Self-drive car rental management
Complete self-drive rental desk — smart booking and trip management, digital customer wallet with full ledger, client self-service portal, automated billing from wallet, trip extend approval workflow, fleet availability calendar, SMS and email notifications, mobile client panel, and reports. Built for modern self-drive fleets in Bangladesh and beyond.
Use cases
- Self-drive daily, weekly, and monthly hire with one-click trip activate and return close.
- Digital wallet per client — top-up, refund, adjust, and auto-bill on trip close.
- Client portal link for wallet top-up, trip view, extension request, and receipt download.
- Fleet calendar preventing double-booking across sedans, SUVs, and multi-branch counters.
- Extension approval workflow — client requests, admin approves, both get SMS/email.
- Reports for revenue, utilization, wallet activity, and export-ready accounts packs.
Why you need this
- Manual bookings cause double-booking chaos — live calendar and conflict guard fix that.
- Cash payments are hard to track — digital wallet ledger gives every taka an audit line.
- Clients call for every update — self-service portal ends the phone queue.
- Spreadsheet invoicing on trip close wastes hours — auto-bill from wallet in seconds.
- Extension requests over WhatsApp get lost — approval workflow with notifications keeps both sides aligned.
- Fleet owners need utilization and wallet reports — not month-end Excel reconstruction.
Key modules
Typical workflows
- Register client → create wallet → book vehicle → activate trip → client portal live → extension or return → auto-bill wallet → invoice PDF.
- Client extension request → admin approve → calendar update → wallet charge → SMS both parties.
- Low wallet alert → client top-up via portal or desk → ledger post → next booking cleared.
- Month-end → revenue, utilization, and wallet export → accounts close without re-entry.
Smart booking & trip management
Create trips in seconds — set vehicle, dates, rental rate, and activate with one click. Full lifecycle from booking to return without double-booking chaos.
One-click trip create
Pick vehicle, start/end date, daily/weekly/monthly rate, and deposit — trip draft ready in seconds.
Vehicle assign
Live availability blocks double-booking — only free units appear on the booking screen.
Activate trip
Hand over keys and activate — client gets SMS/email confirmation and portal access instantly.
Return & close
Close trip on return — odometer, fuel, and condition captured before billing runs.
Trip lifecycle log
Every status change — booked, active, extended, closed — timestamped on one trip record.
Conflict guard
Overlapping dates on the same plate blocked at save — no manual calendar checks.
Digital customer wallet
Each client gets a personal wallet. Top-up, refund, adjust, and track every transaction with a complete audit ledger — no more untraceable cash.
Personal balance
Every hirer has a running wallet balance — visible to desk and client portal.
Add funds
Cash, bank, or mobile money top-up posts to ledger with receipt and staff user stamp.
Refund & correction
Admin refund or adjustment lines with reason code — full audit trail, no silent edits.
Transaction history
Every credit and debit — top-up, rent charge, extension, refund — on one searchable ledger.
Auto deduct
Trip close and extension charges deduct from wallet balance before invoice generates.
Client self-service portal
Send clients a unique portal link. They top-up their wallet, view trips, download receipts — no app install needed.
Unique portal link
One secure link per client — share by SMS or email, no password reset calls.
Self top-up view
Clients see balance, top-up history, and due amount before next trip.
Trip list
Active, upcoming, and past trips with status, dates, and vehicle on one panel.
Receipt download
PDF receipts and invoices available instantly — no desk request needed.
Automated billing & invoicing
Rental charges calculated automatically by day, week, or month. Invoice generated on trip close, directly from wallet balance.
Day / week / month
Contract rate rules applied automatically — prorated days, weekly blocks, monthly flat.
Auto charge
Rent, extension days, and extras calculated on close — no spreadsheet re-entry.
Balance deduct
Charge posts to wallet ledger first — client sees deduction before PDF invoice.
PDF on close
Invoice number, line items, and payment status generated when trip closes.
Shortfall alert
Insufficient wallet balance flags desk before handover on next booking.
Trip extend & approval workflow
Clients request extensions from their panel. Admins approve or reject instantly — both sides get notified automatically.
Client requests
Hirer submits extension dates from portal — reason and new end date captured.
Desk notification
Admin gets SMS/email alert with trip, vehicle, and requested days.
Approve or reject
One-click approve extends calendar and rate calc — reject sends reason to client.
Wallet check
Extension charge preview shown — approve blocked if balance insufficient.
Calendar update
Fleet availability calendar updates live — no overlap with next booking.
Client confirm
Both parties get SMS/email with new end date and updated invoice preview.
Fleet availability calendar
See which vehicle is booked on which date at a glance. Prevent double-booking with a live visual calendar across your entire self-drive fleet.
Visual month view
Every plate on one board — colour blocks for booked, free, and workshop downtime.
Find free unit
Filter by class, branch, and date range — desk sees available cars in seconds.
Overlap block
Save rejected when dates clash — calendar and booking screen stay in sync.
Workshop slots
Garage days greyed out — unit not bookable until service job closes.
Multi-branch
Dhaka, airport, and regional counters share one register with branch filter.
Drag to extend
Admin can adjust end date on calendar — triggers approval workflow if client-initiated.
SMS & email notifications
Automated alerts for booking confirmation, trip start, extension approval, and payment — via SMS and email without manual follow-up.
Booking confirm
Client and desk get SMS when trip is booked and wallet top-up received.
Trip start
Activation email with portal link, vehicle plate, and return date reminder.
Extension alert
Admin notified on extension request — client notified on approve/reject.
Payment due
Low wallet balance and invoice due reminders before next handover.
Return reminder
Automated SMS 24h before contract end — reduces late returns and disputes.
Invoice sent
PDF invoice link by email on trip close — receipt copy to client wallet history.
Client panel — mobile-friendly
Clients log in to see their trips, wallet, receipts, submit support tickets, and track live trip status from any phone browser.
Mobile-first UI
Responsive panel works on any phone — no app store download required.
Support tickets
Client raises issue from panel — desk sees ticket linked to active trip.
Live trip status
Booked, active, extension pending, closed — updated in real time on client view.
Receipt archive
All past invoices and top-up receipts downloadable from one history list.
Reports & analytics
Filter reports by date, vehicle, or client. Export-ready summaries for revenue, trips, wallet activity, and fleet utilization.
Revenue summary
Daily, weekly, and monthly hire income with vehicle-wise and branch-wise breakdown.
Utilization
Days on hire vs idle per plate — spot underperforming units before peak season.
Wallet activity
Top-ups, charges, refunds, and outstanding balances export for accounts.
Client report
Repeat hirers, overdue wallets, and trip count per client for marketing and credit control.
Trip report
Filter by date range, vehicle, status — extensions, late returns, and close rate.
Excel export
Accountant-ready CSV/Excel for revenue, wallet ledger, and utilization packs.
Roadmap — what's coming next
We're constantly building. AI damage detection, GPS live tracking, online booking widget, dynamic pricing, ID OCR verification, and multi-currency support are on the way.
AI damage detection
Upload post-trip photos — AI detects and reports damage automatically.
GPS live tracking
Real-time vehicle location on map during active self-drive trips.
Online booking widget
Embed a booking form on your website — clients book directly.
Dynamic pricing
Surge pricing by demand, season, or vehicle type — set once, runs automatically.
ID & license OCR
Scan NID or driving license — auto-fill details and verify validity.
Multi-currency
Accept payments in multiple currencies for international clients seamlessly.