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Car Rental Management
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Car Rental Management · Available now

Keep each rental connected from request to vehicle return.

A rental starts with a customer, a vehicle, pickup and return dates, passenger count and daily rate. Property Manager keeps the vehicle inventory and dated rate plans current.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewRequested bookings
Car Rental Management · Bookings

Requested bookings

confirmed waits for the property manager

New booking
Bookings in view
6
Total passenger count
142
Requested
6
Reservation numberPickup dateReturn datePassenger countCustomerVehicle
BKN-6308211 Oct15 Oct36Adrian ParkGreen hybrid crossover, vehicle 9
BKN-2233415 Oct18 Oct25Nadia IbrahimGreen hybrid crossover, vehicle 9
BKN-9447111 Oct14 Oct30Mila TorresGray premium sedan, vehicle 5
BKN-6505420 Oct24 Oct16Adrian ParkWhite passenger van, vehicle 3
BKN-3756618 Oct26 Oct5Sofia KhanWhite passenger van, vehicle 3
6 of 6 records
Adrian ParkBookings · BKN-63082
Requested
Pickup date11 Oct
Return date15 Oct
Passenger count36
VehicleGreen hybrid crossover, vehicle 9
Confirm the bookingBKN-63082 · Adrian Park

Property Manager decides after vehicle fit and date checks.

Waiting for Property Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
14
Roles with set permissions
5
Reports and dashboards
8
Features

A working view of every rental

Every feature works on the same records. Pick one to see the screen your team works in.

Fleet availability

Review vehicle class, seats and operating status before promising a rental.

  • Current operating state
  • Capacity and class
  • Dated pricing
  • Vehicles
  • Rate plans
  • Bookings
  • Service tasks
Explore fleet availability
OverviewAvailable vehicles
Car Rental Management · Fleet availability

Available vehicles

Vehicles

New
Unit codeVehicle numberVehicle classSeatsStatus
SED-012VHC-70047Economy hatchback600Available
SUV-007VHC-41160Compact sedan70Available
VAN-003VHC-42842Midsize SUV450Available
HAT-018VHC-94910Passenger van400Available
PRE-005VHC-42195Premium sedan340Available
6 of 6 records
SED-012Vehicles · VHC-70047
Available
Vehicle classEconomy hatchback
Seats600
Example screen with sample data
Process

From request to ready vehicle

Rental request to vehicle return ships ready to use. 3 steps need a named approval before the work moves on: Confirm the booking (Property Manager), Reconcile the account (Operations Reviewer) and Clear the vehicle (Property Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Record the request

    Connect the customer, vehicle, dates and agreed rate.

    Adrian ParkBKN-63082 · Property Manager
    Record the requestBy Property Manager

  2. Check vehicle fit

    Review seats, status and overlapping rental dates.

    Adrian ParkBKN-63082 · Property Manager
    Check vehicle fitBy Property Manager

  3. Confirm the booking

    Property Manager approves the vehicle and interval.

    Adrian ParkBKN-63082 · Property Manager
    Confirm the bookingBy Property Manager
    ApprovalProperty Manager decides after vehicle fit and date checks.

  4. Hand over the vehicle

    Record pickup and move the vehicle On Rent.

    Adrian ParkBKN-63082 · Property Manager
    Hand over the vehicleBy Property Manager

  5. Reconcile the account

    Compare posted charges with confirmed receipts.

    Adrian ParkBKN-63082 · Operations Reviewer
    Reconcile the accountBy Operations Reviewer
    ApprovalOperations Reviewer approves the return account or acknowledged balance.

  6. Clear the vehicle

    Release it after work and a passed return inspection.

    Adrian ParkBKN-63082 · Property Manager
    Clear the vehicleBy Property Manager
    ApprovalProperty Manager approves availability after inspection.

Start with Booking to pickup

Inside a record

Keep connected evidence with the rental

Open any booking to see its ancillary charges, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Pickup date, Return date, Passenger count and Vehicle.

  2. 2
    Ancillary charges

    Each line is linked to this booking.

  3. 3
    Who works on it

    Finance Officer, Front Desk Agent and Property Manager, each with their own permissions.

  4. 4
    Process stages

    Record the request and Confirm the booking, with the role that acts.

  5. 5
    Approvals

    Confirm the booking and Reconcile the account, with who decides.

