Car Rental Software Features

Reservations

View all your reservations from the Control Panel, print or email them, and filter them using various criteria, such as date, status, name, vehicle, location, rates, and more. From the reservation, you can edit and print a contract.

Quotes

Provide fast and accurate quotes over the phone or at the counter, and print or send them within seconds. Quotes can be fully edited at any time and easily emailed to customers. When the customer is ready to proceed, a quote can be instantly converted into a reservation or a rental agreement contract, streamlining the entire workflow.

Contracts

Generate a fully customizable rental agreement instantly from a quotation or reservation, with options for digital signatures, print-friendly layouts, and complete audit-trail tracking. The system supports multilingual templates, email delivery of signed agreements, embedded payment and authorization fields (including deposits, credit card holds, and liability forms), as well as seamless vehicle-swap workflows that keep the contract open while transferring units. Customize terms and conditions by location, rate code, or vehicle class, and quickly access contract history, status indicators (open, closed, overdue), and associated accounting entries.

You can also easily edit your contract at any time—add a clause, remove a clause, adjust fees, or update the wording on the fly, giving you full control over compliance and customer communication without the need for technical support.

Advanced quote engine

You name it, calculating rates, prorating season cut-offs, and charging daily extras or drop-off fees. No matter the complexity of your business rules, our exclusive quoting engine is custom-coded to calculate quotes precisely how you would and faster.

Renter Age Groups

The quoting engine allows you to define how you want to handle multiple age groups. You can have an explicit underage charge when the renters are below a certain age. The underage driver fee can vary depending on the renter's age and other variables, such as vehicle class, locations, rate codes, etc.

Calendar Day or 24 hour day

You have the choice to create a calendar day or a 24-hour day rate code.

Multiple rates

You can create multiple rates calculations for your customers, Corporate rates, Hotel rates, Referrers, and website rates. Set by locations, vehicles, seasons, charges, etc.

Minimum and Maximum Rentals by Vehicle and Seasons

Easy to add minimum or maximum rentals days on your website for your fleet on just one screen. You also can add dependency by seasons. Go to the rate chart and add the minimum or maximum hours as a default or by vehicle.

Pick-up and drop-off locations

Whether your business is a small entrepreneur company or a worldwide corporation, our flexible design lets your company grow as it needs to. You can, for example, start with just a few locations, and later on, as your business grows, add more pick-up and drop-off options and even group them by different geographical regions. This way, you can offer your valued customers a better service.

One-way fees

When a vehicle is returned to a location other than the one it was picked up from, you can charge a one-way fee. This fee can be tailored to any combination of pick-up and drop-off locations.

Custom Business Rules

Your company can be tailored to match your existing business rules.

Simple Pricing Rate Management

Looking to simplify your car rental pricing strategy? Discover our new Simple Pricing feature! Easily adjust rates based on duration, season, location, and more. Streamline your process and boost customer satisfaction. Learn more about Simple Pricing here.

Tier pricing

Tier pricing refers to having different rental rates or price "tiers" based on the number of days and type/size of vehicle rented. The software allows car rental companies to set up these pricing tiers for their fleet. You can also use season and even % to change your rates faster. When a customer searches for and selects a rental car, the base rate for that vehicle's pricing tier will be shown. Tiered pricing allows rental companies to charge more for high-demand vehicles while keeping economy cars affordable, maximizing fleet revenue.

High-seasons and low-seasons by locations

Most business owners know that demand has a direct effect on prices. Furthermore, most car rental agencies also recognize that the market in the travel industry isn't near as stable as they would like it to be.

Rates Update

With the mass rate updates feature, you can change all your rates by an amount or a % with just a couple of clicks to all your locations, vehicles, or seasons.

Customize charges for your operation

Customized charges for your type of operation, by %, daily, by an amount. With a minimum or maximum amount.

Taxes

Depending on where your vehicles are picked-up, you might need to charge different taxes depending on location. Our system lets you do this, allowing for sales taxes, airport taxes, and so forth.

Fixed and calculated amounts

You can use either fixed or calculated amounts in all fees, which gives you the flexibility of choosing to charge a specific amount when you need to or let the system do the work and calculate it automatically. Daily rates, weekly rates, pick-up, and drop-off fees, airport taxes, etc., can all use these two pricing schemes.

