Car Rental Software Features: Fleet to Invoicing

The lifecycle

One booking, end to end

Every stage writes back to the same record, so the invoice already knows what the agreement agreed and the calendar already knows the car is out.

Step 1 Enquiry A quote priced by your own rules
Step 2 Booking Checked against live availability
Step 3 Agreement Signed on the customer's own phone
Step 4 Pickup Condition photos against the vehicle
Step 5 Return Damage marked, deposit released
Step 6 Invoice Raised from the booking, not from memory

Capabilities

The four car rental features you'll live in every day

Reservation management, fleet, digital agreements and the customer portal — the areas of the product you will spend most of your time in. Open any one for the full detail.

Reservation RS-2043 · Julia Weber Pending

Cars, transfers and extras in one cart, priced live. Try the extras.

Mercedes E-Class · Rent a car14 → 18 Mar · 4 days × €250 €1,000.00

Airport transfer · V-ClassVIE T3 → Hotel Imperial · 19 km €65.00

Subtotal€1,100.00 Discount · 5%−€55.00 VAT · 10%€104.50 Insurance€120.00 Total€1,269.50

Chauffeur and transfer jobs with many stops and the distance per leg.

Pickup · 22:40Vienna Airport (VIE), Terminal 3Flight OS 412 · meet & greet
Stop 1Hotel Imperial, Kärntner Ring19 km
Stop 2Austria Center Vienna6 km
Drop-off · 04:30Vienna Airport (VIE)24 km

Distance49 km Duration6 h Late night+€25

A pickup driver and a drop-off driver, each notified by email.

Pickup driver

AK Ahmed K.Job sent · 21:05 Assigned

Drop-off driver

LM Lena M.Next shift · same booking Assigned

Additional driver (customer)

JW Julia WeberLicence saved on the agreement

Send the job to a partner and see your real margin.

ProviderAlpine LimousinesConfirmed AgencyCityTours Travel10% commission

Customer price (net)€495.00 Provider cost−€380.00 Agency commission−€49.50

Your margin€65.50 Provider 77%Agency 10%You 13%

Extra charges for the customer, expenses for you, and the real profit.

Charged to customer Extra km · 85€34 Fuel refill€45 Late return€25 Cleaning€30

Expenses (internal) Motorway toll−€12 Airport parking−€18 Car wash−€15 Receipts3 files

Extras added to invoice€134.00 Profit on this booking€1,134.00

E-signed agreement with pickup and drop-off inspection. Switch the view.

Van inspection diagram with top, both side, front and rear views and damage marks — A Scratched · front bumper B Dented · sliding door C Cracked · rear light (new)

Fuel3/4 Mileage48,210 km Photos8 Damage2 marked

Signed by Julia Weber on her phone · 14 Mar 09:06 Signed

The invoice comes from the booking. Split card, cash and bank payments.

INV-1188 · Reservation RS-2043€1,269.50 Extra costs at return€134.00 Deposit deduction€80.00

Card · Stripe link€1,000.00 Cash at desk€269.50 Bank transfer€134.00 From deposit€80.00

Invoice total€1,483.50 Balance due€0.00 · Paid

Pending
Confirmed
Completed

Reservation management, end to end

A cart-based booking flow with vehicle swap, cloning, comments and the full status lifecycle — the same record carries the booking from enquiry all the way to the paid invoice.

Cart with add-ons, discounts and taxes computed live Status lifecycle from pending to closed, with an audit trail Clone a booking or swap the vehicle without re-typing anything

See reservation management

Fleet · Today 14 March · 29 vehicles

Live

24 On hire

82% Utilisation

2 In service

Mercedes E-Class Self-drive

BMW 7 Series Chauffeur

Van transfer Transfer

Ford Focus Maintenance

Fleet management with the receipts

Every vehicle carries its own rates, documents, mileage and blocked dates. Availability is checked per vehicle — not per class — so a car that is out never shows up as bookable.

Unlimited vehicles across every branch and city Per-vehicle documents, service history and mileage Manual and maintenance blocks reserve the car automatically

See fleet management

Rental agreement AG-2043 · Julia Weber Draft

Made from booking RS-2043. Nothing is typed twice.

