FEATURES
Every feature, with its own page.
59 features of SmartMy Rental, grouped by area, each with the plans that have it. Open one to see what it does, who uses it and how it works.
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Highlights
The parts of SmartMy Rental people notice first.01Long hires with notice period, lock-in and customer sitesShort notice and early ends on long hires are charged from the contract, not from memory.How it works →02Handover and return checks with photos, meters and signaturesThe same photos, readings and signatures at every handover, compared with the last check.How it works →03Rent to ownRent to own on the hire order: rent paid counts toward the price, one button sells the car.How it works →04Chauffeur and operator duties with signed docketsDuties made from one plan, dockets signed on the phone, extras billed by themselves.How it works →05Profit per car with a keep, sell or buy-more hintEach car's rent, costs and time out, with a hint to keep, sell or buy more.How it works →
ON THIS PAGE
01Fleet and depots02Rates03Hire orders04Checks05Billing and payments06Drivers and delivery07Customers08Service and repairs09Tolls and fines10Long hires and partners11Chauffeur and wet hire12Fleet value13With other SmartMy products14Country packs15Accounting16Assets17Across SmartMy RentalFleet and depots
4 featuresVehicles and machines in classes, self-drive or with driverEvery car, van or machine is its own bookable item, grouped in classes your customers recognise. Each item says whether it goes out self-drive, with your driver or operator, or both, and what a driver needs to hire it.Depots, yard places and transfers with checksEach depot keeps its own yard: on hire, inspection, turnaround, out of service, in transit and own use. Cars move between those places by themselves as they go out, come back and are checked. You move cars between depots with a check at both ends.Vehicle papers with expiry datesKeep the registration, insurance, permits, fitness and other papers of every car and machine with their numbers, dates and files. The depot manager is reminded before each one expires, and an expired paper stops the car going out.New cars into the fleet: fit-out parts, Go Live and QR labelsBring a new car or machine into the fleet in one record: model, serial, plate, depot and the parts fitted to it. Go Live makes the fleet vehicle and the bookable item at once. Print a QR label so staff open the car with one scan.
Rates
5 featuresRate plans by hour, day, week and month with the cheapest mixPrice each class or car by the hour, day, week, month or year in one rate plan. For every rental the system works out the cheapest mix of those periods. The same plan holds a shortest rental, a grace time on return and the deposit.Season and weekday pricesCharge more in the busy season and less in the quiet one with season plans that win over your all-year prices in their dates. For short rentals, price each weekday as a share of the day price, so a Friday and Saturday cost more than a Tuesday.Included kilometres or hours, and excess chargesSet how many kilometres, miles or engine hours each rental includes, per day, per month or per rental, or make them unlimited. What is used beyond that becomes a charge on the hire by itself, from the readings of the handover and return checks.Extras and insurance coversOffer child seats, GPS, delivery, chauffeurs, fees and insurance covers with each rental. Price them per rental, per day or as a share of the rent, with a cap. Covers show the excess the customer still pays, and mandatory extras are added by themselves.Dynamic price rules and price hints from utilisationRaise or lower the rent by a share for event dates, weekdays, last-minute or early bookings, longer rentals or when a class is already busy. Price Hints read how busy each class was on weekdays and weekends and make a rule for you to check and switch on.
Hire orders
5 featuresHire orders from quote to returnEvery hire runs on one order. It starts as a quote and is confirmed with the cars reserved. It goes out through a handover check, comes back through a return check, and is closed once billed. Class bookings get a free car at confirmation, and clashes are refused with the booking named.Extend, swap, call off, roll on and overdue hiresChange a hire while it runs: extend or shorten it, or swap the car through return and handover checks. Call it off with a call-off number, and nothing is charged after that time. Hires that roll on go on by themselves, and overdue cars are flagged every hour.Long hires with notice period, lock-in and customer sitesMonthly and open-ended hires carry a notice period and a lock-in date. When a customer calls off short or ends before the lock-in, the rent of the time short is worked out for you. It waits as an Early End charge for a manager to confirm. Each hire can be booked to the customer's own site with its PO.Planning board: drag to move, click to bookSee every car and machine by day on one board, with bookings, cars out, call-offs and blocks as coloured bars. Drag a reserved booking to another day or car, and click a free day to start a booking for that car.Rental agreements signed online before the car goes outSend the rental agreement from the order through SmartMy Sign. The customer signs on their phone with a code sent by email, or in person on your screen, then your side signs. With one setting on, no car on the order goes out until it is signed.
