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GullySystem
Automotive · Software for car rental companies

Show each car’s availability and record every duty from booking to invoice.

Car rental companies run self-drive cars, chauffeur trips and monthly corporate cabs on messaging bookings, paper duty slips and a spreadsheet of expiring documents. A fleet and booking system built for the company would show each car’s availability, record the kilometres and hours on every duty, and bill a corporate client from those records.

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At a glance

A fleet earns only when it is on the road with valid papers. An idle car and an expired permit both cost money, and the second is often noticed only when a vehicle is stopped.

Every vehicle’s status and every duty’s numbers, from booking to invoice, are what the desk needs on one screen.

How the work runs today

Bookings arrive by phone and messaging: an airport drop early in the morning, a two-day trip out of town, a monthly cab for a company’s staff. The desk works out which car and driver are free, and hires in a car from another operator when the fleet is out. For self-drive, the licence is checked, a deposit is taken and the car’s condition is photographed.

Drivers fill duty slips with garage-to-garage kilometres, hours, tolls, parking, night halt and driver allowance. Slips return when the trip finishes, or sometimes days later.

Corporate clients are billed monthly on package rates, with extra kilometres and hours added on top. Service dates, insurance renewals, permit expiry and the toll tag balance are often held in a spreadsheet that is updated infrequently.

Where it breaks

What goes wrong for car rental companies without a proper system.

Double bookings and idle cars

Availability is held by the desk manager. One car may be promised twice while another sits unused. Revenue is lost either way.

Duty slips do not reconcile

Kilometres and hours are handwritten. The corporate client may challenge extra charges, with little evidence to show. The dispute is hard to settle.

Documents expire without warning

A permit or insurance policy lapses, and the car may be stopped on a long trip. The fine is heavy.

Traffic fines arrive long after the trip

A notice for a car reaches the office weeks later. Which renter or driver was on that duty has to be reconstructed from slips. Often it is simply paid.

Self-drive damage is disputed

Without check-out photographs, damage on return becomes a discussion about the deposit. Neither side has proof.

What the software does

What we would build for car rental companies.

Named the way your team already talks about the work. We start with whichever part the audit shows is costing you most.

Booking calendar by vehicle

Show every car and driver on one calendar, with service days, blocked days and hired-in cars in the same view.

Digital duty slip

Let drivers record kilometres, hours, tolls, parking, night halt and driver allowance on a phone, photographing the odometer at each end of the duty. The corporate invoice is then supported by evidence from the trip.

Corporate package billing

Build monthly invoices from the duties, applying the package rate, the minimum kilometres for the day and extra hours as agreed.

Vehicle document and service alerts

Track insurance, permit, fitness, emissions test and service due dates for each vehicle, with a reminder before each falls due, so an expired paper is caught in the office.

Running costs per vehicle

Record fuel, toll tag top-ups, tyres, repairs and any traffic fine against the car, so earnings per vehicle can be read against what it cost to run.

Self-drive check-out and check-in

Record licence check, deposit, fuel level and condition photographs at handover and again at return.

Before you talk to a supplier

A requirements checklist for car rental companies.

What to cover, which reports to ask for and what to put to every vendor, ready to print or save as a PDF.

Open the checklist
Ready product

A product already built for car rental companies.

It is adapted to how your business works before it goes live, and anything your trade needs that it lacks is added then.

Car Rental Company Management Software

Reservations, vehicle calendar, rental agreements, inspections, duty slips, corporate billing, document expiry and running costs for car rental companies.

See the product
More products

Other products in the same sector as car rental companies.

Solutions inside

The business modules car rental companies use most.

Each one is also available on its own, or inside a system built for you.

All solutions by area

AI by department

Where AI can help car rental companies.

Each one reads records you already keep, and a person approves every decision.

Worldwide

Where we work with car rental companies.

Services

The services behind it.

Web and Mobile Application Development

Web and mobile apps for customers, field staff and dealers, built to work on ordinary phones.

