Car Rental Company System
Car rental companies managing a fleet, daily bookings, return inspections, and maintenance.
The live status of every car from “Ready” to “Handed Over” and back — with rentals, deposits, and traffic fines in one place.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every car in the fleet is a permanent card that moves across the columns according to its actual status. In “Ready” it is available for booking once inspection and cleaning are complete; it moves to “Booked” when a customer's booking is confirmed with their details, rental duration, and amount, then to “Handed Over” when the key is handed over with a condition report documenting the odometer, fuel level, and existing scratches with photos.
When the car returns, the card enters “Return” to match its condition against the handover report and calculate any excess mileage or late fees, then “Inspection” for the technical check and cleaning: if sound, it goes straight back to “Ready”; if it needs work, it moves to “Maintenance” and only leaves with the fleet supervisor's approval. This way a car that is not ready is never booked, because its status on the board is the single source of truth.
Chat connects reception, maintenance, and the fleet supervisor: a customer requesting an extension, a car late for return, a sudden breakdown during a rental. Dues manages the business's money privately: due and collected rentals, security deposits and what is refunded from them, traffic fines charged to the renter until paid, and each car's maintenance costs — so every car's revenue is visible against its true cost.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Fleet Supervisor
Approves car readiness after inspection and maintenance, balances booking distribution across the fleet, and reviews each car's revenue in Dues.
Reception & Handover Clerk
Processes bookings and moves cards, documents handover and return reports with photos and meter readings, and handles extension requests.
Maintenance Technician
Inspects returned cars in “Inspection”, carries out “Maintenance” cards, and documents repairs and their costs on the card.
Accountant
Follows up collection of rentals and deposits, and records fines on renters in Dues and pursues payment.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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