Built for independent funeral service providers

Funeral software that follows the whole journey.

DeparturePilot brings the person, family, documents, bookings, communication and work of an arrangement together in one place. One Flow follows the journey from first enquiry to final disposition.

Talk to us See what's inside
RST-2609-001 Scheduled

Margaret Joan Whitfield

At Need · Cremation · Family portal active

Overview Contacts Documents Diary Email Workflows
Next Cremation booking
Family 2 tasks remaining
Documents 4 complete
Workflow 7 / 11 done
One Flow Enquiry Planned Pre Need At Need Arrived Scheduled Released Lodged Accepted Archived
Why we're building this

Less administration. More care.

Running an independent funeral service, the gap in the market became clear pretty quickly. Accounting software is well covered. Everything else was patched together from tools that weren't built for it: paperwork, family communication, regulatory requirements, bookings, documents and the sheer human weight of the work.

So we built our own. DeparturePilot started as an internal system designed to keep a funeral business lean, efficient and focused on families rather than administration.

What began as a practical solution became something worth sharing: a system built around the way independent funeral providers actually work, with the Flow at the centre.

Ulls Founder, DeparturePilot · Rest Funerals

Everything starts with a Flow.

A Flow is the working record for the person in your care, and everything that belongs with them. Contacts, documents, diary entries, emails, family tasks, workflows and invoices stay connected instead of being scattered across separate systems.

PersonFamilyDocumentsDiaryEmailWorkflowsInvoices
Margaret Whitfield RST-2609-001
Family & ContactsConnected
Documents4 complete
Diary & Bookings2 upcoming
Workflow7 / 11 done

Give the family a place in the process.

One private link gives families a simple place to provide personal details, upload photographs and documents, complete tasks, sign documents and keep track of progress.

No app. No account to create. No separate family system to maintain.

Family Portal

Whitfield family

Progress · 4 of 6 tasks complete
✓ Personal details
✓ Authority document
✓ Photo upload
✓ Funeral choices
Final approval

The paperwork belongs with the person.

Expected documents, uploads and digital signing all live inside the Flow. Signing templates can be pre-filled, sent to signers in sequence and returned as completed PDFs, ready to download and keep with the case.

Document typesSigning templatesPDFsAudit trail
Signed electronically

Because the arrangement has a calendar too.

Collections, movements, cremation and burial bookings, services and meetings all live in the Diary. Every entry remains attached to the Flow it belongs to, so the schedule and the case stay connected.

Tick entries off as they're done. Each morning the team gets a list of what's on today, and each night a note of anything that was missed.

MeetingsMovementsBookingsServicesCheck-offDaily digestiCal
September 2026 Diary
MTWTFSS 31123456 78910
Meeting111213 141516
Cremation17181920 2122232425
Service2627

Know what needs to happen next.

A workflow is a checklist attached to a Flow. Tick tasks off as the arrangement progresses and see the work completed at a glance. Admin-configured workflows can also attach automatically when a Flow reaches a defined condition.

ChecklistsProgressAuto attachStaff tasks
Cremation workflow 7 / 11 done
✓ Confirm person details
✓ Authority to Release
✓ Book cremation
✓ Confirm family arrangements
□ Prepare final paperwork
□ Record ashes returned

The conversation stays with the case.

Emails sent from a Flow stay with that Flow. Replies are automatically routed back into the same conversation, keeping the history together without asking staff to search through inboxes.

You can see whether each email was delivered, opened or bounced, for every recipient. A bounce or spam complaint lands in your notifications, so nothing quietly goes missing.

TemplatesMerge fieldsReply routingDelivery tracking

Quote it and invoice it where the case lives.

Build the quote inside the Flow, whether you call it a quote, an estimate or a proposal, and turn it into an invoice when the family says yes. DeparturePilot numbers your invoices and syncs them to Xero or Zoho Books when you send, so the books stay right without typing anything twice.

QuotesInvoicesYour numberingXeroZoho Books
Whitfield invoice RST-2609-001
QuoteAccepted
Invoice INV-0142Sent
AccountingSynced
BalancePaid

See the whole operation at a glance.

The dashboard sorts every Flow into groups, so you can see what's coming, who's in your care and what's going out without opening a single case. Planned services sit in the Manifest. Move the panels around so the things you check most are up top.

RadarApproachGroundDeparturesHoldingManifest
Dashboard Today
Radar3
Approach2
Ground4
Departures2
Holding1

Turn an enquiry into a Flow.

Put a DeparturePilot web form on your website and let the first bit of administration happen automatically. A submission creates the Contact and Flow, sends your notification email and brings the enquiry into the same system your team uses for everything that follows.

If someone indicates that the person has died, the configured on-call mobile can receive a priority SMS alert.

How can we help?

Your name
Email address
Person's name
How can we help?
Send enquiry

A digital Flow with a physical identity.

Print a Journey Tag for the person in your care and it links them to their Flow. Scan it to move them through the process or log where they are, down to the site and storage unit.

Every scan is recorded against a staff member and a time, so you always know who had who, and when.

BarcodeScan logStorage locationsThermal or A4
DeparturePilot · Journey Tag

Margaret Joan Whitfield

RST-2609-001 Scheduled

Built for people who run their own show.

Each funeral provider gets its own isolated environment, its own Flow references, staff accounts, documents, settings and communications. DeparturePilot is designed around the needs of independent operators rather than a generic enterprise workflow.

Your business Admin
Flow referencesYour format
StaffYour team
DocumentsYour templates
CommunicationsYour business
Integrations

Quotes and invoices start here. The books stay in your accounts.

DeparturePilot builds the quote and the invoice. Xero or Zoho Books does the bookkeeping. Invoices sync when you send them, and the Diary works with any calendar through iCal.

Connected, not duplicated.

Your records stay in DeparturePilot, and the financial side goes across to your accounting system without anyone typing it in twice.

Xero Zoho Books
Early access

Built from a real funeral service. Now we're opening it up to others.

DeparturePilot is being developed in the real world, with real funeral workflows. We're talking to independent providers who want less administration without losing the personal way they work.

Express your interest

Let's talk.

Tell us a little about your business and what matters most to you in a system like this.

Thanks, we'll be in touch.

In the meantime, feel free to complete the survey and have your say in how DeparturePilot develops.