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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.
Features
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Service
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.
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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
