VROOM brings rental operations, fleet records, billing and accounting into one workspace. Different departments work on connected records, so a booking can become an agreement, an invoice and a payment without recreating the same customer details.
The workspaces
| Workspace | What you manage |
|---|---|
| Rentals | Leads, quotations, bookings, agreements, additional drivers, deposits and e-signatures |
| Fleet | Vehicles, availability, maintenance, GPS, fines and tolls |
| People | Customers, partners, brokers, employees and suppliers |
| Billing | Invoices, payments, credit notes, expenses and supplier bills |
| Finance | General ledger, financial statements, VAT return, banking, depreciation and investors |
| Legal & collections | Legal cases and approved bad-debt write-offs |
| System | Logins, roles, alerts, scheduled fleet reports, branding, integrations and audit logs |
Features that depend on a live integration, permission or dated accounting setting work only when that dependency is configured.
How the records connect
Start with a lead or quotation if you need one. A Draft rental agreement is the booking. Start records the hand-over; Return records the car coming back; Close completes the rental after invoicing and settlement.
- Deposits stay linked to the agreement.
- Fines and tolls can become invoice lines.
- Invoices, payments, approved expenses and approved supplier bills feed the general ledger.
- Credit notes normally post when Applied.
A saved Draft booking does not, by itself, mean that every related financial document has posted.
Roles and access
| Role | Typical person | Main access |
|---|---|---|
| Super Admin | Owner / IT | Everything, including branding, financial year, VAT periods and manual journals |
| Owner | Owner | Sees everything, approves write-offs and settlements, receives owner alerts |
| Admin / Manager | Office manager | Operations and finance reports; user-managed lists |
| Accountant | Accounts | Finance, journals, bills, VAT, exports |
| Rental / Sales agent | Counter | Customers, quotations, agreements, invoices and payments as permitted |
| Fleet manager | Fleet | Vehicles, maintenance, fines, tolls, operational reports |
| Viewer | Auditor / trainee | Read-only, no financial reports unless granted |
| Investor | External investor | Only the separate investor portal and their own statements |
Permissions are set per role. A hidden button is also blocked on the server, so opening a page address directly is refused with “403 Forbidden”.
Finding a record
Use Global search in the top bar to find a customer name or phone number, an invoice number, an agreement number or a vehicle plate.
On a list page, use its search box and the compact Filters button. Filters and sorting on main lists are remembered; search text is not, so a forgotten search never hides records. Lists inside another record start fresh each time.