A fleet with its paperwork
Vehicles by category, with documents and their expiry dates, maintenance work orders, fuel, expenses, accidents and transfers between locations. GPS is a last-known position you update, not a live telematics feed.
Rent a Car
A rental fleet that pays for itself.
Vehicles, availability, agreements, handover and return, fines, damages and deposits, with every charge landing on the same ledger as the rest of the business. Built for UAE rental companies, priced in AED.
Daily, weekly, monthly and long-term rentals
What actually differs
The rental business, not a generic ledger.
Same accounts underneath as every other VISIONS ERP company, arranged around what a rental desk raises, holds and chases.
Availability you can see
An availability calendar across the fleet, so a booking is made against a vehicle that is genuinely free rather than one somebody thinks is free.
Agreement, end to end
A draft reservation holds the vehicle and posts nothing. Confirming and handing over is what moves the money: rate by quantity, add-ons, discount and VAT, with extra days, extra hours, extra kilometres and a late return charged as more rental.
Long-term, month by month
A long rental splits evenly across its term, with the last month absorbing the rounding, and each installment raises its own invoice as it falls due rather than one invoice up front.
Fines and Salik, attributed
Import the fines file and each row is matched to the vehicle by plate and to the agreement that had it at the time, so a fine lands on the renter who earned it instead of the fleet.
Damages and deposits
Inspections at handover and return, damages logged by type, severity and where they were spotted, then charged, waived or claimed, and recovered from the invoice or the deposit.
What the desk posts.
Every document a rental raises writes its own journal at the moment it happens. The rental revenue, the add-ons, the VAT, the damage recharge and the fine recharge are separate lines, which is what makes the question "did that car earn anything this month" a report rather than an argument. The agreement carries its own accounting view, so you can open one rental and see every posted line behind it.
A financed fleet is a financed fleet.
Vehicles bought on finance are tracked as a mortgage with its installment schedule, so the asset, the liability and the monthly payment are in the books rather than in a bank letter. That sits alongside fixed assets and depreciation, which means the fleet on the balance sheet is the fleet on the forecourt.
Where it stops.
Agreements are raised by your own staff at the counter or the desk. There is no public booking site and no broker or OTA connection, so if your bookings arrive from an aggregator you will still be keying them, and that is worth knowing before a demo rather than after.
FAQ
Straight answers.
Does it handle daily, monthly and long-term rentals?
Yes. A short rental is priced by rate and quantity with add-ons, discount and VAT on the agreement. A long-term rental splits the net rental evenly across the term, with the last month taking the rounding, and each month raises its own invoice as it falls due, so your receivables show what is actually owed today rather than the whole contract.
How are traffic fines and Salik handled?
Import the file and each row is matched to the vehicle by its plate and to the agreement that held the vehicle at that time, so the charge is attributed to the renter rather than absorbed by the fleet. You can see every fine across the fleet, and each one against the vehicle and agreement it belongs to.
What happens when a car comes back damaged?
The return inspection is where it is captured. A damage is logged with its type, severity and where it was detected, then it is charged, waived or claimed, and a charged damage is recovered either on the invoice or out of the security deposit. The register keeps the history against the vehicle.
Can we hold a security deposit?
Yes. The deposit is held against the agreement and is what a charged damage or an outstanding fine can be recovered from on settlement, with the balance returned. It sits in the ledger as money held rather than as income.
Does it know which cars are free?
Yes, there is an availability calendar across the fleet, and a draft reservation holds the vehicle without posting anything to the accounts. Nothing hits the books until the agreement is confirmed and handed over.
Can we track vehicles bought on finance?
Yes. A financed vehicle is recorded as a mortgage with its installment schedule, so the asset, the liability and each monthly payment are in the ledger alongside fixed assets and depreciation.
Is there live vehicle tracking?
No. You can record a vehicle’s last-known position manually, but there is no live telematics feed and no route history. If live tracking is a requirement, it stays with whatever tracking provider you already use.
Can customers book online?
No. Agreements are raised by your staff at the counter or the desk. There is no public booking site and no connection to brokers or aggregators, so bookings that arrive from those channels are keyed in by your team.
Put a real month of rentals through it.
Bring a handover, a return with a scratch on it, a Salik file and a long-term agreement, and watch all four post. Fourteen days free, no card, export any time.