Rental, car hire & owner–vehicle billing
Car hire desk for Bangladesh operators — booking and contract, chauffeur and self-drive rates, deposit and handover checklist, owner–vehicle settlement, garage between hires, compliance gates, utilization reports, and collection in one VMS.
Use cases
- Self-drive and chauffeur rental with daily, weekly, and monthly contract rates.
- Owner–vehicle fleets paying monthly settlement from vehicle-wise rental revenue.
- Corporate car hire desks billing clients by day, km, contract, or credit account.
- Airport transfer and wedding/event hire with driver, fuel, and extra-day charges.
- Multi-branch rental counters sharing one fleet register and availability calendar.
- Workshop downtime tracked so units return to hire-ready status before peak demand.
Why you need this
- Rental margin lives in utilization — idle cars and slow billing destroy profit.
- Handover photos and odometer records stop damage and fuel disputes at return.
- Owner billing fights end when rent, extras, and settlement share one contract record.
- Expired fitness or insurance must block hire — not surface after an accident.
- Corporate clients expect statements and credit control, not WhatsApp invoices.
- Branch desks and HQ accounts need the same live data on availability and receivables.
Key modules
Typical workflows
- Enquiry → booking → deposit → handover checklist → rental period → return inspection → invoice → collection → owner share.
- Service due alert → workshop job → vehicle back to available → next booking slot.
- Corporate contract → monthly hire log → consolidated invoice → receivable follow-up.
- Owner–vehicle month close → revenue minus garage/fuel → owner payable statement.
Booking, contract & rate cards
Capture every hire from enquiry to confirmed contract — daily, weekly, monthly, chauffeur, or self-drive with deposits and extras built in.
Reservation & booking
Hold vehicles by date range, class, and branch — no double-booking during peak season.
Rental contract
Day, week, month, or custom contract terms with customer, guarantor, and corporate PO reference.
Rate cards
Self-drive, chauffeur, airport transfer, and corporate hire rates — km cap, extra km, and idle charges.
Deposit & advance
Security deposit, advance rent, and refund rules tracked until vehicle return and damage review.
Chauffeur vs self-drive
Separate pricing, driver assign, and document checks per rental type on one booking screen.
Corporate hire desk
Long-term client contracts, credit limits, and monthly billing for B2B car hire accounts.
Alerts — compliance, return & utilization
Stay ahead of overdue returns, expired papers, and idle units bleeding margin before the next booking block.
Return overdue
Contract end passed — SMS to customer, desk, and manager with late fee rules ready to apply.
Fitness & insurance
Vehicle blocked from new bookings if fitness, tax token, or insurance is expired.
Service & garage due
Prevent handing over a unit due for oil change, tyre rotation, or open job card.
Idle unit alert
Cars sitting unused beyond threshold — push for marketing or price adjustment.
Fuel not recovered
Return fuel level below handover level — auto charge line on closing invoice.
Damage hold
Deposit held pending inspection photos and workshop estimate approval.
Rental lifecycle — handover to collection
One governed loop from booking confirmation through return inspection, invoice, and owner share.
Booking confirm
Customer, vehicle class, dates, rate, deposit, and driver/chauffeur option locked in.
Handover checklist
Odometer, fuel level, exterior photos, accessories, and signed condition report at pickup.
Rental period
Extensions, extra days, toll/parking charges, and optional GPS link for corporate clients.
Return inspection
Re-check km, fuel, damage; compare to handover record before deposit release.
Invoice & collection
Rent, extras, late fee, fuel shortfall — receivable posted with payment follow-up.
Owner settlement
Owner–vehicle share, garage deductions, and monthly statement from closed rental revenue.
Vehicle register & condition proof
Every unit’s hire history, downtime, and condition evidence in one fleet register — not scattered folders.
Fleet register
Owned, owner–vehicle, and sub-leased units with status: available, on hire, workshop, off-road.
Handover photos
Pickup and return images stored against contract ID for damage disputes.
Odometer & km cap
Opening/closing km with extra-km billing when contract limits are exceeded.
Garage between hires
Quick service, wash, and repair job cards before the next booking slot.
Owner settlement, revenue & collection
Owner–vehicle operators and hire companies see trip-linked money — rent collected, owner share, and outstanding dues.
Owner–vehicle share
Fixed monthly, percentage of revenue, or per-rental settlement from closed contracts.
Rental revenue
Vehicle-wise and branch-wise hire income with utilization and margin view.
Receivables
Partial payments, corporate credit accounts, and overdue follow-up lists.
Extras & penalties
Driver charge, toll, parking, late return, damage, and fuel recovery on one invoice.
Chauffeur pay
Daily hire driver fee, overtime, and allowance tied to rental close for payroll.
Rental operations desk
Front desk, accounts, and workshop aligned — so every car earns more days on hire and fewer days in the yard.
Front desk & availability
Live calendar of free units by class, branch, and upcoming returns.
Utilization reports
Days on hire vs idle, revenue per vehicle, and seasonal demand trends.
Multi-branch hire
Dhaka, airport, and regional counters on one register with inter-branch transfers.
Accounts integration
Invoices, vouchers, and owner payables export to finance without re-entry.
Customer history
Repeat hirers, blacklisted accounts, and corporate client trip logs.
SMS reminders
Booking confirm, return reminder, and payment due alerts to customers and desk.