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Vehicle Rental Management
This app provides a complete solution for managing vehicle rentals with digital contracts, pricing, deposits, and return handling. It tracks fleet availability, prevents double booking, and supports add-on services like insurance or accessories. Automatic billing generates invoices for rent, usage, services, and installments. Cancellation rules, refunds, and penalties are applied based on defined policies. During return, damages are recorded with instant repair invoicing. Maintenance tasks, spare parts, and vendor bills are tracked to control running costs.
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Features
Smart Vehicle Rental Contracts
Create complete rental agreements with pickup/drop details, pricing, deposits, installments, signatures, and driver options. Automatically calculates charges including rent type (days/km), extra usage, and additional services. Supports full and installment billing with linked invoices.
Flexible Cancellation & Refund Policies
Define customized cancellation rules and charges for contracts. Cancels bookings with automatic fee calculation based on policy. Generates a cancellation invoice instantly with full traceability.
Maintenance Request & Billing Automation
Create and track preventive or corrective maintenance tasks. Record spare parts, service costs, and generate vendor bills automatically. Ensures fleet safety, reduced downtime, and accurate cost tracking.
Vehicle Damage & Return Management
Record vehicle condition with images and damage details at return. Generate damage invoices instantly based on repair charges. Prevents disputes and protects business from vehicle misuse.
Add-On Services & Insurance Billing
Add optional services like GPS, fuel, cleaning, Wi-Fi, or roadside assistance. Attach insurance policies with specific pricing and coverage. Automatically bills services and insurance with linked invoices.
Fleet Status, Availability & Scheduling
Track rental, available, and maintenance vehicle statuses. Toggle operational or maintenance mode with usage restriction. Supports maintenance schedule planning to ensure vehicle readiness.
Screenshot
1.) Cancellation Policies
Create and manage cancellation policies for vehicle rental contracts. Define flexible or strict cancellation rules, control refund terms, and ensure clear agreement conditions for customers and administrators.
Navigation : Vehicle Rental → Configuration → Cancellation Policies
2.) Agreement Terms
Create and manage rental agreement terms and conditions for different vehicle types. Define clear legal and usage terms for standard, luxury, and commercial fleet rentals to ensure transparency and compliance.
Navigation : Vehicle Rental → Configuration → Agreement Terms
3.) Standard Car Rental Terms and Conditions
View and manage detailed rental terms and conditions for standard vehicles. Define eligibility requirements, rental periods, usage restrictions, fuel policies, and other contractual rules to ensure clear agreements between the company and customers.
Navigation : Vehicle Rental → Configuration → Agreement Terms
4.) Scratch Reports
Create and manage vehicle scratch and damage reports to document vehicle condition. Track existing scratches for each vehicle to ensure transparency during handover and avoid disputes at return time.
Navigation : Vehicle Rental → Configuration →Scratch Reports
5.) Ford Scratch Report
View and document detailed scratch and damage information for a specific vehicle. Use the vehicle diagram to mark existing scratches and damages, ensuring accurate condition records during vehicle handover and return.
Navigation : Vehicle Rental → Configuration →Scratch Reports
6.) Maintenance Schedules
Create and manage vehicle maintenance schedules based on predefined time intervals. Schedule regular servicing to keep vehicles in optimal condition and reduce downtime across the rental fleet.
Navigation : Vehicle Rental → Configuration →Maintenance Schedules
7.) Day Maintenance Schedule
View and manage the day vehicle maintenance schedule. This schedule defines the service interval used to automatically plan routine maintenance, helping ensure vehicles remain safe, reliable, and ready for rental.
Navigation : Vehicle Rental → Configuration →Maintenance Schedules
8.) Rental Vehicles
Manage and track all rental vehicles across different operational stages. View vehicle status such as new requests, ordered, registered, and active rentals, enabling efficient fleet monitoring and lifecycle management.
