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Denis Grankin Head of Sales Department
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How we have created a Car Reservation System for Rental Company

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car reservation software

In today’s digital environment, users would rather book cars online instead of calling the rental company to make reservations. If you are running a car rental business, developing a car rental software is a must. With a well-designed car rental system, not only can you accept online reservations and manage your entire fleet, but also your potential customers can reserve available cars online, get quotes and make a payment in a jiffy. Sounds impressive, right? That is why business owners should concentrate on a car rental system development to run a business smoothly and effectively. Let’s delve into details below!

What is a car rental booking software?

Before we proceed to describe how we have created a car reservation system specifically for the rental company, let's first take a closer look at what’s exactly the car rental booking software.

From its name, it’s an innovative booking software designed for cars, motorcycles, boats, or trailer rental agencies. It's a secure platform that offers an easy and fast way to smoothly manage car rentals and website reservation systems that makes it an ideal booking software for any rental business.

Not only does car rental booking software provide information regarding vehicle maintenance and service tracking, but also it helps you to manage billing and invoicing processes more seamlessly.

What’s the idea?

The main DDI Development expertise is delivering solutions for a great number of business verticals - booking, e-commerce, e-learning, fintech, logistics, recruiting, etc. We often receive requests to develop customizable solutions to meet any business needs. It is a fact that you can find a lot of ready car rental solutions on the market. However, developing a car reservation system based on your unique requirements is a valuable solution.

For this very reason, the client decided to create and implement a custom car reservation solution that maximized efficiency when it came to automating all car reservation tasks and receiving up-to-date important business statistics. Also, the system should contain the following features and functionality:

  • unlimited pick-up and drop-off locations;
  • quick and easy quotes;
  • real-time availability;
  • payment gateways integration;
  • hourly, daily, monthly renting.

Having that in mind, we have developed a concept of a car reservation system that includes all the necessary features and functionality to run a car rental business efficiently and hassle-free. Sounds impressive, right? So let’s take a closer look below!

User Roles

Here you can find out the user’s roles that grant access to the car reservation system. There are three user levels within the car reservation system for the rental company: User, Manager, and Administrator. Let’s dive into details below:

  • Users have basic permissions in the car reservation system, able to select a vehicle, schedule a reservation, choose additional equipment (air conditioning, child seat,etc.), get quotes, pay online.
  • Managers help to organize the rental process, approve pickups/drop-offs, upload documents, view reports, etc.
  • Administrator is able to manage every aspect of the car reservation system, has visibility to all features, and settings.

Project structure

Here you can find the structure of the project and see what technologies can be used to develop a car reservation system for the rental company. Let’s take a look at the scheme below:

car rental booking software - project structure

Homepage

Welcome to the rental services! Just from the homepage, you can rent a car that meets your needs and desires. Using a search bar, you can fill in pick-up location, pick-up date and drop off date. Then press the Search button and start choosing the car to rent.

homepage for car rental reservation software

Once you fill in all the required fields and press the search button, you will be redirected to the search results page with recommended cars that match your criteria. On this page, you can see a diverse number of cars available for rent.

search

From the left, you can see the Filters functionality. With that feature, you can find and rent a car based on wants and needs. The filters are applied automatically, and there is no need to press a confirm button. Let’s find out what filters you can apply below:

  • By car type
  • By customer recommendations
  • By number of seats
  • By nearby search
  • By specifications

choose a car

As soon as you tick the required filters, the information about cars will be updated automatically. Then you can reserve the car you like. By pressing the Book now button, you will be redirected to the page of reservation where you can find all the important information about the car you chose, press the Next button to fill in some important fields:

  • First and last name
  • Country code
  • Date of birth
  • Phone number
  • E-mail
  • Place of residence

book a car

As only you have filled all the information, you will be redirected to the confirmation page where you should select a payment method, enter a card number and expiry date to book a car.

Manager Dashboard

Only by logging in the system as a Manager, you can see the following navigation that allows you to move within the rental system smoothly and problem-free. Let’s discover the options that you may find in your main menu:

  • Reservations
  • Quotes
  • Payments
  • Calendar
  • Vehicles
  • Maintenance
  • Repair orders
  • Customers
  • Agreements
  • Reports
  • Notifications

Reservations

You will be redirected from the corresponding element in the main menu to the Reservation page. At the top of the page, you can see the search form used to find a reservation. The quick filter buttons can be used to show only Today/Tomorrow pick-ups and drop-offs. By pressing plus sign, you can add a new reservation. More detailed information is presented in a well-structured table. The table contains the following columns:

  • #
  • Customer
  • Phone number
  • Pick-up date
  • Drop-off date
  • Car Type
  • Car
  • Total
  • Total days
  • Status (Completed, Open, Rental, Cancelled)
  • Notes
  • Actions (bin icon, pencil icon)

car reservations

With Reservation page, you can manage the car rental processes automatically and productively. By entering the Reservation page, you get all the booking information at any time in one click.