Learn more

ERP, CRM and Business Software Implementation

One record of stock, orders, customers and accounts, set up so your team opens it every day.

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IoT and Edge Computing

Machines, meters and sensors feeding the same system your office uses, even when the network drops.

Learn more

API and System Integration

Accounting software, WhatsApp, payment gateways, tax portals and your own apps sharing one set of numbers.

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All our other services

Guides

Written for car rental companies.

Practical notes on running the business, not product marketing.

What a Car Rental Company Should Check Every Month

Idle days per car, duty slips that do not match invoices, papers falling due, challans, running costs and earnings. A monthly review for car rental operators.

Learn more
How it works

How the work runs from Bengaluru for your city.

  1. 1

    The audit, by call

    A screen-share and a look at the sheets, accounting reports and WhatsApp groups your team uses. No travel needed.

  2. 2

    A written proposal

    Scope, what we build first and the cost, agreed in writing before anything starts.

  3. 3

    Build in short rounds

    Working screens shared every few weeks. Your team tests them from your own office.

  4. 4

    Go-live, in person when it helps

    For data migration and training we can come to your city. Travel is agreed in advance.

  5. 5

    Support online

    Fixes, changes and hosting handled remotely by the same team that built it.

Published case studies

The work we have published.

We only name clients whose work is published. None of them is in this trade; they show how the team works, not that it has built for this trade.

All case studies
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Registration, fee collection, routing and finance write to the same records, closing the gap between journeys run and fees collected.

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Loan proposals, recoveries and commissions sit on one record, with a person attached to every state change, so a business handling a bank’s money can show where each rupee went.

Read the case study
Common questions

Questions car rental companies ask before they call.

Can monthly corporate invoices reach our bookkeeper’s software?

Not built in. Invoices from the duty slips would carry the tax lines your adviser confirms for your country, and an export file the accountant reads is a separate quote.

Can it read GPS data from our cars?

Yes, if your GPS provider shares the data. The link is built during implementation, and trip kilometres can then be checked against the duty slip.

Should a small operator buy ready fleet software?

With a handful of cars, a ready app is usually appropriate. A custom system helps when self-drive, chauffeur and corporate contracts run together with different billing rules.

When a fine notice comes, can we tell who was driving?

Yes, if the duty was recorded. The date and time on the notice point to the booking, its driver and, for self-drive, the renter and deposit. The system would not fetch fine notices for you.

Which factors move the quote for a car hire operation?

The fleet size, drivers and desk users set the base. Booking calendar, duty slips, corporate billing, document alerts and self-drive check-in are modules priced one by one. A GPS feed or accounting package to connect adds more. Moving existing booking sheets also counts.

What should a rental operator gather before work starts?

Gather the vehicle list with insurance and permit dates, a sample duty slip, a corporate rate card, a monthly invoice, and the booking sheet now in use. Name a desk lead and a fleet supervisor who can check screens.

Can the company take its fleet and booking data away?

Everything the operator records stays its property: the code, bookings, duty slips, invoices and vehicle documents. A set of plain files can be pulled out of each register. We stay on to support what we built. Servers are handled by GullySystem, or by you if that suits better.

What happens after I share my requirements?

An engineer reads what you send and replies within one business day. We then look at the software, spreadsheets and WhatsApp groups your business runs on today and write down what works, what slows your team down and what is missing. A demo login, a screen-share or a few screenshots are enough. You get a short written summary ordered by priority, with no obligation to hire us afterwards.

How much will the software cost?

We don’t publish a price, because it depends on what the system has to do. That first review settles the scope, and the cost goes into a written proposal before any work starts.

In Bengaluru

Bengaluru areas with many car rental companies.

Across India

Cities where car rental companies are common.

Related

Related industries.

Category

Part of these wider groups.

Talk to us

Tell us how your business runs today.

A few lines on your spreadsheets, software and WhatsApp groups is enough. We reply the same working day.

What happens after you share your requirements

  1. A senior engineer reads your answers. Nobody phones first.
  2. Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
  3. If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
  4. No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.

Share your requirements