Navigation : Vehicle Rental → Vehicles
9.) Vehicle Maintenance & Rental Configuration
View and manage detailed vehicle information including maintenance status, rental pricing, extra charges, and operational readiness. This screen allows you to schedule maintenance, mark vehicles as operational or under maintenance, track odometer readings, and define rent and extra charge rates to ensure accurate billing and smooth fleet operations.
Navigation : Vehicle Rental → Vehicles
10.) Maintenance Request
Create and manage maintenance requests for rental vehicles. This screen allows you to define maintenance type (corrective or preventive), assign responsibility, set priority and duration, and track upcoming maintenance based on predefined schedules ensuring timely servicing and uninterrupted fleet availability.
Navigation : Vehicle Rental → Vehicles → Maintenance
11.) Maintenance Billing
Review and record spare parts and service charges used during vehicle maintenance. This screen allows you to add required vehicle parts and services, calculate costs automatically, and generate a maintenance bill to ensure accurate expense tracking and seamless financial reconciliation.
Navigation : Vehicle Rental → Vehicles → Maintenance
12.) Create Maintenance Bill
Generate a maintenance bill by selecting the appropriate vendor for the completed service. This dialog allows you to associate repair costs with vendors, ensuring accurate billing, expense tracking, and seamless integration with accounting workflows.
Navigation : Vehicle Rental → Vehicles → Maintenance
13.) Vendor Bill
View and manage vendor bills generated from vehicle maintenance requests. This screen displays invoice lines for spare parts and services, links the bill to the specific fleet vehicle and maintenance request, and allows posting, payment, or credit note actions for accurate maintenance cost accounting.
Navigation : Vehicle Rental → Vehicles → Maintenance → Bill
14.) Rental Contract Bookings
View and manage all vehicle rental contract bookings in one place. This screen allows you to create new rental bookings, search existing contracts, and track booking durations with clear start and end dates for efficient reservation management.
Navigation : Vehicle Rental → Vehicle Booking
15.) Rental Contract Booking
Select and book an available vehicle for the chosen rental period. This screen displays customer details, rental start and end dates, and a list of available vehicles with key specifications, allowing you to instantly book the most suitable vehicle for the customer.
Navigation : Vehicle Rental → Vehicle Booking
16.) Vehicle Rental Contract
Create and manage a complete vehicle rental contract with all essential details. This screen includes customer information, pickup and drop-off dates, selected vehicle details, rent and payment types, deposits, extra charges, insurance policies, and additional services. It also supports installment-based payments, invoice generation, and customer signature capture to finalize the rental agreement.
Navigation : Vehicle Rental → Vehicle Booking → Rental Contract Booking
17.) Vehicle Rental Contract Deposit
Manage advanced rental contract details including deposits, extra charges, and driver requirements. This screen allows you to record security deposits, generate extra charge invoices, assign drivers with applicable charges, and capture customer signatures. It ensures transparent billing, accurate payment tracking, and complete contractual validation before vehicle handover.
Navigation : Vehicle Rental → Contracts
18.) Deposit Payment
Record and manage customer deposit payments linked to a vehicle rental contract. This screen allows you to receive and validate deposit amounts, select payment journals and methods, and track payment status from draft to paid, ensuring accurate financial control and secure reservation handling.
Navigation : Vehicle Rental → Contracts → Payment
19.) Vehicle Rental Contract
View the updated rental contract after recording the customer deposit. This screen confirms the linked deposit payment reference, displays extra charge calculations, and ensures all financial details such as security deposits, additional charges, and signatures are accurately recorded and traceable within the contract lifecycle.
Navigation : Vehicle Rental → Contracts
20.) Customer Invoice Extra Charges
the customer invoice generated for extra charges associated with the vehicle rental contract. It includes detailed billing for excess usage (extra kilometers), clearly showing quantities, rates, and the total amount due. From here, users can print, send, preview, validate, or register payment for the invoice, ensuring all post-rental charges are properly invoiced and tracked.
Navigation : Vehicle Rental → Contracts → Invoice Extra Charges
21.) Vehicle Rental Contract
vehicle rental contract with complete customer, vehicle, and rental details. It highlights calculated extra charges based on excess kilometers and displays the total additional amount. An invoice is automatically generated and linked for these extra charges. Deposit, payment options, and digital signature details are also included for end-to-end contract management.
