Fleet, bookings with no double overlaps, pickup, return, inspections and deposits
Car Rental is the Business OS app for renting out cars. It handles the fleet, rates, bookings, pickup and return with inspection, deposits and documents. The server makes sure the same car is never rented twice and that damage from previous customers is never charged to a new one.
Rental overview: current fleet utilization, today's pickups and returns, bookings for the week ahead, idle cars, documents about to expire and money for the month.
Overview
Car Rental: what it does and how it works
The entire car rental business in one window. A fleet with separate states: technical (in working order, in maintenance, in repair), preparation after return, and occupancy calculated from bookings. Car documents with expiry dates — an expired insurance policy automatically takes the car off rental. Hourly, daily, weekly, monthly and long-term rates: minimum term, grace minutes, discounts for duration, weekends and seasons, a mileage limit and excess mileage price, add-on services.
Book a specific car or a class: the server won't let the same car be booked twice even with simultaneous requests, and if a car is taken it shows the free ones. Once confirmed, the terms are locked in a snapshot: changing a rate doesn't change old rentals. Pickup comes with an inspection, checklist, mileage and fuel; return calculates late fees, excess mileage and missing fuel under the contract terms. Item-by-item inspection with photos and damage marked on a body diagram, with a “before” and “after” comparison.
The deposit is kept separate from revenue and is returned or withheld with a reason. Customers come from the shared contact book, invoices and payments live in Invoices and Payments, and bookings go into the company calendar. Versioned contracts and certificates, a rental calendar, today's overview, and reports on revenue, utilization and debts.
How it works
How to use it, step by step
1
Add the fleet's cars, their documents with expiry dates, rates and add-on services.
2
Book a car or a class, confirm the booking and take payment and the deposit.
3
Before pickup, run an inspection, record mileage and fuel and hand over the car.
4
On return, inspect the car: the app compares damage and calculates late fees, excess mileage and missing fuel.
5
Return or withhold the deposit, close the rental and prepare the car for the next booking.
6
Track utilization, idle time and revenue in the overview and reports.
Features
What you can do
A fleet with separate states: technical (in working order, in maintenance, in repair), preparation after return and occupancy by bookings.
Car documents with expiry dates: an expired insurance policy automatically takes the car off rental.
Hourly, daily, weekly, monthly and long-term rates: minimum term, grace minutes, discounts for duration, weekends and seasons.
Mileage limit and excess mileage price, add-on services for the rental.
Book a specific car or a class; the server won't let the same car be booked twice even with simultaneous requests and will suggest free ones.
Once confirmed, the booking terms are locked in a snapshot: changing a rate doesn't change rentals already made.
Pickup with an inspection, checklist, mileage and fuel; return calculates late fees, excess mileage and missing fuel under the contract terms.
Item-by-item inspection with photos and damage on a body diagram, with a “before” and “after” comparison.
Known damage is carried into the pre-pickup inspection marked “existed before rental” and is never charged to the next customer.
The deposit is kept separate from revenue and is returned or withheld with a reason.
Repairs overlapping future bookings show the affected bookings and free cars of the same class.
Printable rental contract, cost calculation, pickup and return certificates, damage list, inspection checklist and deposit document.
Rental calendar and reports: charged and received, deposits, fleet utilization and idle time, average ticket, customer debts, data for each car.
Screenshots
What it looks like
Real app windows with a fictional company as an example. Click a screenshot to enlarge it.
Rental overview: current fleet utilization, today's pickups and returns, bookings for the week ahead, idle cars, documents about to expire and money for the month.Two-week rental calendar: bookings for each car, filters by class, location and status; a preparation buffer is applied after each booking.Booking card: the next step (inspection, pickup), rental terms, money and deposit separately, the cost from the locked rate snapshot, inspections and printable documents.Item-by-item car inspection with marks and photos; damage is marked on a body diagram.Rates by car class with mode, rate and mileage limit, plus add-on services: dashcam, second driver, child seat, delivery.The same rental overview in the light theme.
Integrations
Works together with
Contacts: customers from the shared contact book.
Invoices and Payments: the booking invoice and payments.
Calendar: bookings go into the company calendar.
Car Service: a “repair” block or a “needs repair” mark on return automatically creates a draft work order; a closed order returns the car for inspection and records the mileage.
Car Dealership: a car can be moved from rental into dealership stock, after which it is no longer booked; its booking history is kept.
Vehicle Passport: rentals, inspections, damage and mileage go into the car's history.
Automations: events for booking confirmation, pickup, return, damage found and inspections.