Requested bookingsAdrian Park
Car Rental Management · Bookings

Adrian Park

Green hybrid crossover, vehicle 9 · Requested

Log activity
1
Record details
Pickup date11 Oct
Return date15 Oct
Passenger count36
VehicleGreen hybrid crossover, vehicle 9
2
Ancillary charges

Adrian Park

Outlet charge numberVenue nameCharged at
AC-73344Airport pickup surcharge04 Nov
AC-92708Child seat rental24 Oct
AC-87491Additional driver fee29 Oct
Ancillary charges
6
Total amount
1,870
3

Who works on it

  • Finance OfficerManage ancillary charges, Payments, rental charges
  • Front Desk AgentManage ancillary bookings, service tasks
  • Property ManagerManage ancillary bookings, Bookings, Customers, rate plans…
4

Process stages

  • Record the requestProperty Manager
  • Confirm the bookingProperty Manager
5

Approvals

  • Confirm the bookingProperty Manager
    Approved
  • Reconcile the accountOperations Reviewer
    Waiting
Example screen with sample data
Approvals

Decisions stay with the right owner

OverviewApprovals
Car Rental Management · Overview

Approvals

Signed in as Property Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • PYM-55406PAY-2026-3181
    Khan business sedan rentalRequested by Finance Officer
    Pending2dActions
  • PYM-29129PAY-2026-3182
    Weber hybrid week rentalRequested by Finance Officer
    Pending2dActions
  • PYM-23967PAY-2026-3183
    Flores city hatchback rentalRequested by Finance Officer
    Pending3dActions
  • PYM-52606PAY-2026-3184
    Torres airport pickup, October 16Requested by Finance Officer
    Pending6dActions

Who approves what

DecisionApprover
Confirm the bookingProperty Manager approves the vehicle and interval.Property Manager
Reconcile the accountCompare posted charges with confirmed receipts.Operations Reviewer
Clear the vehicleRelease it after work and a passed return inspection.Property Manager
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Car Rental Management to the work that is theirs. Pick a role to see what it starts with.

Finance Officer

Prepares authorized financial drafts and reconciles confirmed receipts.

This is the first screen this role sees.

OverviewPending payments

Pending payments

Payments · Finance Officer

Payment numberReceived atAmountReferenceBookingStatus
PYM-5540610 Oct210PAY-2026-3181Khan business sedan rentalPending
PYM-2912917 Oct820PAY-2026-3182Weber hybrid week rentalPending
PYM-2396715 Oct230PAY-2026-3183Flores city hatchback rentalPending
PYM-5260621 Oct360PAY-2026-3184Torres airport pickup, October 16Pending
PYM-1138114 Oct600PAY-2026-3185Costa pickup truck rentalPending
6 of 6 records
Example screen with sample data

Roles and permissions

Reports

Read the fleet and rental account

Read booking demand, vehicle status, service work and the rental account from linked records.

Overview
Car Rental Management · Overview

Car Rental Management dashboard

This quarter

Service tasks in view
6
Cleaning
2
Maintenance
2
Customer Service
2

Bookings by status

How far records got this quarter

StageReachedStep
Requested48
Confirmed1429%
Picked Up536%
Returned120%

Passenger count by status

Sample totals per stage

1.0k0
0Requested
1.0kConfirmed
-3000Picked Up
-1000Returned
0Cancelled
Example screen with sample data
  1. 01Booking status by pickup period

    Count Bookings by Status and pickup date to see expected handovers and returned rentals.

  2. 02Vehicle availability by class

    Group Vehicles by vehicle class and Status for the fleet planning discussion.

  3. 03Rental rate by vehicle class

    Compare booking daily rate with vehicle class for confirmed rentals.

  4. 04Upcoming returns

    List Picked Up Bookings by return date and Vehicle for the return desk.

  5. 05Rental charges by booking

    Show rental charge amount and Status under each linked Booking.

  6. 06Confirmed receipts by booking

    Show payment amount and received at for Confirmed payments under each Booking.

  7. 07Service work by vehicle

    Group service tasks by Vehicle, task type, due at and Status.

  8. 08Ancillary activity by rental

    Show ancillary bookings and ancillary charges beneath their linked Booking.

All reports and dashboards

Who it's for

Fit the way your rental desk works

See how Car Rental Management fits your kind of team.

