In car rental the same car is rented through the website, through agents and over the phone, and a double booking leaves a customer at the airport with no car. Scratch disputes at return, and toll and traffic fine invoices that arrive weeks later, eat into profit. In the system we build the fleet calendar is managed from one place and online booking is priced by season and number of days. Cars are recorded with photos at check-out and check-in, the agreement is signed digitally, and toll and fine records are matched by plate and date and recharged to the right customer.
Problems at rental companies
- Double bookings from different channels
- Damage disputes at return with no evidence
- Tolls and traffic fines not recharged to customers
- Missed service, inspection and insurance dates
Modules
Online booking
Instant price and payment by location, dates, car group and extras.
Fleet calendar
Utilisation per vehicle, transfers and maintenance blocks.
Agreement and handover
Licence check, digital agreement, mileage, fuel and photos.
Tolls and fines
Matching charges to the renter by plate and date.
Service and paperwork
Periodic service, tyres, roadworthiness test and insurance cover.
Profitability
Utilisation rate, revenue and cost report per vehicle.
How it works day to day
- 1
The customer books on the website or through an agent and a deposit is taken.
- 2
At pickup the licence is checked, the car photographed and the agreement signed.
- 3
Extensions and extras during the rental are entered in the system.
- 4
At return, mileage, fuel and damage are compared and a closing invoice is issued.
- 5
Tolls and fines that arrive later are linked to the rental and collected.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For companies with a small fleet that work only by phone, off-the-shelf rental software is enough.
When custom software pays off
For companies wanting their own booking site, multiple locations, an agent network and dynamic pricing, a custom system raises utilisation and the extras revenue actually collected.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 22 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €500 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can bookings from brokers and agents be imported?
Automatically from channels with an API, and by email or file import for the rest, all landing on the same calendar.
Can check-out and check-in be done from a phone?
Yes. With the staff app, photos, mileage, fuel and signature are captured on site.
Is customer ID data safe?
Licence and ID images are stored encrypted, unauthorised access is logged and GDPR retention periods are applied.
Can the site be multilingual for foreign customers?
Yes. The booking site and agreement text can be offered in several languages and currencies.
