Car Rental & Fleet
A car sitting idle
is still paying off its finance.
Fleet availability calendar, photographic handover forms, fine and toll matching, per-vehicle profitability and service schedules. Which car is free when, who caused the damage, which vehicle actually earns — none of it stays a guess.
Idle vehicle-days are lost revenue, directly. An operation that sees this calendar starts thinking about promotions for the empty days; one that doesn't, doesn't. Figures are illustrative.
The damage argument ends at the handover form.
The same checklist is completed on the way out and on the way back, with photographs from the same angles. Mileage and fuel level are recorded. Whether damage found on return was already there stops being a matter of opinion.
Eight angles are mandatory. A handover record won't close with photographs missing — that rule is the only thing that makes the form useful.
The fine arrives three months later. The hirer is long gone.
When a traffic fine or toll charge is entered, it matches automatically against the rental agreement in force on the date of the offence. Who was driving isn't debated — it's read off the record.
A fine that doesn't match means the car wasn't on hire that day — one of your own staff may have been driving. That line is rare, but when it appears it is worth looking at.
Which vehicle earns?
Not every car in a fleet earns the same. Once utilisation, service costs and damage come together, some vehicles quietly run at a loss. This is the table to look at before buying the next one.
The Passat brings the highest daily rate but sits at 54% utilisation — an expensive car that doesn't get hired. The 3008 is both under-hired and expensive to maintain; the conversation about removing it from the fleet starts on that line. Figures are illustrative.
A car with an expired inspection shouldn't go out on hire.
Inspection, insurance, comprehensive cover and service dates live on the vehicle record. A vehicle out of date doesn't appear in the booking list — that isn't a convenience, it's a protection.
A vehicle without comprehensive cover is flagged in the list — you can still hire it out, but you do so knowing which risk you are taking.
The rest of the fleet
Agreements and invoicing
Rental agreements fill in from vehicle and hirer details; corporate customers get a single monthly invoice.
Deposit tracking
Deposit taken, amount withheld and balance refunded are recorded, with the reason held alongside the photograph.
Seasonal pricing
Pricing rules by period, duration and vehicle class. The same car never gets quoted two different rates.
Long-term rental
Monthly and annual hires are tracked separately, with mileage excess and end-of-term reconciliation calculated automatically.
Blocked hirers
A problem hirer is flagged, and a warning appears if the same person books again.
Service history
What was done to which vehicle, when and for how much. At resale that history raises the price.
Questions
Do traffic fines come in automatically?
If you use a service that queries them, they can be imported; otherwise you enter the fine and the system matches it against the agreement by date. The real value isn't the lookup but the matching — finding out who was driving three months after the fact is hard work.
Are photographic handover forms mandatory?
You decide whether to enforce it, but we recommend you do. Handover records closed with photographs missing are useless in a damage dispute. Eight angles come defined as standard; you can set up your own list.
Does it work with our online booking site?
Bookings from your site can be imported. Tell us which platform you use and we'll say whether it's an integration or a file transfer. For firms without a site, a simple booking form can be set up.
Does it talk to our GPS trackers?
Some tracking providers offer data sharing; tell us which you use and we'll confirm compatibility. Location tracking requires informing the hirer — your contract wording must cover it, which is a legal matter for your advisor.
How many vehicles and branches?
No limit, and no per-user fee. Inter-branch transfers are recorded and each branch sees its own availability.
Can we manage corporate customer fleets?
You can. Vehicles assigned to a corporate customer, driver allocations and consolidated monthly invoicing work as their own structure.
Let's look at
two weeks of your fleet.
How many vehicles, how many branches, mostly daily or long-term. We'll build a demo on your own registration plates.
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