VehicleMercedes V-ClassW-2043 AB Period14 → 18 MarVIE Airport desk DriverJulia WeberLicence checked Deposit & insurance€500 · Premium€0 excess

Pickup inspection: damage marked on the van, with photos.

Van inspection diagram at pickup with two damage marks — A Scratched · front bumperB Dented · sliding door

Fuel3/4 Mileage48,210 km Photos8 Damage2 marked

Drop-off inspection: compare with pickup and charge new damage.

Van inspection diagram at drop-off with one new damage mark — A & B at pickupC Cracked · rear light (new)

Fuel1/2 Mileage48,645 km Driven435 km New damage1

Rear light · from deposit−€80.00 Deposit released€420.00

A branded 3-page PDF, saved on the booking and emailed. Flip the pages.

Your logo

Car Rental Agreement (Pick up)

Pick up location:Vienna Airport (VIE), Terminal 3Pick up date:14-Mar-2026, 09:00 Drop off location:Vienna Airport (VIE), Terminal 3Drop off date:18-Mar-2026, 09:00

Reservation no:RS-2043Flight/Train:OS 412 Car renter:Ms. Julia WeberMobile no:+43 •••• 2043 Email address:julia@example.comZIP:1010 City:ViennaCountry:Austria Driver's licence no:••••••4821Expiry:20-Mar-2030

No of day(s):4 Car make:Mercedes V-Class Licence plate:W-2043 AB Fuel type:Diesel

The renter returns the vehicle with the same tank level and as clean as it was delivered. Fuel and cleaning are charged as set in your own settings.

Additional driver: —Service(s) included: Premium insurance, €0 excess Deposit: EUR 500.00Child seat · GPS

Only the persons named in this agreement may drive the vehicle. The renter is responsible for damage, fines and fees during the rental period, as described in the terms and conditions on page 3.

I declare that I have read and understood this document and agree with the terms and conditions.

Pick-up driver:Ahmed K.

Your companyStreet 1, 1010 ViennaBranch 2Street 2, CityContact usinfo@yourcompany.com

Your logo

Vehicle Inspection

Reservation no:RS-2043Car renter:Ms. Julia Weber Car make:Mercedes V-ClassLicence plate:W-2043 AB Tank reading:3/4Kilometres:48,210 km Clean inside:YesClean outside:Yes

Pick up vehicle inspection

A B

I declare that I have inspected the vehicle at pick-up and accept its condition.

Signature & date (pick up) 14-Mar-2026 09:06

Your companyStreet 1, 1010 ViennaBranch 2Street 2, CityContact usinfo@yourcompany.com

Your logo

Terms & Conditions

General requirements

Picking up a vehicle

Returning the vehicle

Obligations and prohibitions

Payment and reservation

Insurance cover

Rental zones

Vehicle return and replacement

Equipment

Cancellation policy

Fuel and cleaning

Traffic fines

Applicable law

Your companyStreet 1, 1010 ViennaBranch 2Street 2, CityContact usinfo@yourcompany.com

AG-2043.pdf 3 pages · your logo, terms and footer

Emailed to customer Stored on RS-2043

Draft
Signed
Closed

Digital agreements without the paperwork

The agreement is generated from the booking, signed on the customer's own phone, and stored against the reservation with the pickup and drop-off inspection photos.

Signature captured in the browser — no app to install Damage marked on a vehicle diagram at pickup and return Terms, deposit and insurance printed from your own settings

See digital agreements

My reservations A. Bianchi 3 trips

Mercedes E-Class · Self-drive Pickup in 2 days · 16 Mar 14:00 · Airport Upcoming

BMW 7 Series · Chauffeur Collected · agreement signed · invoice due Active

Fiat 500 · Self-drive Completed 22 Feb · invoice paid Closed

Lifetime spend€4,120

A customer portal customers actually use

Online booking, guest checkout, a dashboard for active and past rentals, saved profiles and documents — every step branded in your own colours.

Book, sign and pay online without a phone call Live status, trip history and downloadable invoices Profile, documents and preferences kept across visits

See the customer portal

Also included