Navigation : Vehicle Rental → Contracts
22.) Vehicle Rental Contract
allows users to configure rental payment terms for an active vehicle rental contract. It supports multiple rent types (days, kilometers, or miles) and flexible payment options such as full payment or installments. Users can create installments, review total rental charges, and manage extra charges and deposits. The contract status and actions are clearly shown for smooth rental processing.
Navigation : Vehicle Rental → Contracts
23.) Vehicle Rental Contract
vehicle rental contract with a successfully created payment installment. It shows pickup and drop-off dates, vehicle and rental details, and calculated rental charges. An installment entry is added under Vehicle Payment Options with a defined amount and payment date. Users can proceed to generate an invoice for the installment and track payment status easily.
Navigation : Vehicle Rental → Contracts
24.) Installment Date Validation Error
validation error that appears when attempting to create an installment before the allowed date. The system enforces installment scheduling rules based on the rental period to prevent invalid billing. Users are notified of the earliest permissible date for creating the next installment. This ensures accurate payment timelines aligned with pickup and drop-off dates.
Navigation : Vehicle Rental → Contracts
25.) Installment Creation with Split Payment
the successful creation of multiple installments for a vehicle rental contract. The total rental charge is automatically divided into equal installment amounts based on the selected payment schedule. Each installment is assigned a payment date within the rental period. The total installment amount matches the overall rental charge, ensuring accurate and transparent billing.
Navigation : Vehicle Rental → Contracts
26.) Installment Generation Completed
This message appears when all installments for the selected vehicle rental contract have already been created. The system prevents generating additional installments beyond the contract period to avoid duplicate or excess billing. This ensures that installment schedules remain accurate and aligned with the rental duration. Users can review existing installments instead of creating new ones.
Navigation : Vehicle Rental → Contracts
27.) Create Invoice for Rental Installments
all generated installments for the vehicle rental contract. Each installment shows its payment date and amount, with an option to create an invoice individually. Clicking Create Invoice allows users to generate invoices per installment instead of billing the full amount at once. This ensures flexible and accurate installment-based invoicing.
Navigation : Vehicle Rental → Contracts
28.) Installment-Based Customer Invoice
the customer invoice generated for a specific rental contract installment. The invoice is automatically linked to the vehicle rental contract and reflects the selected installment amount only. It ensures accurate, partial billing instead of charging the full contract value at once. Users can post, pay, or send the invoice directly from this screen.
Navigation : Vehicle Rental → Contracts → Installments → Invoice
29.) Installment Payment Status Tracking
the payment status of each rental installment linked to a vehicle rental contract. Users can clearly see which installments are paid, unpaid, or pending invoice creation. Each installment is associated with its respective invoice number for easy reference and follow-up. This ensures transparent tracking of partial payments throughout the contract period.
Navigation : Vehicle Rental → Contracts
30.) Vehicle Images & Condition Documentation
Allows users to upload and manage vehicle images directly within the rental contract. Images can be used to document the vehicles condition before and after rental, helping prevent disputes and ensuring transparency. Multiple images such as exterior, interior, and engine photos can be stored with the contract. This provides clear visual records linked to each rental.
Navigation : Vehicle Rental → Contracts
31.) Rental Contract Insurance Policies
View and manage insurance policies linked to a vehicle rental contract. This screen allows users to add multiple insurance types such as Collision Damage Waiver (CDW), Roadside Assistance (RSA), and Personal Accident Insurance (PAI). Each policy includes coverage description, document attachments, and policy costs, ensuring transparent protection options for customers and accurate billing.
Navigation : Vehicle Rental → Contracts
32.) Rental Contract Extra Services & Billing
Manage and bill additional services associated with a vehicle rental contract. Users can add optional paid services such as GPS Navigation, Wi-Fi Hotspot, Toll Pass, Fuel Pre-Purchase, and Cleaning Fees. The system automatically calculates total service charges and allows generating an invoice with a single click using the "Create Extra Service Invoice" button, ensuring transparent pricing and accurate billing for optional add-ons.