Checks
4 featuresHandover and return checks with photos, meters and signaturesEvery handover and return runs through a check from your own template. Check points are cards by team, answered with one tap. The check also takes required photo angles, meter readings, the item list and damage marks. Each team signs its part, and the customer signs last. The new check starts from the last one, so readings show their value before and known damage is already listed. The signed report goes to the customer as a PDF.Disputes on check reportsAfter a check is signed, the customer has a set number of days to dispute the report from their web page. Staff can open a dispute too, a Rent Manager even after the window, and the salesperson is given a to-do to answer it.Charges from return checks: fuel, AdBlue, kilometres and damageWhen the return check is signed, what the customer owes is worked out from it. That covers kilometres or hours over the allowance, missing fuel, AdBlue and charge, a lost key, and new damage marked to charge. Damage waits for a manager; the rest goes on the next bill.AI damage spotting with suggested repair costsOn a return check, the AI compares each photo with the same angle from the last check. It lists new damage it sees, with its confidence. It can also suggest a repair cost for each new damage line. Nothing is charged by itself: staff check every line. It comes with Growth and Scale and runs once switched on, using AI credits.
Billing and payments
3 featuresBilling in advance or in arrears, with Bill NowBill short hires at once with Bill Now, and long hires on a weekly, monthly, quarterly, yearly or end-of-hire cycle. Bill in advance or in arrears, grouped as you like. Rent stops at the call-off or return, and time billed ahead and not used comes back as a credit.Deposits taken, topped up, used and refundedEvery confirmed hire that asks for a deposit gets its own deposit record, held on a liability account. You take it, top it up, use it for what the customer owes and refund the rest. The order cannot be closed while money is still held.Pay links, card holds, saved cards and mandatesAsk for money with a pay link on your own payment provider. Hold a deposit on the card, and charge a saved card or mandate each billing cycle. Every request follows its payment to Paid, Held, Failed or Refunded by itself.
Drivers and delivery
2 featuresDriver licences, IDs, age rules and blocklistKeep each driver's licence, international permit and ID with photos, verify them once. A self-drive car goes out only when every driver on the order passes. Each needs a licence valid for the whole hire, old enough, licence held long enough, and must not be blocked.Delivery and collection with zones and chargesBring the car or machine to a hotel, the airport or a site and fetch it back. A delivery job is made when the hire is confirmed and a collection job when the customer calls off. They are priced by zone or distance, with after-hours and waiting charges.
Customers
8 featuresCustomer pages: on hire, call off, extend, check reports and paymentsYour business customers sign in to a Rentals page that lists what they have on hire at each site. They call off with a call-off number, ask to extend, read and dispute check reports, pay what is asked and see their invoices.The SmartMy Rental app for customersYour customers follow their rentals on the phone: what is on hire, call off, ask to extend, pay, and share check reports. They keep their licence and ID photos in the app, and book a car when you take bookings online.The SmartMy Rental Staff app for the yardCounter and yard staff run the day from a phone. They see what goes out, comes back, is called off or overdue. They handle each car by QR scan, depot transfers and deliveries. Every handover and return check is done on the phone, with photos, readings, damage and signatures.Fleet dashboardTwo ready-made dashboards open first in SmartMy Rental. Dashboard shows what is out, what goes out next, what is called off and what is not ready. Fleet shows the yard: ready, on hire, in turnaround, out of service, and papers by type.Online booking page and website widgetEach Entity gets its own booking page, which also sits inside your website as a widget. Customers find a free car or class, choose cover and extras, give their licence details, book and pay. A booking not paid in time is cancelled and the car freed.Public booking API with keysYour website or a partner's booking form can list depots, find free cars and classes, get a quote and book, through a JSON API. Each caller has its own key, made by a Rent Manager and shown once.Corporate accounts with credit limits, own rates and bookersCompanies that rent from you often get a credit account with a limit. They also get their own rate plans and a list of people who may book for them. They can apply online, and you approve with the limit you give.VIP tiers, preferences and referral commissionsRegular renters move up tiers by what they spent in the last 12 months. Each tier takes a discount off the rent wherever they book. Their preferences and favourite cars sit on their contact, and hotels, concierges and agents who send you customers earn a commission on each rental.
Service and repairs
2 featuresService due by kilometres, hours or daysEach car or machine has its service plans, due by kilometres or miles, engine hours or days, whichever comes first. The meters come from every signed check. The depot manager gets a to-do when a service is near, and you can stop an overdue car from going out.Repairs, who pays, and warranty and insurance claimsA check point marked Needs repair takes the car out of service and opens a repair. You record who pays: you, the warranty, the insurer or the customer. A customer charge waits for a manager to confirm, and warranty and insurance claims are followed to paid or refused.
Long hires and partners
5 featuresCar leases and subscriptions with a yearly km allowanceRun long-term car leases and monthly subscriptions on the same fleet as your daily hires. Each has a term, a monthly fee, a yearly allowance of kilometres or hours with a charge for each one over, renewal and buy-out.Marketplaces, agents and brokers with commissionBookings from rental marketplaces, travel agents and brokers carry the channel and its booking number. The commission is worked out when the hire ends. You either pay it on one vendor bill or bill the channel when it collects from the customer.Cars hired in from other companiesWhen your own fleet is full, hire a car in from another rental company and hire it on to your customer. The car joins your fleet for the agreed dates only and goes out with the same checks. Its supplier bill is made from the agreed cost.Rent to ownLet a customer rent a car or a machine with the option to buy it. A share of what they pay counts toward an agreed price, and the order shows what is left to pay. Buy Now sells the car. The invoice is made, the car leaves the fleet and, with fixed assets, the asset is sold with its gain or loss.Used car sales through quotationsWhen a car leaves the fleet, Sell This Car opens a sales quotation with the car and its serial number. Confirming it stops new bookings; delivering it takes the car out of the fleet and reminds you to take its fixed asset off the books.