Airport rental counters

Keep handovers and returns clear when pickup periods are busy.

Neighborhood rental fleets

Run local reservations, vehicle work and accounts from linked records.

Hospitality rental desks

Keep vehicle rentals and dining or wellness activity tied to the same reservation.

Controls

Trace each booking decision

Each stage of rental request to vehicle return names the role that acts and the status it records, so a change is never anonymous.

OverviewRental request to vehicle return
Car Rental Management · Process

Rental request to vehicle return

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
3
Roles involved
4
Tables touched
8
Confirm the bookingApproval
Property Manager
StatusRequested → Confirmed
RecordsBookings
Hand over the vehicle
Property Manager
StatusConfirmed → Picked Up
RecordsRental charges, Bookings, Vehicles
Receive the return
Property Manager
StatusPicked Up → Returned
RecordsBookings, Vehicles
Rental request to vehicle return
  1. Start
    Confirm the bookingRequested → Confirmed
    Bookings
  2. Step
    Hand over the vehicleConfirmed → Picked Up
    Rental charges
  3. Approval
    Reconcile the accountOperations Reviewer, Finance Officer
    Ancillary charges
  4. Step
    Receive the returnPicked Up → Returned
    Bookings
  5. Step
    Inspect and serviceOpen → Assigned → in progress → Completed
    Service tasks
Example screen with sample data

See each stage in detail

AI agent

Prepare the next decision with Proto

Use Proto to prepare rental work for the people who make the decisions.

It can

  • Property Manager: Show requested rentals with vehicle class, seats and overlapping dates for review.
  • Front Desk Agent: Find the confirmed booking and linked vehicle before handover or service assignment.
  • Finance Officer: Compare posted rental and outlet amounts with confirmed receipts for one booking.
  • Operations Reviewer: Gather the linked booking, charges, payments and service context for a return decision.

Stays with a person

  • A person still decides whether to confirm a rental, accept an outstanding account or release a returned vehicle.
  • Provider confirmation must come from the provider connection.
  • An assistant can assemble the records and explain the difference between statuses, but a visible summary is not an inspection or approval. Review roles.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Car Rental Management
  • Payment provider
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Fleet availability4
  • Rental bookings4
  • Pickup and return6
  • Charges and payments4
  • Vehicle service5
  • Ancillary activity4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Prepare identities

    Set up the rental roles, users and active team members who will own bookings and service work.

  2. Load the fleet

    Check vehicle numbers, class, seats and current status; add dated rate plans.

  3. Pilot bookings

    Enter customers and a small set of requested rentals, then rehearse fit and overlap checks.

  4. Rehearse handover and return

    Track a confirmed rental through pickup, account review, cleaning and vehicle inspection.

  5. Review linked activity

    Attach a service task, a payment and an ancillary activity to a known rental.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Car Rental Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Car Rental Management for your business. Pilot a small fleet, a dated rate plan and a complete booking-to-return case with the counter and finance teams.

How is a vehicle selected for a booking?

Property Manager reviews class, seats, current status and the requested pickup and return dates before linking and confirming a vehicle.

Can the same vehicle be promised twice for overlapping dates?

The confirmation review checks the selected vehicle against existing booked intervals. Resolve an overlap before confirming the requested rental.

What does the counter see at pickup?

The Confirmed booking carries the customer, vehicle, pickup and return dates, passenger count and daily rate. The counter verifies the reservation and unit at handover.

When does a returned vehicle become available again?

A return moves the booking to Returned and the vehicle to Cleaning. Property Manager clears the vehicle after the return inspection passes.

How are payments treated in the rental account?

Finance Officer compares Posted charges with Confirmed payments linked to the same Booking. Pending payments remain pending, and refunds have their own status.

Can the team record service work after return?

Yes. A service tasks record links the vehicle and booking to a named team members assignee, task type, due date and completion state.

Where do dining or wellness requests go?

Ancillary bookings record the activity against a Booking. Ancillary charges hold the related outlet amount separately under its own status.

Who reviews a disputed outlet amount?

Operations Reviewer reads the linked evidence, while Finance Officer handles the charge record and account reconciliation.

Can we use our payment provider?

Plan that connection during setup. Confirmed collection and refund outcomes should carry provider evidence into the Payments record.

Set up Car Rental Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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