Sample Car Hire Workflow

An example car hire workflow. (This example assumes no bonds are being taken, credit card details are being stored, and a booking deposit is required to reserve the vehicle)

1. Customer requests quote for hire

2. Car Rental Co Creates quote (hire agreement) and sends to customer

3. Customer reviews and signs hire agreement (quote)

4. Quote automatically turns into Reservation (reserving the vehicle for the customer)

5. Car Rental Co converts to reservation booking and requests $200 booking deposit (via email template / booking template)

6. (optionally) Car Rental Co collects and saves credit card information for customer

7. Customer Pays $200 Booking Deposit

8. Customer comes to collect car on date of dispatch

9. Car Rental Co sights and takes photo of drivers licence (and collects credit card information if not already on file)

10. Car Rental Co confirms that the $200 deposit has been paid.

11. Car Rental Co captures current Odemeter Reading

12. Car Rental Co performs Condition report and key exchange (Customer and Car Rental Co Walk around vehicle together, take photos for proof of condition, ensure everyone is on same page, customer signs (paper or digital) for condition, key exchange happens)

13. Car returned

14. Odometer and fuel reading

15. Condition report review

16. Invoice adjustments as necessary, return car in HirePOS, Send final invoice to customer. 

17. Customer Pays in full (or Car Rental Co charges credit card on file for full value)