Car & vehicle rental

Car rental software that keeps the fleet on the road.

Every vehicle tracked as its own unit, servicing blocked before it collides with a booking, and the agreement signed on a phone at handover.

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Rental shops around the world trust EquipDash ★★★★★ 4.9/5.0 average rating
Every vehicle tracked by license plate
Servicing and state inspection block the calendar
Deposits authorized at handover
Before and after

The forecourt is full. So why did you turn that booking away?

Independent rental fleets lose money in the gaps — a car sitting uncleaned, a service that lands mid-booking, a deposit nobody took.

The hard way

  • The board is a day behind — a car came back early and nobody moved the magnet, so it sat idle through a booking you refused.
  • Servicing lands mid-rental — the state inspection date was in someone's diary, not the availability calendar.
  • Deposits taken inconsistently — and the damage claim two weeks later has no record of how the car went out.
  • Agreements in a filing cabinet — and the one you need is the one that was never signed properly.

With EquipDash

  • Live fleet view — every vehicle by license plate — out, back, cleaned, booked or in the workshop.
  • Servicing blocks availability — schedule a state inspection or service against the vehicle and it stops being bookable for those dates.
  • Deposit at handover — fixed or percentage hold authorized when the keys move, with condition photographed.
  • Signed before it leaves — terms, liability and excess signed on screen and stored against the booking.
Per-vehicle fleet

Track the plate, not the model.

Two identical Corollas are not interchangeable when one is due a state inspection on Friday and the other came back with a curbed alloy. Vehicle rental only works when the system tracks the unit.

  • One record per vehicle — license plate, mileage, service history, condition reports and rental history.
  • Mileage in and out — captured at handover and return, so excess mileage charges have a number behind them.
  • Condition both ways — photograph the car out and back against the same booking.
  • Utilization per unit — see which vehicles earn and which sit before the next purchase.
Handover

Keys move. Everything is already signed.

The handover is where the risk sits. Two minutes of photographs and a signature on screen is the difference between a recoverable damage claim and a write-off.

  • Agreement on screen — rental terms, excess and driver details signed on a phone or tablet at the desk.
  • Deposit authorized — a hold placed at handover rather than chased after a return.
  • Driver details on file — license and identity captured against the customer record, not a photocopy in a drawer.
  • Take payment anywhere — card at the desk, a payment link ahead of collection, or Tap to Pay on a phone.
Car rental handover, keys passing to a customer on the forecourt
Servicing & downtime

A state inspection should never collide with a booking.

Every rental fleet loses days to servicing. The ones that lose money to it are the ones where the workshop and the booking calendar are two different systems.

  • Block by vehicle — schedule a service, state inspection or repair against the plate and it stops being offered.
  • The rest stays bookable — one car off the road does not block the category.
  • Turnaround time counted — see how long vehicles sit between return and next rental.
  • History that sticks — service and damage records stay on the vehicle for resale.
Dash AI · trained for rentals

Ask your business a question. Get a straight answer.

Dash AI knows your bookings, your stock and your customers. Dash Agents keep working once you have closed the laptop.

D
Dash AI
Online · Dash AI · trained for rentals
Try a prompt
Dash AI Agents · Active 24/7

The work that used to wait until Monday.

Agents that run in the background while you get on with the job.

🔧
Service Due
Flags vehicles approaching a state inspection or service before a booking lands on those dates.
Weekly
🧽
Turnaround Alert
Tells you which returning vehicles are booked out again within 24 hours.
Daily at 4pm
✍️
Unsigned Agreements
Chases rentals that left without a completed agreement on file.
Twice daily
📊
Fleet Summary
Sends what is out, what is back and what is booked before the desk opens.
Every morning
The rest of the platform

Everything else, already handled.

New request · 21:47
3-day rentalFri – Mon
Paid online$418

Online booking

Customers see live availability and book a vehicle for their dates from your website at any hour.

$318.00
Tap to Pay · approved

Flexible rate structures

Daily, weekend, weekly and monthly rates, with your own minimum rental periods.

Hourly$28
Daily$96
Weekly$430

Additional drivers and extras

Sell child seats, additional drivers and excess reduction on the same booking.

Main yard72%
North depot46%

Multi-location fleets

Separate availability per branch with one view across all of them.

M T W T F S S
Service booked · blocked

Mobile app for the forecourt

Handovers, returns, photos and payments from iOS or Android.

Check in

Reporting worth reading

Utilization, revenue per vehicle and idle days, without building a spreadsheet.

FREQUENTLY ASKED QUESTIONS

Your questions about car rental software, answered

Find answers below. Contact us if you couldn't find what you're looking for.

Contact Us

What is car rental software?

It is the system an independent rental fleet runs on: which vehicle is where, who has it, when it is back, what it costs and when it is next due a service. Availability updates as vehicles are handed over and returned, so the desk can answer a customer without walking the forecourt.

What types of vehicle can EquipDash manage?

How do online bookings reach the desk?

Can I schedule servicing and state inspections?

How do security deposits and damage work?

Can I set daily, weekly and monthly rates?

Can customers sign the rental agreement digitally?

Can I run more than one branch?

Run your car rental business on EquipDash

From $29/month with a 21-day free trial. No credit card required.

GENERAL
Dashboard
AI Assistant
OPERATIONS
POS
Calendar
Bookings
SERVICES
Rentals
Experiences
Store
MANAGEMENT
Customers
Dashboard
Search... + New booking
Rentals 5 Experiences 6 Store 3
Performance snapshot Showing performance for last 7 days
Sales $2,884 +100%
Booking in period 5 +100%
Bookings received 19 +100%
Upcoming pick ups Late pick ups (1)
Booking #CustomerPick up time
123Lauren Walker2 reserved07:00 PM, Feb-17
120Andrew Clark2 reserved07:00 PM, Feb-22
121Nicole Lewis1 reserved07:00 PM, Feb-26
Next returns Late returns (3)
Booking #CustomerReturn time
116Daniel Thomas1 picked up07:00 PM, Feb-17
119Stephanie Harris1 picked up07:00 PM, Feb-16
117Ashley Jackson1 picked up07:00 PM, Feb-19
Performance snapshot Showing performance for last 7 days
Sales $4,120 +42%
Booking in period 6 +50%
Bookings received 24 +33%
Upcoming bookings Late bookings (0)
Booking #Activity NameStart time
130Sunset Kayak Tour4 confirmed09:00 AM, Feb-18
132Reef Snorkel Trip2 confirmed10:30 AM, Feb-20
135Mountain Hike6 confirmed08:00 AM, Feb-22
Active bookings Live (1)
Booking #Activity NameEnd time
128Whale Watch Cruise4 completed05:00 PM, Feb-17
129Zipline Adventure2 completed04:00 PM, Feb-18
131Cave Explore Tour3 completed06:00 PM, Feb-19
Performance snapshot Showing performance for today
Store revenue $892 +28%
Products sold 3 +200%
Orders 8 +60%
Recent orders
Order #CustomerOrder time
140Ryan Torres2 items02:15 PM, Feb-17
142Amanda Li1 item11:30 AM, Feb-18
143Chris Evans3 items09:45 AM, Feb-19
Low stock products
ProductSKUStock
Sunscreen SPF50SUN-050Low3 left
Dry Bag 10LDRY-010Low2 left
GoPro MountGPR-101Low1 left
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