Corporate accounts with credit limits, own rates and bookers
Companies 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.
PLANSFrom Growth
The problem it solves
- A company keeps booking cars while last month's invoices are still unpaid, and nobody sees the total until the accountant chases it.
- The rate you agreed with a client sits in an email, so the desk charges the public price and the client disputes the bill.
- Credit requests arrive as a PDF by email, and the trade licence and tax papers are lost in someone's inbox.
How it works
- Open the company's contact, the Rental Account tab. Choose Credit Account, type the Rental Credit Limit and its currency, and add the people under May Book for Them.
- On a rate plan, put the company under Only for Customers. Its orders take that plan before any other plan that fits the car and the dates.
- When a Rent User confirms an order for a credit account, the company's unpaid invoices plus this order must stay within the limit. Over it, Confirm is refused with the numbers.
- A Rent Manager can confirm the order anyway, for example after a call with the client's accounts team.
- New companies apply on your page Open a company account. You set the Limit Given in Rental > Bookings > Credit Applications and press Approve or Refuse.
Everything it does
The account
- Rental Account: Pay as They Go (the default) or Credit Account
- Rental Credit Limit, and Credit Limit Currency (your Entity's currency to start with)
- May Book for Them: the people allowed to book for the company
- Changes are kept in the contact's history
The credit check
- Runs when an order is confirmed, for a credit account with a limit above zero
- Counts posted invoices not fully paid, of the company and all its people, plus this order's total
- Other currencies are converted to the limit's currency at the day's rate
- Also runs on online bookings made by a person of that company
- Rent Managers are not stopped
Corporate rates
- Only for Customers on a rate plan: used for those customers first
- The plan keeps its dates, cars and classes; outside them the usual plans apply
Credit applications
- The page Open a company account, at your booking page address followed by /account; it opens once online booking is on
- Company, tax or registration number, street, city, name, email, phone, monthly credit needed, what they plan to rent, and papers
- Company, name and email are needed; up to 10 papers of under 15 MB each
- Status Submitted, Approved or Refused; the filter To Decide shows those waiting
- Approve makes the company with a credit account and the limit given (or asked). It makes the person its contact, and adds them to May Book for Them
Who uses it
Hire desk (Rent User)Takes orders for corporate customers and sees when one would go over its limit.
Rent ManagerSets limits and corporate rates, confirms orders over the limit, and decides credit applications.
Account managerKeeps the list of people who may book and the company's preferences.
Where you use it
- Web: the contact's Rental Account tab; Rental > Bookings > Credit Applications; Rental > Configuration > Prices > Rate Plans
- Public page: Open a company account, at your booking page address followed by /account
- Not enforced yet: May Book for Them is a list for your staff; nothing stops another person booking for the company
- Web: Approvals > Requests > To Approve, for credit applications waiting on the chain
What you control
Settings
- Rental Account: Pay as They Go to start with, per customer
- Rental Credit Limit: empty to start with; no limit means no check
- Credit Limit Currency: your Entity's currency to start with
- Only for Customers: per rate plan, empty to start with
Approvals
- Rental credit application: Approve and Refuse go through the Rental credit application chain, Rent Managers by default, with levels by limit
- Orders over the limit: a Rent Manager confirms them
Notifications
- Rental Confirmed: to the customer, in the app and by email; WhatsApp and SMS from your message credits (Growth)
- Credit applications: no message to the applicant; the approvers get a to-do and an Approval Waiting message, by email and in-app
Questions
What happens when a company goes over its credit limit?
A Rent User cannot confirm the order: the message shows what the company owes, the order's total and the limit. A Rent Manager can still confirm it.Does the limit count orders not yet invoiced?
It counts posted invoices still unpaid plus the order being confirmed. Other confirmed orders not yet invoiced are not counted.Can a corporate client have its own prices?
Yes. Add the company to Only for Customers on a rate plan. That plan is used for its orders first.Can only named people book for a company?
You can keep the list under May Book for Them, but it is not enforced yet. Anyone can still book for the company; your staff check the list.Can a company apply for credit without calling us?
Yes, once online booking is on. Send them the Open a company account page. They fill in the form and attach their papers, and you approve it with the limit you give.Related features
RATESRate 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.CUSTOMERSOnline 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.BILLING AND PAYMENTSBilling 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.ACROSS SMARTMY RENTALApproval 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.LONG HIRES AND PARTNERSMarketplaces, 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.CUSTOMERSVIP 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.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.