Features
Every part of the rental business, connected.
Sixteen capabilities that share the same records. Pick the one you care about most — then follow the links to see how it connects to the rest.
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Fleet & rentals
Vehicles, availability and the rental lifecycle
- Fleet ManagementEach vehicle has one record: plate, category, rates, papers, photos, purchase cost and depreciation. Its status comes from the agreements themselves, so "available" means available.
- Reservations & AvailabilityThe availability calendar shows every car’s rentals on a timeline. Click an empty cell to start a booking with the date already filled in; click a bar to open the agreement.
- Rental AgreementsA Draft agreement is the booking. Start records the hand-over, Return records the car coming back, and Close completes it after invoicing and settlement. Every step leaves a record.
- Traffic Fines & TollsRecord the charge against the vehicle and, where possible, the agreement and customer who had the car at that moment. Add it to their invoice in one step, with the correct VAT treatment. Configuration required
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Sales & customers
Leads, quotations, customers and brokers
- Leads & QuotationsEnquiries become leads, leads become quotations, and an accepted quotation converts into a booking. The customer, vehicle and dates carry forward at every step.
- Customers & BrokersA customer account holds their identity documents, rentals, invoices, payments, deposits, statements and follow-ups. Brokers and partners have their own balances, kept apart from the customer.
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Billing & finance
Invoices, costs, the ledger and reports
- Invoicing & PaymentsStart an invoice from the rental and the customer, vehicle and broker are already there. Add rental, Salik, parking or fine lines with one click. Saving posts it to the ledger.
- Expenses & SuppliersAn expense is recorded at what you actually paid, VAT included. VROOM works out the VAT, separates what you can reclaim, and keeps non-recoverable VAT in the cost where it belongs.
- Accounting & FinanceInvoices, payments, approved expenses and supplier bills post to a real general ledger as the work happens. Your accountant reviews and adjusts; nobody re-keys rentals into a second system.
- Financial ReportingOperational reports read your documents. Official statements read the posted ledger. VROOM labels which is which, and every figure opens the transactions behind it.
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Connected tools
GPS, AI, signatures, messaging and security
- GPS Fleet TrackingWith Pilot GPS connected, Fleet › GPS Tracking brings location, trips, stops, mileage and live events next to the vehicle and rental records your team already uses. Configuration required
- AI AssistantStaff can ask in plain language instead of hunting through menus. The assistant works through supported CRM actions, sees only what the person’s role allows, and asks for confirmation before anything changes. Configuration required
- Electronic SignaturesSend a signing link with a one-time code, or hand the customer a staff tablet. The signed agreement is stored on the rental with everything else. Active
- WhatsApp & NotificationsInvoices, statements and the daily fleet report go out by e-mail, and by WhatsApp once your Meta connection is live. Owner alerts and daily alerts reach the people you choose. Configuration required
- Documents & Invoice QREvery important record has a Documents tab: vehicles, customers, agreements, invoices, payments, expenses, bills, fines, tolls and more. And every invoice carries a QR code the recipient can scan.
- User Roles & SecurityPermissions are set per role and enforced on the server. A hidden button is also blocked behind the scenes, so typing a page address directly is refused.
Next step
See your own rental workflow in VROOM.
Book a live demo and we will walk through a rental from booking to the financial statements, using demonstration data.