Navigation : Vehicle Rental → Contracts
33.) Extra Services Customer Invoice
This invoice is generated for additional services selected in a vehicle rental contract. It itemizes optional paid services including GPS Navigation, Wi-Fi Hotspot, Toll Pass, Fuel Pre-Purchase, and Cleaning Fees. Each service displays its quantity, price, and total amount. The invoice is automatically linked to the rental contract for accurate billing and full financial traceability. Users can confirm or post the invoice directly and proceed with payment according to the defined terms.
Navigation : Vehicle Rental → Contracts → Extra Service Invoice
34.) In-Progress Vehicle Rental Contract
This view displays an active vehicle rental contract currently in progress. It shows all rental details including pickup and drop-off locations, vehicle information, rental period, driver requirement, payment type, and deposit information. Installment payments are fully tracked with their corresponding invoice references and paid status. Users can manage extra charges, insurance, payment options, and document signatures. Once the vehicle is returned, users can proceed using the Return action for finalizing contract completion.
Navigation : Vehicle Rental → Contracts
35.) Vehicle Return With Damage Invoice
This view allows the user to finalize a rental contract by returning the vehicle. If damages are found during inspection, an additional invoice can be generated using the Create Damage Invoice action. The interface contains complete rental details including pick-up and drop-off locations, driver charges, and vehicle specifications. Once the return process begins, the contract status updates from In Progress to Return, ensuring accurate workflow tracking. This helps companies bill customers for repairs or losses caused during the rental period.
Navigation : Vehicle Rental → Contracts
36.) Create Damage Invoice Popup
This popup allows the user to generate a billing invoice for damages identified during the vehicle return inspection. The form includes a total Damage Amount and a detailed Damage Description listing all issues found, such as torn fabric, cigarette burns, broken console lid, scratches, damaged floor mats, non-functional cabin light, and seat lever issues. After reviewing the charges, the user can confirm by selecting Create Invoice, automatically adding a repair invoice linked to the rental contract. Selecting Cancel dismisses the popup without generating charges.
Navigation : Vehicle Rental → Contracts → Create Damage Invoice
37.) Damage Invoice
This view displays a confirmed invoice created for damage charges during vehicle return. It shows customer information along with invoice reference and related rental contract. The invoice includes a summarized item representing multiple discovered damages. Its status is marked as posted, indicating it is recorded in the billing process. Users can review, print, register payment, or create a credit note from this view. Activity history and status updates are visible at the bottom for tracking.
Navigation : Vehicle Rental → Contracts → Damage Invoice
38.) Contract Installment with Cancellation Option
This view displays an active rental contract where billing can be managed through installments. The page provides details of rental terms, payment options, and installment setup. A Cancel button is available for terminating the contract if needed. Users can also generate an installment invoice directly from this screen. Customer information and signature are shown for confirmation and record tracking. Activity logs at the bottom help monitor status and updates on the contract.
Navigation : Vehicle Rental → Contracts
39.) Cancelled Contract with Cancellation Policy
This view shows a vehicle rental contract that has been marked as Cancelled. A dedicated section displays the cancellation policy applied to the contract. Cancellation charges and policy terms are outlined for transparency to the customer. The reason for cancellation is recorded to justify applied fees or refunds. Customer information and signature remain visible for documentation purposes. Activity history at the bottom tracks changes leading to the cancelled status.
Navigation : Vehicle Rental → Contracts
40.) Cancellation Charge Invoice
This view displays an automatically generated invoice for contract cancellation. The invoice includes a charge related to the cancellation policy applied earlier. Customer and contract references are shown to link billing with the cancelled rental. The invoice status is posted, indicating that the charge has been confirmed and recorded. Users can perform actions such as printing, sending, registering payment, or issuing a credit note. Activity notes confirm that the invoice was created as part of the cancellation process.
