Booking system for rental vehicles with automatic AADE integration.
Booking management for rental vehicles on one screen: every car and every booking on one timeline. Close the gaps with a click, collect deposits, report to AADE and issue invoices automatically.
The Fleetsmart booking planner: every rental vehicle on one row, every booking in its place.
What a car rental booking system actually does
Booking management for rental vehicles is more than a calendar. It is real-time availability, deposits, cancellation policies, team tasks, the emails that keep your customer informed and AADE declarations, all connected to each other. Fleetsmart keeps them in one place, so the whole team works from the same picture.
What happens without a single booking system
Most rental offices do not lose revenue for lack of demand. They lose it because their bookings live in three different places.
Double bookings happen because nobody is looking at the same calendar
Phone bookings, email bookings and OTA bookings with no shared view of availability means that sooner or later two customers turn up expecting the same car on the same day.
Cancellations eat the margin, because there is no policy, only negotiation
Without tiered refund rules, every cancellation turns into a phone conversation. You either lose the money or damage the relationship.
AADE reporting stays a chore for the end of the day
Declaring every pickup and return by hand costs hours a month, invites mistakes and ends up as extra accounting fees.
A car rental booking system solves all three at once, because the calendar, the payments and the compliance all live on the same booking.
A booking calendar and planner for every rental vehicle
Every car, every booking, on one timeline. Drag to change dates, spot conflicts instantly and see which vehicle is free on any date, with no cross-checking.
- Colour-coded by booking status
- Drag a booking to another vehicle or day
- Instant conflict & double-booking detection
- Hourly/daily zoom, filters by category
Automatic rearranging for better booking utilisation
The Optimize button automatically rearranges assignments to close dead gaps and squeeze more paid days out of the same fleet. More utilisation from cars you already own.
- Automatic booking rearranging
- Close gaps between rentals
- More paid days, same fleet
Automatic update emails for every customer booking
The moment a booking is created, paid, changed or cancelled, the customer gets an email in their own language, with your logo on it. Your desk never has to write a confirmation by hand again.
- Confirmation with reference, dates, vehicle, extras and total
- Status, cancellation and refund emails sent automatically
- Invoices and receipts attached as PDF
- Secure link and PIN to open the booking, no account needed
Deposits & policies that protect you
Collect fixed or percentage deposits online or at the counter, and set tiered refund rules so cancellations are handled fairly and automatically, with no case-by-case negotiation.
- Fixed or percentage deposit, online or at the counter
- Tiered refund rates by category
- Automatic refund calculation
Extras that raise booking value
Configurable extras appear at checkout and in-store, turning every rental into a bigger ticket, with no sales pressure on your staff.
- Configurable extras per business
- Fixed or per-day pricing
- Shown in online & in-house checkout
- Attach-rate tracking in analytics
Tasks & automations
Bookings automatically trigger the operational work around them, so nothing slips between the end of one rental and the start of the next.
- Automatic actions on booking events
- Tasks with priorities & categories
- Automatic overdue detection
- Team notifications
Built-in AADE compliance (myDATA DCL)
Check-in and check-out are reported to AADE directly from the booking, with automatic resubmissions and an audit trail. Compliance happens in the background, instead of at the end of the day.
- Automatic DCL submission on check-in/out
- Secure credential encryption
- Automatic resubmission of failures
- Audit trail per booking
Invoices & receipts, automatically
Branded invoices and receipts are generated from the booking with correct numbering, ready to send or file, with no separate accounting step.
- Automatic generation from the booking
- Correct sequential numbering
- Branded documents (logo & details)
- Ready to send or file
Accept online bookings for every vehicle, in seconds.
Available
Available
Booked
Available
AvailableFrequently Asked Questions
If you have more questions, feel free to contact us.
It is a platform for booking management across your rental vehicles: one shared calendar for the whole fleet, where bookings from your site, the phone and the OTAs all land, with automatic availability checks, deposits, invoicing and AADE submission.
The timeline shows every booking visually, automatically blocks vehicles with active bookings and updates in real time. A spreadsheet does none of that.
Yes, fixed or percentage, online or at the counter. You also set tiered refund rules by category and the calculation happens automatically on every cancellation.
Yes. Check-in and check-out are reported automatically (DCL), with secure credential encryption, automatic resubmissions and a full audit trail per booking.
Yes. Branded, sequentially numbered documents are generated automatically from the booking, ready to send or file, with no separate accounting step.
Yes, automatically. A branded confirmation goes out the moment the booking is made, and further emails follow when the status changes, when a booking is cancelled and when a refund is issued. Invoices and receipts are attached as PDFs. Every message is in the customer's own language, carries your logo and colours, and includes a secure link and PIN so they can open their booking without an account.
The availability system automatically blocks vehicles with active bookings and flags conflicts on the timeline, so double-bookings are avoided without manual checking.
Yes. An office with five cars needs the same booking management for its rental vehicles as an office with a hundred, just with fewer rows on the calendar. Import your fleet and start taking bookings on day one.
Bookings, fleet and daily operations in one platform.
Bring bookings, availability, fleet, pricing, payments, AADE and online booking together in one cloud platform built for car rental companies.
Give your team a clear picture of what is happening every day, and see FleetSmart in action before you decide.