Quotes

Getting a quote as fast as possible is a vital option for customers to rent and make a payment. It’s not a secret that a car make and a car model have implications on the cost of a vehicle and its quote. That’s why any customer can get an immediate quote based on the car make and model he/she chose, and then make a decision to rent it or not.

quotes

By pressing the Quotes option in the main menu, you can see a table and find the following information presented below:

  • #
  • Customer name (First/Last)
  • Customer e-mail
  • Pick-up date
  • Drop-off date
  • Vehicle class (economy, comfort, premium)
  • Total Price
  • Status (Started, E-mail sent)

Payments

Paying for things online is too important for customers in today’s digital world. That’s why offering sophisticated payment options allows you to make the payment process as fast and easy as possible. You can reach the Payments page from the corresponding option in your main menu. Here you can find the following information:

  • #
  • Customer Name
  • Customer E-mail
  • Amount
  • Payment type (Credit Card)
  • Date
  • Status

payments

When accepting payments online, you can definitely increase the customer base and boost sales. In addition to that, not only can you capture payment information, but you can learn more about your customers and improve your rental services. The fact is that only by meeting customer demand can you increase product sales and improve customer service.

Calendar

With the Calendar option, you can see all the reservations you have on your agenda. When a user makes a reservation, it is automatically created in your calendar. You can reach the Calendar page by pressing the exact same option on the main menu. At the top, you can find the search form that saves you time if you are looking for the car model. Also, you can find timeline buttons - week, month, 3 months, 6 months, year. If you place your mouse over any field in the table, a little bubble appears to display more detail information about a car reservation. That means you don’t need just to look at a pick-up and drop-off date, number of reservation days, etc.

calendar for booking cars

By clicking the colored object, you will be redirected to the detailed information:

  • Rental information
  • Charge information
  • Vehicle information
  • Renter information

Vehicles

With the Vehicles option, you can easily browse the vehicles you have in your fleet. Whether the car is on rent, under repair or available, all that information is shown in the well-structures table. By selecting the Vehicle menu option, you will be redirected to the Vehicle page. It is comprised of 5 essential tabs such as:

  • All
  • Available
  • Dirty
  • On rent
  • Under repair

vehicles

Also, not only can you filter or search for specific information, but switch between tabs in a quick and easy way that speeds up and simplifies the fleet management process in your rental business.

Maintenance

If you are in a rental business, you shouldn’t ignore preventive maintenance. With that option, you will be always aware of regular maintenance that can help you to increase the lifespan of your vehicles, keep your renters happy and save money on repairs in the future. On the Maintenance page, you will find information and see a number of maintenance-related procedures that should only be handled or in the process now.

maintenance

Repair orders

You can find the Repair orders page in the corresponding option in your main menu. This option is very useful and comes into play if you want to keep abreast of any issue happened to your fleet. All the information about repair orders is presented in the table. Here you can find the following columns:

  • Vehicle #
  • Due
  • Scheduled
  • Started
  • Status
  • Progress
  • Total Cost

repair orders

Customers

All the customers you can see on the Customers page. Once you press the corresponding option in your main menu, you are redirected to that page. Thanks to the Customers page, you always keep abreast of how many users are using your service. Not only can this feature help you to store information about all users, but also it helps you to make data-driven decisions.

customers

Agreements

Dealing with agreements is a part of running a rental business. You will have a number of business relationships involving some type of contractual commitment or obligation. With the help of that feature, you can find all the agreements signed with users. They can be automatically saved as secure PDFs or easily downloaded, shared with all involved parties, or printed for future reference.

agreements

Reports

With a flexible and sophisticated reporting option, you can professionally manage and optimize your business processes, reduce expenses, and manage risk and compliance. You can reach that page from the corresponding option in your main menu. As your business grows, you would have a rapidly expanding customer base that should be managed more effectively. With the Reports option, you can sharpen decision-making and compete in a highly unpredictable business environment.

reports in car reservation system

Notifications

With the Notifications feature, you can provide the user with reminders, or other timely and helpful information about your rental services so that users take action directly from the notification. This feature is essential if you want to maintain the connectivity with the users. Whether you want to notify users about an expired rental period or some opportunities for standing customers, this feature is a good choice.

Administrator Dashboard

On the Administrator Dashboard, you can see the widgets that are specific areas of your dashboard:

  • Overdue
  • Today’s drop offs
  • Today’s pick-ups
  • Pending payment
  • On repair
  • Opened agreements

administrator dashboard

With the help of the widgets, you can view or perform specific actions in the car rental system more fast and easy. Your main menu allows you to reach essential areas of the car reservation system. The main menu includes:

  • Reservations
  • Rates
  • Transactions
  • Calendar
  • Vehicles
  • Maintenance
  • Repair orders
  • Users
  • Agreements
  • Statistics
  • Settings

Reservations

It’s an excellent feature that allows you to be aware of all the reservations happened within the platform. All the information is well-structured and presented in an easy to read format that speeds up the process of familiarization with reservation data and saves time and resources when making business decisions.

all car reservations

Rates

You can easily find the Rates page in your main menu. With rates feature, you can easily set a price for your cars. Based on that data, all the calculations are proceeding.

