Car Rental Booking System and Fleet Management

A booking engine that shows availability in real time, a fleet with every service and damage on record, and a digital contract at handover.

Online Booking Engine Fleet Maintenance and Damage Tracking Digital Contract and Handover Mobile Handover App

AddressAtaşehir, Istanbul

Phone+90 850 335 10 87

E-mailinfo@360-soft.com

Car Rental Booking System and Fleet Management

The Industry Problem

Why does the fleet sit idle, and why does damage go unrecovered?

In car rental, revenue comes from the days a vehicle is on the road; costs come from vehicles sitting in the car park, stuck at the workshop or carrying damage that could not be recovered. Managing that balance takes accurate availability data, timely maintenance and handover records nobody can dispute. In many companies this information is split between a booking diary, an Excel fleet list and paper contracts.

Typical problems for rental companies

Double bookings: because bookings from the phone, the website and intermediary channels are not merged into one calendar, the same car is given to two customers.
Delayed maintenance: periodic service, tyres, roadworthiness inspections and insurance renewal dates are tracked by hand, so a car goes out on hire when it is already due for service.
Damage disputes: when the condition of the vehicle at handover and return is not recorded with dated photos, who caused a new dent becomes a matter of argument.
The paper contract burden: contracts are filled in by hand, licence and ID details are written out again and again, and then searched for in the archive.
No visibility of profitability per vehicle: how much revenue each car brings in and how much it costs is never seen in a single report.

360 Soft meets these needs with a web-based booking engine, a management dashboard and a mobile app used by handover staff. The solution is our custom software development and mobile app development services adapted to the rental industry.

Modules

Booking and fleet management modules

One chain of records from booking to return.

Online Booking Engine

Available vehicle groups by pick-up/return location and date, pricing by season and rental length, extras (child seat, additional driver, full cover) and online payment.

Central Availability Calendar

Bookings from the web, phone, branches and any connectable intermediary channels in one calendar; vehicles are assigned by drag and drop and overlaps are blocked.

Dynamic Pricing Rules

Price tables by season, rental length, branch and vehicle group; promo codes and corporate customer agreements.

Fleet and Maintenance Tracking

Registration, insurance, comprehensive cover, inspection, periodic service and tyre dates for every vehicle; mileage- or date-based reminders and service records.

Damage Log

Damage points marked on a vehicle diagram with photos and a timestamp; which rental period the damage occurred in and its collection status.

Digital Contract and Handover Form

Customer and licence details are entered once; mileage, fuel, damage and signature are captured on a tablet at handover and return, and the PDF contract is sent to the customer automatically.

Customer Record and Blacklist

Rental history, payments, fines and notes, with a warning flag for problem customers.

Profitability per Vehicle

Utilisation rate, rental revenue, maintenance and damage costs are reported per vehicle and per group.

Process Table

The record chain from booking to return

At every stage the record is linked to the previous one; the damage comparison relies on this.
Stage	Information Recorded	Who Does It	Tool
Booking	Dates, branch, vehicle group, extras, payment	Customer or call centre	Web booking engine / dashboard
Vehicle assignment	Plate number, preparation status	Operations	Availability calendar
Handover	Mileage, fuel, damage photos, signature	Handover staff	Mobile handover app
Rental period	Extension requests, fines, communication	Operations	Dashboard + WhatsApp notifications
Return	Mileage, fuel, new damage comparison	Handover staff	Mobile handover app
Closing	Extra charges, deposit refund, invoice details	Accounting	Dashboard + accounting integration

Architecture

Availability calculation and the field app

Technical approach

The most critical part of the booking engine is the availability calculation. Sellable stock per vehicle group is calculated in real time, taking into account the number of cars at the branch, existing bookings, vehicles in maintenance and vehicle preparation time. To stop two customers booking the last car at the same moment, a short-lived lock is applied at the booking step.

Because the handover app is used out in the field, in car parks or at airports, it is designed to work offline; photos upload once the connection is back. Booking confirmations, handover reminders and post-return summaries can be sent to customers automatically through n8n and WhatsApp flows. Invoice and payment transfer to your accounting software is set up through API integration.

If you run corporate fleet leasing, a CRM software module can be added for contract terms, vehicle replacement requests and per-company invoicing.

Process

Implementation process

A parallel running period so you switch over without stopping operations.

Operations Analysis

Your branches, vehicle groups, pricing logic, booking channels and handover process are reviewed on site or by video call.

Scope and Fixed Quote

Modules, integrations and screens are defined in a written scope, and a fixed-price quote is issued.

Development and Data Migration

The dashboard, booking engine and mobile app are developed; your existing fleet list and open bookings are imported.

Parallel Running

For a short period the old method and the new system are used side by side, and overlap and pricing calculations are verified.

Go-Live and Support

The booking engine goes live and staff training is completed; maintenance and development support continues.

Pricing

A quote tailored to your fleet

To grow online bookings, your site also needs to be visible in search engines; you can review our SEO services on that front.

Price: a fixed-price proposal tailored to your project, within 24 hours. Fill in the quote form or call +90 850 335 10 87.

Sık Sorulan Sorular

Yes. The search and booking steps can be developed as a module embedded in your current site or to run on a separate subdomain. If you are also thinking about a website refresh, a new corporate site can be designed together with the booking engine.

If the channel you work with can deliver bookings via an API, an XML service or a structured e-mail format, an import into the system can be set up, so availability is managed in one place across all channels. During discovery we check, one by one, which channels can be connected technically.

If your bank or licensed payment provider supports it, a prepayment or card pre-authorisation flow can be set up at the moment of booking. The payment agreement is between your company and the payment provider; we handle the integration.

If your vehicle tracking service offers API access, data such as mileage, location and ignition status can be brought into the system. Mileage entered at handover is then verified, and maintenance reminders work from actual mileage.

At handover a digital form is filled in on a tablet or phone, the customer signs on screen and a PDF copy of the contract is sent to the customer by e-mail or WhatsApp. On the content of the contract text and its legal validity, the opinion of your legal adviser should be the basis.

It varies with fleet size, number of branches, channel integrations and whether a mobile app is needed. A fixed-price proposal tailored to your project is sent within 24 hours.

The next success story
is yours.

The first consultation is free. We prepare a tailored proposal within 24 hours.

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