Car Rental
Car Rental: appointments and service tracking, customers and CRM, e-Invoice and reporting.
Challenges
- Without an availability calendar, the same car ends up on two contracts.
- Handover and return damage checks are done without photos, so disputes arise.
- Deposit refunds and damage charges get mixed up.
- The mileage-limit overage is in the contract but never reaches the invoice.
Workflows
From availability to contract
- The car is defined with plate, class and availability calendar.
- The booking is written to the calendar and clashing dates are blocked.
- The rental agreement is generated with driver, dates and price.
Handover, return and charges
- At handover, mileage, fuel and damage condition are recorded.
- On return the same items are measured again and the difference is computed.
- Mileage overage, damage and deposit are invoiced as separate line items.
Documents
- Vehicle card
- Rental agreement
- Handover and return inspection form
- Deposit record
Reports
- Fleet occupancy calendar
- Damage and mileage variance
- Revenue by vehicle
- Deposit status
Metrics
- Vehicle load factor
- Daily revenue per vehicle
- Damage rate
- Average rental duration
Compliance
- Car rental operating licence
- Compulsory motor insurance and roadworthiness test
- Driver identity and licence record
Glossary
- Availability calendar
- Booking plan that prevents double-booking a vehicle
- Inspection form
- Condition record measured at handover and return
- Security deposit
- Refundable security record
- Mileage limit
- Contract term whose overage is charged
Frequently Asked Questions
Can I prevent double-renting the same car?
Yes — a second booking cannot be created on a clashing date in the availability calendar.
Can I record the damage inspection?
Yes — mileage, fuel and damage are measured on the same form at handover and return.
Can I separate the deposit from damage charges?
Yes — they are separate line items; the deposit refund is tracked independently of damage.
Can I invoice mileage overage?
Yes — once the contract limit is exceeded, the difference is added automatically as a line item.
Can I see revenue per vehicle?
Yes — each car is its own card, so revenue and occupancy are reported per plate.
