Rental software development for hire companies that run availability from a calendar
In car and equipment hire, the costly mistakes are double bookings and units that sit idle. The rental software we build starts with availability per unit, online booking and payment for the dates people want, licence and ID scans instead of emailed photos, and damage checks at pick-up and return. Booking and document scans are close to what we built on a car-service site with slot booking and a registration-document scan.
What goes wrong at the hire desk, and what we build for it
Double bookings and idle units at the same time
Availability lives in a calendar or a spreadsheet, so one van is booked twice while another sits in the yard.
What we buildAvailability per unit and per depot, with a booking that holds the unit the moment it is made.
Customers can’t book for their dates
They send a message, wait for a quote, then pay by bank transfer, and some give up halfway.
What we buildOnline booking with your prices for the chosen dates, add-ons, and payment through a card provider such as Stripe.
Licence photos arrive by email
Staff type names, numbers and expiry dates from photos into the contract.
What we buildA document scan at booking, so the photo fills in the customer’s details. The car-service site uses a registration-document scan in the same way.
Damage disputes after return
The check-out sheet is paper, and nobody can prove the scratch was already there.
What we buildA pick-up and return check on a phone browser with photos, time-stamped and attached to the rental, so the deposit decision has evidence behind it.
The rental platform takes a cut and can’t price your way
It charges per booking and can’t handle seasons, long-term rates or business accounts.
What we buildBooking on your own site, with seasonal and long-term prices from a sheet you edit, and accounts for business customers.
Nobody knows which units earn their keep
Without days on hire per unit, you end up buying kit you didn’t need.
What we buildUtilisation per unit and per depot, worked out from the bookings already in the system.
A van out for the weekend
Booked online
The customer picks the dates, sees only vans that are free, pays a deposit and uploads a licence scan.
Checked out at the depot
Staff walk round the van with a phone browser: photos, fuel and mileage saved against the booking.
Checked in on return
The same walk-round, with the pick-up photos side by side, so new damage is clear to both sides.
Closed
The deposit is released or the damage is noted with photos, and the van is free for the next booking.
An example of how it would work, not a client story.
Units, bookings and depot checks
What we build
What we build for a hire company
The booking and the document scan follow what we built on the car-service site: online booking written to Google Calendar, a registration-document scan that fills in the car’s details, and a message to the team.
- Availability per unit and depot, held at booking.
- Online booking and payment with seasonal and long-term prices.
- Licence and ID scans at booking.
- Pick-up and return checks with photos, attached to the rental.
Running bookings from a calendar?
Tell us how a rental goes from enquiry to return today.
From first call to go-live
Tell us what happens today
Tell us how bookings, payments and returns are handled now, and how many depots you run. We reply within one business day, usually within a few hours.
A free first look
An online call, and an outside check of your site with XRay, our own audit tool. A deeper audit is scoped after the call.
Build, or take over
We build the missing parts, or take over a system someone else built. One team covers analysis, build, testing and DevOps.
Keep it running
Fixes, security updates and new features. Hourly billing, one rate for the whole team, a report every week.
You own the code, the data and every account. More on how we work and the systems we have built.
What this doesn’t do
No telematics or trackers. We use the data your vehicles or tools already expose. We don’t fit or sell devices.
No insurance or contract terms from us. Your rental terms and cover stay with your advisers. We put them into the booking.
No prices before we talk. Billing is hourly with weekly reports, scoped after the call.
Questions we get from hire companies
Can customers book and pay online?
Yes. They choose dates and add-ons, see the price your rules give, and pay through a card provider such as Stripe. The unit is held as soon as the booking is made.
Can licence details be read from a photo?
The car-service site we built fills in car details from a scan of the registration document. Licence and ID scans at booking work on the same idea.
Can we take a deposit?
Yes, as part of the payment step, with the release or deduction recorded against the return check.
Who owns the system?
You do. You own the code, the data and every account.
Where to go from here
Double bookings and idle units?
Tell us how availability, deposits and damage checks are tracked now.
We reply within one business day, Tallinn time (EET), usually within a few hours. No obligation.