Online card payment through Stripe, or payment on site.
Every sale tracked: channel, agency, the person who made it.
Commissions by activity, category or individual course, with a statement ready to pay out.
Portal · Hotel Mont Blanc
Private ski lesson · 2 hours
Sat 14 Feb · 10:00
€130
5-day small-group course
16 – 20 Feb · 2 children
€540
Bike week package
3 – 9 Aug · 1 adult
€390
Total
€1,060
Pay by card
Agency commission calculated and locked
Customers from all over Europe
Language is not a detail
The language someone speaks is part of the customer’s and the instructor’s record, not a side note. When you look for who is free, you can filter by the language of the person on the phone; if nobody speaks it, Waxpe falls back to English and tells you so, instead of quietly narrowing the search.
Emails go out in the customer’s language, and so do the private areas and the sales portal. The software itself speaks the language of whoever uses it, and texts are translated in one click.
ItalianoFrançaisEnglishDeutschEspañol
Who it’s for
Built in the field, not at a desk
Waxpe is not booking software adapted to the outdoors. It grew up inside a real school, around the things that actually happen: the German-speaking instructor you need right now, the course that fills up, the receipt that has to be issued by the right company, the agency asking what it is owed.
Those things are the same for a ski school, a rafting centre or a mountain guides’ association: the sports change, the problems don’t. If your business has instructors, private outings and group courses, you will recognise your day on the home screen.
Frequently asked questions
What people usually ask us
What is Waxpe?
Waxpe is management software for outdoor activity providers. It brings together in one program private lessons and outings, group courses and packages, instructors and guides with their documents, customers, seasonal rates, payments and invoicing.
Which activities is it for?
Any activity sold by the hour, by the day, as a package or as a course, led by qualified people: skiing and snowboarding, climbing and mountaineering, mountain biking, rafting and kayaking, canyoning, surfing, hiking, via ferrata, paragliding. Sports and specialities are configurable, not a fixed list decided by us.
Who is it for?
Schools, guide associations, centres and operators who manage instructors, private outings and group courses, and who today hold it all together with spreadsheets, notebooks and messages.
How much does it cost?
The basic version is free to use. Changes and custom features are quoted separately, and some components carry a monthly fee.
Do I need to install anything?
No, neither you nor anyone else. Waxpe runs in the browser, on computers, tablets and phones. Instructors and customers each have their own private area, which they access with a code sent by email.
Can customers pay online?
Yes. From their private area or from a link you send, customers pay by card whatever is still due. The payment goes into the day’s cash report and the receipt is sent automatically.
Does Waxpe issue invoices and receipts?
Yes. It generates PDF receipts and invoices issued by the right company for the activity sold, with separate numbering for each, and sends Italian electronic receipts to the Revenue Agency.
Can agencies and hotels sell my activities?
Yes. Each agency gets access to your sales portal, with its own team and its own link. It sells at the public prices you set and commissions are calculated automatically.
Does it work with foreign customers?
Yes. Emails, the customer area and the sales portal appear in the customer’s language, and when you look for who is free you can filter by the language they speak.
What happens to requests that arrive by email?
Waxpe reads the inbox, recognises availability requests and extracts the date, number of people, activity, level and age. Then it looks for real availability among free instructors and courses with places. The office receives the request already understood, with suggestions next to it.
Let’s look at it with your business
Half an hour together, with your instructors and your courses in front of us, to see whether Waxpe solves the problems you actually have.