Chauffeur and wet hire
2 featuresChauffeur and operator duties with signed docketsHire with your driver or operator runs on duty templates and plans: one confirmed plan makes the rental order and every day's duties. The driver starts the duty with a check and fills in the docket. The customer signs it, and whatever is over the package goes on the bill by itself.The SmartMy Rental Driver appChauffeurs, operators and delivery drivers see their own duties and jobs on the phone. They start duties with a check, fill in the docket, get the customer's signature, and mark deliveries on the way and done. The app is built and in testing, not in the app stores yet.
Fleet value
2 featuresFixed assets: register, depreciation, tax book and work in progressEach car or machine can be a fixed asset in your books. It is depreciated month by month, by time or by the hours it was out on hire. The register also keeps your other assets, a tax book for income-tax depreciation by block, and capital work in progress.Profit per car with a keep, sell or buy-more hintFor any period, see each car's rent invoiced, its costs, its profit and how much of the time it was out on hire. A hint says which cars to buy more of and which to think of selling.
With other SmartMy products
5 featuresVehicle tracking while on hireWith SmartMy Transit and a GPS tracker in the car, Where Is It shows a car's last position on a map. Tracker alerts during a hire land on the rental order with a to-do for the depot manager. Checks start with the readings the tracker reports.Repairs sent to SmartMy Garage job cardsWith SmartMy Garage, a rental repair goes to your workshop as a job card with one button. When the garage delivers the car, the repair gets the job card's total in its history and a to-do to finish it. So the car comes back into service through its check.Helpdesk tickets on rentalsWith SmartMy Desk, a customer's issue about a hire, such as a warning light or a missing child seat. It becomes a helpdesk ticket that names the rental order and the car. The order shows its tickets, and New Ticket opens one for its customer.Marketing audiences from rentersWith SmartMy Marketing, three audience rules use your rental orders. They are customers renting now, customers whose rental ended in the last days, and customers quoted who never booked. Use them for broadcasts and journeys, such as a review request or a win-back offer.Driver attendance from duties, no duty on leaveWith SmartMy HRMS, a chauffeur or operator on approved time off cannot be given a duty that day. A finished duty records the driver's attendance from its start to its end. Payroll then counts the days drivers really worked.
Country packs
2 featuresAgreement clauses for the UAE, UK, India and AustraliaReady-made rental agreement clauses come with SmartMy Rental and SmartMy Sign. There are eight general ones and one or two for each of the UAE, the UK, India and Australia. They are drafts for your lawyer to check, and you add them to your agreement template as terms pages.India SAC codes on rental billsOn an Indian Entity's invoices, rental lines without an HSN/SAC code get one by themselves. They are 997311 for hire without a driver and 996601 for hire with a driver or operator. GST returns and e-invoices then carry the code.
Assets
3 featuresAsset care, and assets issued and returnedKeep the warranty, maintenance contracts and insurance policies of your assets, with a reminder 30 days before each ends. Give an asset, such as a yard tablet or a pressure washer, to a person, a customer or a place. A staff member confirms it before it moves to them. Record its condition when it comes back.Physical verification of assetsCount your assets on the ground: the machines in each depot, the tools in the workshop, the computers in the office. Scan each QR asset tag and see what was found, what is missing and what turned up somewhere else, with who counted it and when.SmartMy Sign extras: AI reading, bulk send, digital seal and APIScale adds four SmartMy Sign extras to rental agreements signed online. Send one document to many people at once, and seal signed PDFs against change. Connect your own software through an API with webhooks, and have the AI read signed documents.
Across SmartMy Rental
5 featuresApproval chainsDamage, repair, early-end and late-return charges wait as To Confirm, and corporate credit applications wait too. Each goes through an approval chain per Entity: the Rent Managers to start with, and levels you add.NotificationsOn every plan, customers hear when a hire is confirmed, called off, due back or overdue. They also get check reports, pay links, receipts and fines, and hear when a driver is on the way or a duty starts. Each goes to the in-app inbox and the first of WhatsApp, email or SMS that works, and your staff get to-dos for what needs them.Security: sign-in log, password rules and two-factor sign-inSee every sign-in try, set password rules, ask for a second factor or a passkey, and limit sign-ins by network, device and hours. Settings can differ per Entity, and every part comes with every plan.Staff chatCounter staff, yard staff, drivers, managers and accounts chat with each other inside SmartMy, one to one or in groups, with photos and files. Nobody needs a colleague's personal number to ask which car is ready or who covers the airport run.Several entities in one accountRun the rental companies of your group, such as a self-drive company and a chauffeur company, in one SmartMy Rental account. Each Entity keeps its own depots, cars, orders, settings, booking page and books, and staff can work in the Entities they are allowed in.
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