  • Base rate
  • Fuel Charges
  • Equipment and services
  • Collision damage waiver
  • Road tax
  • Vehicle rental tax
  • Discounts and coupons
  • Breakdown assistance

price for your cars

However, setting rates isn’t a simple task. You should do in-depth research to make sure you set the right rates because fees and options can increase the base price exponentially.

Users

In the corresponding option from the main menu, you can find the information about the users. Whether it is a renter or a manager, all information is displayed in the table. Here you can see the following columns:

  • #
  • Name
  • Role (renter/manager)
  • E-mail
  • Phone number
  • Actions

users information

Also, you can edit, add, update or delete any information presented in the table in one click. That collected data can be used for various marketing strategies. Not only can you learn more about your users, but also you can make wise data-driven decisions.

Statistics

Being the most powerful feature of the system, statistics provides great opportunities to keep abreast of how profitable and successful your business is. On the Statistics page, you can see a wide number of dashboards:

  • Sales Status
  • Vehicle Status
  • Rates Overview
  • Customer Satisfaction Overview
  • Rental Management

statistics of car reservation system

As a result, you can easily retrieve a summary of your sales, always know exactly what is happening to your fleet - what is under repair, rented or on sale, to measure of how your rental services meet customers' want and needs.

Settings

Directly from the main menu, you can reach the Settings page. You can make some changes within the reservation system. On the Settings page of the car reservation system, you’ll find the following widgets:

  • General Settings
  • Email Settings
  • Notifications Settings
  • Integrations
  • Security Settings

settings page

If you want to make any alterations to email or notifications settings, security settings or others, just select the corresponding widget to be redirected to that page.

Why do you need a reservation system for your car rental business?

Let’s find out why a reservation system can be great solution for your car rental business.

  • You can automate rental business processes to eliminate paper-based work.
  • You can keep all the information about car reservations in one place.
  • You can manage clients’ complains faster and more easily.
  • You can concentrate more on your business and less on tedious, time-consuming tasks.
  • You can calculate complex rates hassle-free.
  • You can have access to e-mail/agreements templates that speeds up pick-ups and drop-offs process.

How a car reservation system improves your business

If you are a business owner of the car rental business, you definitely need a reservation system that provides you with a wide range of options and features. If it properly implemented, you can gain lots of opportunities in managing and delivering rental services to the customers. Here we are going to let in some daylight on the subject of how a car reservation system can improve your business. Keep on reading!

  • Streamlines the process of renting and managing a fleet.
  • Offers multiple suppliers within one platform to save users’ time and resources.
  • Provides safe vehicles that retain customers and increase referrals.
  • Cuts down on administration processes to improve business efficiency.
  • Delivers up-to-date analytics to see how your business performs.

This is not all list of opportunities you can get after car reservation system implementation, but we sure you grasp the idea.

Advantages of using car rental software

It is no doubts, that a car rental software provides business owners with a variety of options to take into account. Let’s consider them below:

  • Round the clock service: users can book any car based on their needs and desires 24/7 that allows you to grow your rental business to new heights.
  • Hassle-free booking process: users can make payments online while business owners can accept secure online payments in all currencies.
  • Flexible rates: system automatically calculates the exact price for the users according to the rates and policies.
  • Instant quotes: users can get quotes directly within the reservation system.
  • Seamless integration: you can easily embed the rental booking system into existing systems.
  • Invoices: documents can be dynamically created and attached to automated emails as PDFs.
  • Stats and reports: you can get detailed up-to-date analytics.
  • A variety of payment gateways: you can process over 50+ payment gateways.

Disadvantages of using car rental software

Unfortunately, car rental software has some limitations. Let’s reveal them below:

  • There is also a risk of the fleet technical failure or breakdown that involves some expenses and time to repair.
  • You may need to update your software based on changing trends and always keep abreast of new innovative features and options to outperform your competitors.

As you see above, there are more advantages than disadvantages that car rental software can include.

Key features of car rental booking software

As you may know, car reservation system allows business owners to manage rental business more effectively and hassle-free. All the features should be customizable and meet users demands. Let’s summarize all the presented above feature of the car reservation system below:

  • Quick and easy quote.
  • Real-time vehicle availability.
  • Secured payment processing.
  • Unlimited pick-up and drop-off locations.
  • Customize fees for different locations.
  • Instant reservation confirmation.

Benefits of the car reservation system

Below you can read about the benefits that a car reservation solution provides for your business:

  • 24/7 accepting online reservations and payments.
  • Sophisticated rates model.
  • Highly secure payment gateways.
  • Automation or sync with existing tools.
  • Removing the paper-based processes.
  • Making data-driven decisions based on detailed statistics.
  • Creating personalized agreements with custom fields.
  • Improving your fleet management.

Bottom line

If you are in the car rental business, manage your business more efficiently with a top-notch solution - a car reservation system. With the sophisticated features and functionality, you can grow your business and drive revenue. The customers can easily rent any car based on their preferences through the website or mobile application, while a business owner gets notified immediately. We, at DDI Development, have a vast experience in delivering actionable digital solutions for companies of any size and business verticals. Let us know if you want to provide your customers with more value, speed and convenience.

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