Reasons for choosing Booqable
Inventory tracking: Replaced manual pen-and-paper system with automated tracking that prevented double bookings and synced all reservations instantly.
WordPress integration: Non-technical founders easily connected their rental system to WordPress, enabling online bookings and payments without tech expertise.
Booking management: Handled year-round reservations months in advance, especially from international travelers, while implementing seasonal changes like winter hours.
Bike-Packer is a non-profit bike rental organization based in Belgium with a simple yet impactful mission: to make bike tours accessible and affordable for everyone. Founded during the COVID-19 pandemic by three university friends, Bike-Packer allows travelers and locals to explore Belgium’s beautiful landscapes on two wheels without the hassle of expensive equipment or complicated planning.
From humble beginnings with pen and paper to managing a fully operational online bike rental system, Booqable has impacted Nina’s journey to bring Bike-Packer to life.
From University friends to founders of a Non-profit
Bike-Packer was born out of a shared passion for biking and a desire to help others discover the joys of bike touring. During the early days of the COVID-19 pandemic, the team realized how difficult it was for people to start bike trips if they didn’t have access to equipment or biking friends to guide them.
Nina shared: “We started bikepacking during COVID and quickly noticed that, for beginners, the cost of buying bikes and equipment all at once was hard. That’s why we wanted to make a non-profit to make bike touring easier for everyone.”
In the beginning, their operations were incredibly simple. Nina and her friends sourced a handful of second-hand bikes and loaned them out using a rudimentary process of pen, paper, and long email threads. Customers would inquire, book a bike, and pick it up in Brussels, often requiring extensive back-and-forth communication to finalize details.
While these early efforts helped a small number of people enjoy cycling adventures, it became clear that Bike-Packer’s mission could only scale if it had better tools. Manually managing inventory led to scheduling conflicts, duplicate reservations, and administrative stress for the team.
Nina added: “We had the bikes, but we needed a way to organize everything, especially when we grew faster than what we expected.”
Scaling with Booqable: from emails to online reservations
As Bike-Packer gained traction, their small-scale manual processes quickly became unsustainable. The growing number of clients looking to rent bikes meant they needed a system to manage reservations, avoid overbookings, and streamline day-to-day operations. That’s when they discovered Booqable.
Nina explained: “The first year, we managed without Booqable, but it was really small, just a few bikes and not many customers. If we hadn’t switched to Booqable, it would have been impossible for us to grow to what we are now.”
Booqable’s reservation system immediately transformed Bike-Packer’s workflow. With the ability to log and track every bike in their inventory, Nina and the team could see which bikes were available in real-time. This drastically reduced errors and made the booking process faster for customers.
One standout feature for Bike-Packer was Booqable’s inventory management system. It allowed them to track the availability of every bike, prevent double bookings by syncing all reservations, and easily update stock for repairs, maintenance, or additional bikes.
“We definitely could not rent as many bikes as we do now without Booqable,” Nina added, “it saved us so much time and stress.”
By automating these tasks, the Bike-Packer team could scale its operations while staying true to its mission of accessibility and affordability.
Easy WordPress integration, with no tech knowledge required
One of the most impressive aspects of Bike-Packer’s journey is how three friends with no technical background successfully built an online booking system. Integrating Booqable with their WordPress website allowed Bike-Packer to create a smooth, professional experience for customers looking to book bikes online.
Nina shared how intuitive the process was: “We don’t come from a tech background, so we needed something simple. Integrating Booqable with our WordPress website was very easy for our team.”
Booqable’s WordPress integration enabled Bike-Packer to enjoy a seamless setup. The team followed Booqable’s user-friendly guides to connect their inventory with their WordPress site. Now, thanks to Booqable’s integrated payments, customers can browse, book, and pay for their bikes without waiting for confirmation emails.
The improved system made booking bikes a breeze for travelers. Instead of sending lengthy emails or waiting for replies, customers could now choose their preferred bikes, dates, and payment options within minutes.
Year-round bookings from travelers around the globe
While Bike-Packer operates primarily during Belgium’s spring and summer seasons, Booqable’s reservation system has allowed them to accept bookings year-round. This feature has proven invaluable, especially for travelers from abroad who plan trips months in advance.
“Americans, for example, book a lot in advance. They are already booking now for next summer. Without Booqable, it would be difficult to manage all these future orders so far in advance,” Nina explained.
With Booqable, Bike-Packer can accept bookings for future dates months in advance, monitor seasonal demand using built-in reporting features, and plan inventory adjustments to ensure bikes are ready for peak seasons.
During the quieter winter months, Booqable’s booking system helps Bike-Packer stay organized and prepared for the busy months ahead. They can switch up their operating hours to shorter days, quickly implement a winter discount, and remove certain bikes from availability for maintenance.
Empowering affordable and accessible bike tours
Today, Bike-Packer is thriving as a non-profit that helps people embark on independent bike adventures across Belgium. With bikes available for pick-up in Brussels, travelers can explore Belgium’s scenic routes, including destinations like Leuven, Bruges, the Namur region, and even Luxembourg, all at an affordable price.
Booqable plays a vital role in keeping Bike-Packer’s operations affordable and efficient. By reducing administrative overhead and eliminating manual booking errors, the team has been able to focus its efforts on delivering excellent service and maintaining accessible prices.
Nina explained: “In Belgium, it’s quite easy to take bikes on trains. We provide all the information to help people travel autonomously, but we don’t organize guided tours. Our goal is to give people the freedom and tools to discover bikepacking on their own.”
From managing a handful of bikes with pen and paper to running a full-fledged online reservation system, Bike-Packer’s story is one of growth, passion, and accessibility. Booqable has played a key role in helping this small non-profit scale its operations and achieve its goal of making bikepacking affordable.
As Nina says, “We couldn’t have grown this far without it.”
