Not sure where to start?Book a call
Industry · Wholesale & rental
Car rental lives on details: who picks up which car when, and was that scratch on the bumper there before? Off-the-shelf car rental software covers a lot of this. Whatever doesn’t fit ends up in a spreadsheet or on a sticky note at the counter. For rental businesses with about 10 staff and up, we build custom software that runs from day one like a finished product but knows your rates and rules, at the price of a standard solution.
Thanks for watching.
| Process | Today | With custom software |
|---|---|---|
| Booking and availability | Requests come in by website, phone and email, and availability lives in a spreadsheet that’s right most of the time | Online booking shows only the cars that are really free, and AI answers email requests with a quote for you to approve |
| Pricing rules | Seasonal rates, weekend deals and long-rental discounts sit in a spreadsheet, and special requests get priced in someone’s head | Your rules live in the system: season, rental length, mileage package, extras and deposit per vehicle class |
| Handover and return | A paper check-out sheet, photos on the work phone and arguments about old damage | Check-out on a tablet with photos, mileage, fuel level and signature, sent to the customer as a PDF |
HQ Rental Software and Rent Centric are subscriptions. You sign up, load your fleet and start taking bookings without a development project, and HQ offers a free seven-day trial. If that covers how you work, it’s the quicker route, and we’ll say so on the intro call.
What we build is a project. It starts with the intro call and a first prototype, then runs in two-week sprints. Each sprint ends with something your counter staff can use. You pay for the build, with no fee per vehicle, and at handover you get the documentation.
We rarely start from zero. Whatever stays gets connected:
A small rental firm with one location is often well served by ready-made rental software. Then that’s what we recommend.
| Rental software subscription | Subscription plus integration | Custom software | |
|---|---|---|---|
| Fits when | your rates and processes follow the usual pattern | the software fits, but the website or the accounts get maintained twice | you have pricing rules or processes that only fit the standard with workarounds |
| Cost | monthly fee to the vendor | fee plus a one-off integration | built in sprints, no fee per vehicle |
| When something changes | you use what the vendor offers | partly adjustable | we build the new rule in |
We bring vehicles, customers and open bookings across from your current system or your spreadsheets. Old and new run side by side until every future booking sits in the new one. Only then do you switch the old one off.
The software runs on servers in the EU wherever possible, and you decide who sees what at the counter and in the office. After handover, if you want, we keep developing it in further sprints or meet once a month for sparring from €490.
Example calculation
40 handovers a week, 4 instead of 12 minutes each
Pays for itself inabout 9 months
Hourly rate: what an hour of work really costs, including holidays, sick leave and employer on-costs. Value per year: hours saved × hourly rate × 46 working weeks.
Yes. Car4Life, a car rental company in Vienna, has worked with us since it was founded: brand, website and lots of processes behind the scenes.
No, it’s a custom project. If you need to take bookings next week, start with a subscription. We can connect to it later or replace it once the numbers say so.
Yes, if you want that. The booking only shows cars that are actually free and prices them at your rates.
Every handover has photos with date and time. At the return, the check-out photos sit right next to the new ones, so you can see what’s new.
Let’s take the next step. Now.
Drop us a line