Applying for a Flanders taxi licence: how to present duty sheet and transport ticket models?

For an IBP licence in Flanders, Centaurus or the municipality often asks for a duty-sheet model (dienststaat) and a transport-ticket model (vervoerbewijs). The goal is not to judge a design: it is to check that the software will actually produce the required data.

This guide is the practical how-to for preparing those models. The TaxiGer product angle stays on TaxiGer for a licence application. For regulatory detail, see the duty sheet and the transport ticket.

Why the municipality asks for both models

The duty sheet shows how the driver’s day is recorded (start, breaks, trips, end). The transport ticket shows what the customer or passenger receives after a trip. Both documents must come from the same system and, ideally, from the same test trip: that is the clearest proof the equipment works end to end.

Without these models, the municipal officer cannot assess whether the software covers articles 33 to 36 of the Decree of 9 June 2023. They are only one piece of the file — not the licence itself.

No single graphic template

Articles 33 to 36 require the content, readability and integrity of the data — not one official layout. Exported PDF, app screen or digital ticket can work if all mentions are present, understandable and indelible.

There is no need to “design” a fake Word ticket to match an imaginary template. What matters: real data generated by the software.

Best method: a full test trip

The most robust method remains a short real service day in the software, then export of both PDFs. In seven steps:

1. Encode operator, vehicle and driver in the software
2. Open service (start of the duty sheet)
3. Record a short break (optional but useful)
4. Run a realistic test trip
5. Close the trip and generate the ticket (12 art. 35 mentions)
6. Close the service
7. Export both PDFs from the same test day

Below, the detail in nine operational steps.

Steps 1 to 9 — prepare the models

1. Operator

Encode the legal name, address, email and phone as they must appear on the documents. These details feed both the duty sheet and the transport ticket.

2. Vehicle

Create or select the test vehicle: identification code, plate, type (street / rank) for your file. The vehicle opened in service must be the one on the PDFs.

3. Driver

Associate a driver (first name, last name) with the account or session. On the ticket, the name must match the duty sheet.

4. Open service

Start service as in real operation: start time, starting mileage, GPS location (or taximeter totalisers for a rank taxi). This is the beginning of the duty sheet.

5. Break (recommended)

Record a short break. This shows the software also handles periods outside trips — a point often checked on the duty sheet.

6. Realistic test trip

Start a trip with credible places, times and mileage (even a few kilometres). Avoid absurd values (0 km, empty places, incoherent price): the officer reads these documents.

7. Close the trip

End the trip correctly in the software (end time, drop-off place, km, final price). Do not skip this step: the ticket relies on that closure.

8. Generate the transport ticket (12 art. 35 categories)

Produce the vervoerbewijs and check the 12 mandatory mentions of article 35:

9. Close the service

Close the service: end time, end km, totals (number of trips, distances, prices). Then export the duty-sheet PDF for that day — the one that contains the test trip and the related ticket.

What the duty sheet should look like

Expected structure (art. 34 content), even if the layout varies:

• Header: operator, date, vehicle, plate, driver;
• Start of service: time, km, location or totalisers;
• During: breaks, trips (times, km, price), distances;
• End of service: time, km, totals, position;
• data readable and identical to the original recording.

Field by field: duty sheet required data.

Consistency between both documents

Officers often compare both PDFs. On the test trip, these must match: operator, vehicle, plate, driver, trip number / timestamp, places (or GPS), km and price. A “perfect” ticket from another day next to an empty duty sheet is obvious.

Not freely editable — integrity

Articles 33–36 require securely recorded data: integrity, origin, traceability, link between ticket and trip. A PDF retouched in an editor, or a Word ticket “made for the file”, weakens the demonstration. Export what the software produces.

TEST watermark: OK

Clearly marking TEST / model avoids confusion with a commercial trip. The watermark must not hide mandatory fields.

PDF rather than screenshots

The two full PDFs remain the clearest format for Centaurus or the municipality. Screenshots can illustrate the interface, but should not replace the complete documents (especially if a screenshot cuts the complaints section or the totals).

Tip: short software presentation page

One A4 page (software name, publisher, driver / operator role, how duty sheet and ticket are generated) helps the officer. It is not a substitute for the models — a useful complement.

Models alone do not get you the licence

Insurance, vehicle, tax, cards and other municipal pieces remain required. Once the file is complete, the municipal decision comes in principle within 45 days. See the IBP licence guide.

Official page 2019 vs 2023 Decree (articles 33–36)

Some vlaanderen.be pages or municipal files still cite articles 33 and 34 of the Decision of 8 November 2019. That Decision was annulled; the Decree of 9 June 2023 restates the obligations in articles 33 to 36 (equipment, duty sheet, ticket, presentation / retention). Provide models compliant with the current consolidated text — not an old numbering alone.

Note: the TaxiGer product page sometimes still uses the “arts. 33–34 (2019)” wording as it appears in files; for the regulatory substance, rely on 2023.

Chiron is a separate step

Attaching duty-sheet / transport-ticket models to the licence file is not the same as connecting the company to Chiron. Chiron covers trip transmission once the activity is authorised. The official procedure (test environment, 10 messages, production) is here: connect the company to Chiron. Do not mix the two files.

How TaxiGer helps

With TaxiGer, preparation comes down in practice to four steps: encode operator / vehicles / drivers, produce the duty-sheet model, produce the ticket model after a trip, attach both PDFs to Centaurus or the municipality. Detail: TaxiGer for a Flanders taxi licence application. TaxiGer does not issue the licence.

See TaxiGer features

Checklist before sending

• Both PDFs come from the same test trip / same test service
• All 12 art. 35 mentions are present and readable on the ticket
• Operator, vehicle, driver, times, km and price are consistent across both documents
• Data were not “touched up” manually after export
• A TEST watermark is fine if it does not hide any field
• A short software presentation page may complement the file
• The rest of the licence file (insurance, vehicle, tax, etc.) is ready

Errors to avoid

• Sending two documents from different trips (obvious inconsistency)
• Attaching only marketing screenshots without full PDFs
• Forgetting the complaints / “klachten” section on the ticket
• Editing the PDF in an editor after generation
• Confusing licence models with Chiron connection (two separate files)
• Relying only on 2019 arts. 33–34 without checking the 2023 Decree (arts. 33–36)

Retention

Once in operation, the operator (and intermediaries if any) must retain regulatory data for seven years and be able to present them on control. Licence-file models are a one-off demonstration; the retention regime then applies to real documents. See also the taxi documents hub.

FAQ

Official sources

• Flanders — Licence application for taxi services
• Flemish Government Decree of 9 June 2023
• Vlaamse Codex — consolidated version (content)
• Flemish Decree of 29 March 2019
• Flanders — Central trip database Chiron and connection procedure
• Flanders — Taxi types and operating conditions