Fleet Usability

Quickly view how your vehicles are performing with color-coded utilization graphs. See usage by vehicle class or individual unit, helping you spot high-demand categories, optimize pricing, and make smarter fleet purchasing or retirement decisions.

Fleet management

Manage your fleet, run usability reports, and get information when service is due.

Track inventory of your accessories

When you open and close the rental contract, track your GPS, baby seats, cell phones, etc. The system will prevent losing any rental equipment. Run reports to see the accessory's location and if they are in an open rental agreement.

Vehicle classes groups

The system allows you to organize your vehicles into different groups to make it easier for your customers to choose—for example, Standard Cars, Convertibles, SUVs, Exotic Cars, etc. The system lets you add the same car into several groups.

Available Vehicles by locations

You can offer different vehicles at different locations. For example, the cars you provide in Florida might differ from those in New York.

Blackout management

When demand grows out of control, you can place manual blackouts to prevent further reservations for certain vehicles at specific locations to be submitted. Display Blackout vehicles with a message letting your customers know exactly on which date the blackout end so that they can change the car, the dates, or both.

Swap Multiple Units Under the Same Contract

Car Rental Solutions allows rental agents to swap multiple vehicles under a single active contract, giving them full flexibility when customers need a different unit or when fleet conditions change. Each time a vehicle is swapped, the system automatically closes the outgoing unit so it becomes available in the fleet immediately, while the contract itself remains open and uninterrupted.

This ensures accurate availability, faster turnaround, and smoother operations. Agents can also print separate unit pages within the same contract, providing clear documentation for every vehicle involved in the rental period. This powerful feature streamlines workflow, improves fleet utilization, and enhances the customer experience with quick, efficient vehicle changes.

Business hours

Every location has individual control of business hours, which allows you to specify when they open and when they close on a day-by-day basis.

Holidays

Override your opening and closing hours of operation by setting your opening and closing times for different holidays throughout the year.

Location restrictions

Every pick-up location lets you specify which areas are allowed for dropping-off vehicles and which are not.
You can restrict locations for pick-up or drop-off and the hours of operations for those locations. Rental Locations can be allowed for drop-off or pick-up only. Pick-Up hours can be different from drop-off hours.

Fleet activity

The fleet activity is a graphic view of your fleet. Vehicles on rent, open contracts, confirm reservations, unit lock, and unit relocation.

Multi-Branch Inventory Sync

Our Multi-Branch Inventory Sync keeps every vehicle’s status up to date across all locations. Whether you operate two branches or twenty, the system automatically manages availability, transfers, pickups, and drop-offs in real time. Rental agents can move vehicles between locations, block units, or assign cross-branch reservations without double-booking or manual inventory updates.

Reservation System Upgrade Options

Your reservation system offers customers instant upgrade or downgrade choices based on the vehicle they select. As soon as a customer picks a unit, the system automatically displays available alternatives—whether it’s a higher-end model, a more economical option, or a different vehicle class—making it easy for them to customize their rental. This improves conversions, boosts upsells, and gives customers more flexibility during the booking process.

Online Booking & Payment Gateway

Allow customers to reserve, pay, and confirm bookings anytime with our secure Online Booking and Payment Gateway. Accept all major credit cards, Apple Pay, Google Pay, or standard online checkout options. The system can process deposits, pre-authorizations, and full payments instantly. Customers receive automatic email confirmations, and all payments sync with the rental contract for full financial accuracy.

Multi-language car rental booking system

English, Spanish, French, Portuguese, and Icelandic are available.

Our unique optional system lets you offer your services to more potential customers from all over the world. By making your website available to a broader audience, you can aim for previously unexplored markets.

e-sign rental agreement

Go Paperless with Electronic Signature in your office or when delivering a vehicle, capture electronic Signatures and send signed rental agreement by email or print it. No additional software to download; use your Ipad.

Auto-responders

Our system also sends autoresponders when your customer creates a new reservation, edits, and cancels. In multiple languages websites, your customers will receive an automatic notification email in the language that the reservation was created.

