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No two car rental companies are the same. Some car rental companies cater to last-minute travelers who need a vehicle for a day or two, while others work with corporate clients who book months in advance. Airport-based rental companies need a fast check-in and checkout process, while local rental agencies often provide more personalized service and flexible pickup options.

But if your rental software forces you into a rigid workflow, you end up working around it instead of making it work for you.

Our software gives rental companies the flexibility to customize key settings, pricing, documents, and even more to match their specific operations. Here’s how Rentgine adapts to your business needs.

Custom Fields for Tailored Tracking

Rentgine car rental software makes it easy for you to track any specific details that are important to your business. If you have custom needs—such as tracking a vehicle’s fuel level—Rentgine allows you to create custom fields that will always appear on the rental details page for each vehicle. This feature helps you ensure that important information is consistently recorded.

• Create Custom Fields: Add fields for anything you need, such as fuel levels, tire conditions, or any other important vehicle status.
• Track Details Before and After Each Rental: For example, you can track a vehicle’s fuel level before and after each booking, ensuring consistency across your fleet.
• Multiple Input Options: You can choose whether you want users to type in their answers manually or provide ready-to-choose options using the multiple-choice feature, which streamlines the process for frequently recorded details.

Putting It into Practice:

A rental company that specializes in off-road vehicles may use custom fields to track tire pressure or fuel levels. Each time a vehicle is checked in or checked out, employees can easily update these fields using the multiple-choice options for fuel levels and tire pressure, ensuring that they have the most up-to-date information every time a vehicle is rented.

Customizing Rental Contracts to Fit Your Business

Rental agreements are a crucial part of any car rental business, and every company has its own policies. With Rentgine, you can tailor contracts to match your requirements while minimizing manual work.

• Edit contract templates to include your company’s terms, conditions, and disclaimers.
• Add custom fields for insurance options, extra fees, or specific rental details.
• Send contracts directly to customers via email, reducing paperwork.

What It Looks Like in Action:

A car rental company specializing in long-term corporate rentals sets up a contract template with custom fields for company names, billing details, and mileage limits in the car rental software solution. Once a rental agreement is created, Rentgine automatically fills in the contract with the client’s details, making the process quick and error-free.

Customizing the Signing Process for a Faster, Paperless Workflow

Printing, signing, and scanning contracts can slow down the rental process. Rentgine eliminates these extra steps by letting you customize how and where customers sign rental agreements.

• Enable digital signatures–customers can sign the contract on the spot using your company’s tablet or remotely using their own device.
• Ensure secure and legally binding agreements without needing physical paperwork.

How This Works for Rental Businesses:

A rental company operating at an airport offers digital check-ins to speed up the pickup process. Instead of making customers wait in line to sign paperwork, they send the contract in advance via email. Travelers can review and sign it on their phones before landing, allowing them to collect their car and go without delays.

A Workflow That Fits Your Business

Every rental company handles bookings, vehicle returns, and payments differently. Rentgine gives you flexibility with:

• Adjustable rental durations: Daily, weekly, or monthly rentals based on your preferences. Additionally, view up to 3 months at a glance to easily track vehicle availability, bookings, and returns in one place.
• Customizable workflows: Set up processes that align with your rental business model, whether you focus on short-term or long-term rentals.

How Rental Companies Use It:

A company specializing in long-term leasing can structure its workflow to focus on monthly invoicing rather than daily transactions.

Multi-Currency and Tax Settings for International Rentals

If you operate in multiple regions or accept payments in multiple currencies, you need a system that accommodates different currencies and tax regulations. Rentgine allows you to:

• Set tax rates based on local regulations: Once set up in the system, Rentgine will automatically calculate gross rates based on the selected VAT values.
• Adjust currency settings: our car rental software supports multiple currencies, allowing you to seamlessly handle payments in the preferred currency of each location.

Real-Life Example:

A Caribbean-based rental company operating across multiple islands can easily apply the correct VAT rates for each location, ensuring compliance with local tax regulations.

Conclusion: Choose a Software Solution That Adapts to You

Instead of forcing your business to fit a rigid system, Rentgine allows you to customize essential settings to match your specific needs. Whether it’s pricing, contracts, or tax settings, our goal is to help you run your rental business more efficiently.

Want to see how Rentgine can work for you? Try it today!