One system for the booking calendar, the rental agreement and the invoice.
Reservations, vehicle allocation, driver assignment, rental agreements, handover and return inspections, duty slips and corporate invoices are managed in one system, so every car carries its calendar and papers. Drivers see duties on a phone. Accounts bill from recorded hours.
- Vehicle list, rate cards, deposit rules and contract terms entered exactly as your counter quotes them, before the first booking is taken
- Fleet register, open reservations and corporate accounts brought across from your sheets, so the calendar is never empty on the first morning
- Changes to tariffs, vehicle classes and agreement wording handled by GullySystem staff whenever you ask, including after the system is in daily use
Bookings, vehicle allocation, hire agreements and billing sit in one system built for car rental operators. Each vehicle holds its calendar, inspection photographs, insurance and permit dates and running costs. Drivers record duties on a phone. Self-drive, chauffeur and corporate contract hires each follow their own rate rules.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and quotation
The desk logs a request with dates, pickup point, vehicle class and whether it is self-drive or with a chauffeur. The rate card prices it, and the quote is held against that vehicle class until the customer confirms or lets it lapse.
- 2
Reservation and allocation
A confirmed booking takes a vehicle and, where needed, a driver. Service days, blocked dates and cars hired in from other operators all sit on each vehicle’s calendar, so a clash shows before anyone promises the car.
- 3
Handover
For self-drive, the counter checks the licence, takes the deposit and records fuel and odometer readings. Photographs of each side are saved. The renter signs the agreement on a screen.
- 4
On the road
Chauffeur drivers open a duty slip on a phone and log the starting reading, tolls, parking and overnight stop as the trip runs. Out-of-town runs and extensions are logged live, not remembered later.
- 5
Return and inspection
The car is checked against its handover photographs, and extra distance, fuel shortfall and any damage are added to the agreement before the deposit is settled. The renter sees the same photographs.
- 6
Invoice and collection
Accounts raise a renter invoice or a monthly corporate invoice from the closed duties. Payments, deposits and refunds are posted against the same agreement, so every dispute opens one file.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Resource and Room Booking
Each car is a bookable resource, so a reservation, a service block or an attached hire shows on one calendar and clashes are flagged.
- Online Booking Portal
A web form lets customers request dates, pickup point and vehicle class, and each request lands on the desk as a held quotation.
- Fuel and Driver Records
Chauffeurs log starting and ending readings, tolls and overnight stops on a phone, and fuel entries stay attached to the same vehicle.
- Vehicle and Trip Management
A duty carries its vehicle, driver, route and distance, so an out-of-town trip can be checked against the booking before it is billed.
- Contract Management
Each company account holds its package rate, minimum daily distance and credit period, and billing reads those terms instead of old emails.
- Asset AMC Tracking
Insurance, permit and roadworthiness dates sit on each car, and a reminder goes out well before the date arrives. Workshop visits are blocked on the calendar.
- Invoice Management
Renter invoices and monthly company bills are raised from closed agreements and duties, with deposits held and refunded against the same record.
- Multi-Currency Support
Operators serving foreign visitors can quote and invoice in more than one currency, with tax lines set for the country concerned.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
For owners
Read utilisation by vehicle class, dues from corporate accounts and running cost against income per car, without asking the desk for a sheet. Buying decisions rest on figures.
For the reservation desk
Quote, book and allocate cars and drivers from one calendar, and change a booking to see the effect on the next one. No vehicle is promised twice.
For counter staff
Run licence checks, take deposits and photograph the car at handover and return on a tablet. Every panel is covered. Disputes shrink.
For chauffeurs
See today’s pickups on a phone, then enter odometer readings and toll or parking costs as the trip runs. The duty slip is closed at drop-off with no paper left over.
For accounts and the workshop
Accounts bill corporate clients from closed duties and chase the dues, while the workshop sees service dates and repair jobs for every vehicle. Both read one record.
The numbers the owner asks for.
- Utilisation and idle days by vehicle
- Open reservations without a vehicle or driver
- Documents expiring soon, by vehicle
- Corporate dues by company, with ageing
- Running cost against hire income per car
- Damage and deposit deductions by month
Who this is built for.
- Self-drive rental companies with a counter and a deposit process
- Chauffeur and cab operators serving corporate accounts on monthly packages, with duty slips signed at drop-off and billed on closing distance
- Airport and city rental desks with a mixed fleet of hatchbacks, sedans and vans, hired out by the hour or the day
- Operators who hire attached cars from other owners
- Fleets that run weddings, tours and out-of-town trips beside daily hire
When it is not the right choice.
- An owner who lends a single car to friends can keep a diary and a photo folder. That is enough.
- Ride-hailing platforms that dispatch drivers to passengers in real time need a dispatch product, and Taxi Company Management Software is closer. This system suits booked hires, not street pickups.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- GPS and telematics feeds
- Toll tag accounts
- WhatsApp or other messaging
- SMS
- Payment gateways
- Accounting software
- Insurer claim forms
Questions owners ask before a demo.
Can one system handle self-drive and chauffeur hire?
Yes. A self-drive hire follows the deposit and inspection route, while a chauffeur hire follows the duty slip route. Both appear on the same vehicle calendar, so the fleet is counted once.
How does it avoid booking one car twice?
A vehicle holds a calendar of bookings, service blocks and repair days, and entering a second booking on a slot already taken raises a flag before it is confirmed. The desk resolves it there.
Can we hire cars from other operators and still track them?
Yes. An attached vehicle gets a record with its owner, rate and dates, and it appears on the calendar and the duty. Its payable amount is listed for the owner at month end.
What happens to the photographs taken at handover?
They stay on the vehicle and the agreement. At return, the same panels are photographed again, and the two sets can be viewed together when a damage claim is discussed. Both sides see the same pictures.
Can drivers use it without a data connection?
Yes. A driver keeps filling the duty slip with no signal, and the phone uploads it later. Readings and expenses are timestamped when entered, not when they arrive. Mountain roads are not a problem.
Can it read distance from our vehicle trackers?
Yes, if your tracking provider shares its data, since distance can be read beside the duty slip. The link is built and checked with your provider during implementation. Slips remain the billing record.
Can corporate clients see their own bookings?
Yes. A client login can show their trips, duty slips and invoices. Which fields a corporate client views, and whether it can place bookings itself, is settled with you before launch.
Who sets our tariffs and vehicle classes?
You do. You decide them and we enter them, and later changes, such as a new class of van, are made by GullySystem staff on request. The price list stays under your control.
What will the system cost us?
Fleet size, desks and branches, chauffeurs and office seats, plus links to trackers, toll tags, payment gateways and accounting all bear on the figure. Corporate tariffs and a vehicle list brought in from sheets add effort. A booking, an agreement and a check-in are staged on your cars first, and modules are priced one by one afterwards.
If we leave, do we keep our fleet records?
Yes. Your vehicle list, agreements and invoices export to spreadsheet files whenever you ask, in a layout fixed alongside the quotation. Photographs are included. Your history leaves with you.
How soon could the reservation desk work from it?
Reservation desk, vehicle calendar, rental agreements and handover inspection open the build, because bookings cannot wait. Corporate tariffs, driver duty slips, fines and running costs follow. Your peak hire months decide when the changeover is least disruptive.
What should a rental company bring to the first sitting?
Gather the vehicle list with document expiry dates, tariff cards per class and the corporate contract terms. Add a rental agreement, a handover form and a driver duty slip as samples. The reservation head, a fleet supervisor and a cashier must set aside time for layouts. Tracker and toll account access matters when linked.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
See Car Rental Company Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- 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