Extras

You can set up any optional extras for your vehicles, like a baby seat, a GPS, a DVD player unit, or whatever you want to offer. Your customers will then be able to add these extras to their vehicle reservation on your website, and the quote will be recalculated accordingly.

Credit Card Acceptance on your website

You can accept credit card information on your site. SSL certificate will allow the credit card information to be sent securely over the internet.

Specials

Display on your Home page the vehicles you are running special rates. It is easy to make changes in the control panel.

Real-time availability by vehicle

Check your entire fleet or just a few cars for availability. The system checks for the returning units on rental agreements and confirms reservations to see if any vehicles class are available.

Rate Code Promotions

Rate Code - Rate Codes allow you to offer flexible promotions across daily, weekly, monthly, or weekend rentals. When a customer enters a valid code, the system instantly displays the applicable discount for selected vehicles or the entire fleet. You can configure each Rate Code by location, vehicle class, and date range for fully targeted campaigns. Additionally, promotions can include extra items or add-ons—such as GPS, child seats, insurance packages, or other optional services—providing even more value and customization for your customers.

Coupon Codes Promotions

Coupon Code - Coupon Codes provide a fast and simple way to offer fixed-amount or percentage-based discounts. Easily assign coupons to specific vehicles or locations and set expiration dates for time-sensitive promotions, giving you full control over short-term discounts and marketing campaigns.

Affiliate support

Our integrated affiliate system enables businesses, travel agencies, influencers, and bloggers to promote your car rental services. Learn more about affiliate referral system.

PayPal Integration in your website

You will be able to take credit card payments through PayPal. Your users don't require to have a PayPal account.

Customize charges for your operation

Customized charges for your type of operation, by %, daily, by an amount. With a minimum or maximum amount.

Taxes

Depending on where your vehicles are picked-up, you might need to charge different taxes depending on location. Our system lets you do this, allowing for sales taxes, airport taxes, and so forth.

Fixed and calculated amounts

You can use either fixed or calculated amounts in all fees, which gives you the flexibility of choosing to charge a specific amount when you need to or let the system do the work and calculate it automatically. Daily rates, weekly rates, pick-up, and drop-off fees, airport taxes, etc., can all use these two pricing schemes.

Reports

Generate and print a wide range of operational and financial reports, including Pending, Confirmed, Canceled, and Voided reservations; Units Available and Units on Rent; Open and Closed Contracts; Sales and Rate Reports; Unit Sales Reports; Reservation Summaries; Payments Received; Rental Agent Commission Reports; Usability Reports; Contracts by Vehicle Class; Contracts by Country; Total Sales Reports, and more. Car Rental Solutions equips you with comprehensive, real-time reporting to keep your business running smoothly and efficiently.

Smart Fleet Dashboard

The Smart Fleet Dashboard gives you a real-time overview of your entire operation. Instantly see which units are available, on rent, overdue, or in maintenance. Track upcoming reservations, returns, and fleet utilization across all locations in one clean interface. This helps rental managers reduce downtime, accelerate turnaround, and make better decisions about vehicle allocation and scheduling.

Track conversions using Google analytics

Easily monitor performance by pasting your Google Analytics tracking code directly into the control panel. Use GA Goals to track reservations, form submissions, and other key conversion events with precision.

Branches

Creates as many branches as you need with a specific Time Zone. Send reservation email by location.

Multi-user varying access level

Add as many users to your account as possible, with different access levels. You decide what they can and cannot do with user permission roles.

Role-based permissions

Simplify the access level management of your users (agents) by creating roles with preset permissions. Role permission is the fastest way to assign permissions to users. — for example, Managers, Reservation Agents, Rental Agents, etc.

Content management system (CMS)

Easy to create or change your website pages content.

Auto-responders

Our system also sends autoresponders when your customer creates a new reservation, edits, and cancels. In multiple languages websites, your customers will receive an automatic notification email in the language that the reservation was created.

Affiliate support

Our integrated affiliate system enables businesses, travel agencies, influencers, and bloggers to promote your car rental services. Learn more about affiliate referral system.

Track conversions using Google analytics

Easily monitor performance by pasting your Google Analytics tracking code directly into the control panel. Use GA Goals to track reservations, form submissions, and other key conversion events with precision.

And much more!