Car rental management software
One system for your fleet, bookings, customers and books.
CarFleex replaces the spreadsheet-and-group-chat setup most small and mid-sized rental businesses start with. Vehicles, reservations, rentals, customers, maintenance and accounting share the same records, so nothing has to be entered twice.
Free for up to 5 vehicles. No credit card required.
Why rental businesses switch
Spreadsheets work, until two people edit one at the same time.
A shared spreadsheet has no idea a vehicle is already booked, no record of who changed what, and no connection to your accounting. CarFleex keeps availability, bookings and money in one place that your whole team can use at once.
| What you need | Spreadsheet | CarFleex |
|---|---|---|
| Prevents double-booking a vehicle | Manual check required | Checked for you on every booking; the fleet calendar on Pro |
| Multiple staff editing at once | Overwrites and version conflicts | Each staff member has their own access |
| Vehicle, customer and rental records linked | Copied between sheets by hand | One record, referenced everywhere |
| Answers customer questions automatically | Not possible | AI replies on Facebook Messenger |
| Accessible from a phone at the counter | Awkward on mobile | Native Android app |
How it works
From adding your fleet to your first rental.
- 01Add your vehiclesRates, photos, specs and documents for each vehicle in your fleet.
- 02Take a reservation or rentalPick a customer and a vehicle; the calendar checks availability for you.
- 03Check out and check inRecord odometer, fuel and destination at pickup, and charges at return.
- 04Everything lands in accountingIncome, expenses and payroll update automatically as you work.
Fleet management
Know exactly what's happening with every vehicle.
Each vehicle has its own record: current status, rental history, income and cost, service history and any damage found along the way.
- Availability and current status
- Rental history and income per vehicle
- Service records with mechanic, cost and next due date
- Damage and scratch records with photos
Reservations, rentals & returns
Bookings, pickups and returns, recorded as they happen.
Take a reservation, turn it into a rental when the customer arrives, and close it out on return. Each rental keeps the customer, vehicle, charges and contract together.
- Reservations with dates and deposits
- Online booking requests you confirm into a reservation
- Check-out with odometer, fuel level and destination
- Late fees and damage charges on return
- Rental contracts generated as PDF
Fleet calendar Pro
Every vehicle on one timeline, with reservations, active rentals and maintenance blocks, so you can schedule without double-booking. Included in the Pro plan.
Accounting & payroll
Rental income and running costs in the same books.
See what came in, what went out and what is left for any period. Payroll lives here too, so salaries and cash advances are counted as the expenses they are.
- Income from rentals, late fees and damage charges
- Expenses by category, with receipts
- Salaries, cash advances and pay periods
- CSV exports for your accountant
Growth
Automate the questions, keep control of the decisions.
Pro adds an AI assistant that reads your live vehicles, rates and calendar to answer customer questions on Facebook Messenger, while anything involving a discount or a decision goes to your team.
FAQ
Common questions about CarFleex.
Yes. The Free plan covers up to 5 vehicles, 50 customers and 3 staff records, with rentals, reservations, contracts, a public business page, the rental estimator and online booking requests. Plus and Pro raise those limits and add accounting, maintenance tracking and reports. Pro adds the fleet calendar and the Facebook Messenger AI assistant.
Add your fleet and try it free.
Create a free workspace, add your vehicles and record your first rental today.