Reservations
Record reservations, and open the rental agreement when the customer arrives.
Car Rental Software
Car rental software, from reservation to closed agreement
FleetArabia runs a rental from the first reservation to the final invoice: rental agreements, handover and return inspections, replacement vehicles, Salik and traffic-fine charges, and UAE VAT on every invoice line, in one cloud ERP.
Daily & Monthly Rentals
Salik & Fines Matched
UAE VAT Invoicing
One rental, one record
- 1
Reservation
- 2
Rental agreement
- 3
Handover inspection
- 4
On hire
- 5
Return inspection
- 6
Invoice with VAT
Every step reads and writes the same agreement
Rental Agreements
Agreements that follow the vehicle
A rental agreement is the record everything else hangs off: the vehicle, the customer, the inspections, the charges and the invoice. Counter staff open it from a reservation and keep it current until the vehicle comes back.
Daily and monthly agreements
Short rentals and monthly rental agreements are both handled as agreements against a vehicle and a customer.
Extensions and replacements
Extend an open agreement, or swap in a replacement vehicle without closing the contract.
Available vehicles and accessories
See which vehicles are available at the branch and add accessories to the agreement.
At the Counter
What counter staff work with
The front office is built around the branch: its customers, its vehicles and its shift.
Customer onboarding
Scan the customer's ID and driving license to fill in their details. The scan reads the document; a person confirms the values before they are saved.
Branch shifts and day book
Each shift has its own log, and the day book summarizes what the branch did.
Payment recording
Record how the customer paid against the agreement, using the payment methods set up in the system.
Vehicle collection
When a vehicle is collected from the customer, the collection is closed with its own inspection.
Inspections
Handover and return inspections
The vehicle is inspected before the agreement opens and again when it comes back: odometer, fuel level, photographs, signatures and damage marked on a vehicle diagram. The inspection can be done at the counter or by a link sent to the driver's phone.
Before the agreement opens
The handover inspection is recorded first, so the agreement starts from a documented vehicle condition.
At return
The return inspection records the readings and any new damage, which must carry a remark.
Vehicle Inspection →Salik, Fines and Parking
Charges matched to the agreement on hire
Toll crossings, traffic fines and parking charges arrive after the fact. FleetArabia imports them and works out which agreement had the vehicle at that moment.
Salik tolls
Import Salik toll files. Each crossing is matched to the agreement that had the vehicle at the time, then invoiced.
Salik import →Traffic fines
Import fines from a file or a data feed, find who had the vehicle, then allocate, verify, dispute and notify by email.
Traffic-fine import →Parking charges
Import parking charge files and match each charge to the vehicle and the agreement it was on.
Parking import →Invoicing
Invoices raised from the agreement
Because charges live on the agreement, the invoice is generated from it rather than typed again. UAE VAT is applied to every invoice line.
Bulk and summary invoices
Generate rental invoices in bulk, or a summary invoice for a corporate customer.
Credit notes and statements
Issue credit notes and give customers statements of their account.
Billing & Finance →Who Uses It
The people a rental passes through
Each role works in its own screens, on the same agreement.
Counter staff
Open agreements, onboard customers, do handover and return inspections, and record payments.
Branch supervisors
Close shifts and check the branch's day book.
Back-office staff
Import Salik, fine and parking files and resolve the charges that could not be matched.
Finance
Generate invoices, issue credit notes and send customer statements.
Related
Where car rental connects
Car rental shares its vehicles, customers and finance with the rest of FleetArabia.
Long-term rentals and leases
Corporate leases with quotations, acceptance and recurring billing.
Fleet Leasing →Workshop
Damage found at return can go to the workshop for repair.
Workshop Management →The cloud ERP
Finance, VAT, roles and approvals in the same system as the counter.
Cloud ERP →FAQ
Car rental software: common questions
Short answers about what the car rental module does.
Can one system handle daily and monthly rentals?
Yes. Short rentals and monthly rental agreements are both agreements against a vehicle and a customer.
How is a replacement vehicle handled on an open agreement?
The replacement is recorded on the same agreement, with its own handover inspection, so the contract stays open.
How are Salik crossings and fines linked to the right agreement?
They are imported and matched to the agreement that had the vehicle at the time of the crossing or offence. Anything that cannot be matched waits in an exception queue.
Can customers be onboarded by scanning their ID?
Yes. The ID and driving license are scanned to fill in the customer's details, and a person confirms the values.
Does it work across several branches?
Yes. Vehicles, shifts and the day book are kept per branch, within one company or several.
How is it hosted?
FleetArabia is hosted in the cloud and used through a web browser.
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See a rental from reservation to invoice
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