Navigation : Vehicle Rental → Contracts → Cancellation Invoice
41.) Cancellation Policy Linked Invoice
This view displays a vehicle rental contract with an applied cancellation policy. A cancellation invoice has been automatically generated and is linked directly to the contract. The policy section shows the applicable rules and fee conditions for rental cancellation. Terms and conditions describe how charges are calculated and when they apply. The policy also defines allowances such as rescheduling rules and documentation requirements. Users can review the linked invoice and policy details to validate the applied cancellation charges.
Navigation : Vehicle Rental → Contracts
42.) Vehicle Rental Contract Documents
vehicle rental contract at the beginning of the rental process. It includes customer contact details along with pickup and drop-off information. The contract displays the selected vehicle and its specifications for the rental period. A driver option is enabled, and information about the assigned driver is shown. The top bar highlights that no documents are attached yet, while invoices are available. Users can proceed with the contract flow such as returning or updating rental details.
Navigation : Vehicle Rental → Contracts
43.) Vehicle Contract Document
This view displays a document attached to a vehicle rental contract. It shows the document name along with the vehicle it relates to. The document is categorized as a driving license for verification purposes. A file has been uploaded and is available for download or editing. Action icons allow updating, downloading, or deleting the document. A button at the top enables adding new documents to the contract.
Navigation : Vehicle Rental → Contracts → Document
44.) Vehicle Rental Contract Print
action options available for a specific vehicle rental contract. A dropdown menu allows printing the rental agreement in a formal document format. Options are provided for duplicating or removing the existing contract record. The contract view displays customer details, vehicle assignment, pickup, and drop-off information. These actions help manage contract documents and maintain accurate customer records.
Navigation : Vehicle Rental → Contracts
45.) Printable Vehicle Rental Contract
46.) Printable Vehicle Rental Contract
47.) Vehicle Rental Contracts Multiple View Options
Shows multiple vehicle rental contracts displayed as cards with customer names, vehicles, and rental periods. Each contract carries a colored status label such as New, Cancelled, or Return for quick identification. The top right highlights various display options like Kanban, List, Calendar, Pivot, and Graph. A search bar is provided to filter contracts easily, along with navigation arrows for browsing. The layout supports quick review and efficient management of rental agreements.
Navigation : Vehicle Rental → Contracts
48.) Vehicle Rental Contracts Calendar View
Displays active rental contracts arranged on a monthly calendar for easy date tracking. Each booking appears as a colored bar stretched across its rental duration. Navigation controls allow switching between months or jumping back to the current date. A mini calendar on the right helps quickly move to specific days. View options on the top right allow changing to Kanban, List, Pivot, or Graph formats.
Navigation : Vehicle Rental → Contracts
49.) Vehicle Rental Contracts
Presents rental contract statistics in a pivot layout for analytical comparison. Shows summarized totals for rental days, charges, extra fees, and installment amounts. Data can be expanded by customer and by rented vehicle to view detailed values. Measures can be added or customized to generate financial or utilization insights. Export and rearrangement tools help organize results for reporting. View switching options on the top right allow changing to Kanban, List, Calendar, or Graph formats.
Navigation : Vehicle Rental → Vehicle
50.) Rental Vehicle Details
This view shows complete information about a specific rental vehicle, including registration, category, odometer, tags, and assigned driver. A status indicator highlights the current availability of the vehicle for rental use. A toggle option allows switching the vehicle between operational use and maintenance mode. When marked under maintenance, a warning ribbon appears to restrict its rental allocation. Details such as location, manager, and maintenance schedule help track fleet readiness and service planning.
Navigation : Vehicle Rental → Vehicle
51.) Maintenance Request Kanban View
displays all vehicle maintenance requests categorized in a Kanban pipeline such as New Request, In Progress, Repaired, or Scrap. Each card represents a maintenance issue with its priority rating, assigned technician, and request source. The highlighted card indicates a new request created for a rental vehicle (Nissan/Micra), showing that it requires immediate action. Users can drag and drop requests between stages to update their status and track progress visually.
Navigation : Vehicle Rental → Maintenance
User Guide
