Included kilometres or hours, and excess charges
Set 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.
PLANSEvery plan
The problem it solves
- A customer drives 900 km on a 200 km a day deal and nobody does the sum at the return.
- Excavator hours are written on a docket that never reaches the invoice.
- Staff argue with the customer over a figure worked out by hand at the counter.
How it works
- On a rate plan's Included Usage tab add a line per meter: Kilometres, Miles, Engine Hours, kWh, Litres or Units.
- Say how much is included Per Day, Per Month or Per Rental, or tick Unlimited, and set the Price Over for each unit beyond it.
- At handover the going-out check reads the odometer or hour meter; at the return the return check reads it again. A reading lower than before is refused.
- When the return check is signed, the units used over what was included become a Usage Over charge on the order, at the Price Over.
- The charge goes on the order's next bill, with the check named as its source.
Everything it does
Included usage on the rate plan
- Meters: Kilometres, Miles, Engine Hours, kWh, Litres, Units; each once per plan
- Per Day (to start with), Per Month or Per Rental
- Per Day counts the days charged, rounded up; Per Month counts 30-day months, rounded up
- Unlimited: nothing is charged over
- Price Over: the charge for each unit beyond what is included
Readings
- Each item counts in Kilometres, Miles or Engine Hours; checks always read that meter
- The value before (from the last signed check) shows next to the new reading
- Odometer, engine hours, kWh, water and gas cannot go down from one check to the next
The charge
- Made when the return check of a rental is signed, from the last signed going-out check of that line
- Charged for km, miles, engine hours and kWh
- Kind Usage Over, ready to bill, with the quantity over and the Price Over
- Billed with the next invoice of the order, by Bill Now or the billing cycle
Who uses it
Rent ManagerSets the included usage and price over on each rate plan.
Counter and yard staffRead the meters at handover and return.
CustomerSees the readings on the check reports and the charge on the invoice.
Where you use it
- Web: the Included Usage tab of each rate plan; the Charges tab of each order; Rental > Billing > Bills > Charges
- The SmartMy Rental Staff app: readings on the check screen, with the value before (built and in testing, not in the app stores yet)
- Not without checks: with no going-out reading there is nothing to compare, so no usage charge is made
What you control
Settings
- Included per meter: Per Day to start with
- Unlimited: off
- Distances in: Kilometres to start with, or Miles
Notifications
- No message of its own: the charge shows on the next invoice and the readings on the check report
Questions
Can we give unlimited kilometres on some cars?
Yes. Tick Unlimited on that plan's Kilometres line. Nothing is charged over.Do machines work on hours?
Yes. Equipment counts engine hours. Set Engine Hours on the plan's Included Usage tab, for example 8 per day.Does a manager have to confirm usage charges?
No. Usage over is worked out from the readings and goes straight to the next bill. Damage charges are the ones that wait for a manager.What if the check is done without an odometer reading?
The ready-made car templates require the odometer. If the going-out or return reading is missing, no usage charge is made.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.CHECKSHandover 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.CHECKSCharges 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.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.RATESExtras 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.
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.