Car Rental & Chauffeur app
Quote, book, hand over and close car rentals, chauffeur jobs and monthly leases, right beside your WhatsApp chats.
Install it from the marketplace inside Scratchboard, then change anything to fit how you work.
Built for
- Rent-a-car companies
- Chauffeur and limousine firms
- Monthly car leasing desks
- Rental firms with corporate accounts
- Fleets that mix self-drive and chauffeur work
- Modules
- 17
- Automations
- 46
- One-click actions
- 48
- Reports
- 12
- WhatsApp templates
- 18
Sound familiar?
The everyday problems the Car Rental & Chauffeur app takes off your plate.
The same car promised twice
Bookings live in a diary or a spreadsheet. Someone extends a rental, and the car that was due back is already booked for the next customer.
Fines turn up after the deposit is gone
A toll or traffic fine arrives weeks later. Nobody knows who had the car, and the deposit was already refunded.
Papers checked at the counter, in a rush
Licence expiry, age and international permit are checked by eye at pickup. Expired insurance or registration on a car is spotted too late.
How it works
From the first message to a finished job, step by step.
- 1
Enquiry
A booking starts from the WhatsApp chat with the dates, category and pickup branch. It goes to the next person on the counter team, and the team lead is told if nobody replies in time.
- 2
Quote
Price it from your rate card with cover, extra drivers, child seats, GPS and delivery. Send the quotation PDF. Follow-ups go out on day 1, 3 and 7, and stop when the customer replies.
- 3
Confirm and check
The customer replies ACCEPT. The car is held for those dates, and any overlap is refused. Licence, age, IDP and document checks run before the car goes out.
- 4
Hand over
Send the rental agreement for the customer to accept by replying ACCEPT. Record the handover inspection with km, fuel and photos. Extend, change dates or swap the car in one click.
- 5
Return and close
The return inspection records km, fuel and damage. The final invoice adds extra km, fuel and late days. The deposit is held for the fine window, then refunded less any open charges.
What's inside
The records the app sets up for you, already linked together, with forms, lists, boards and dashboards.
Bookings
Rentals and leases from Enquiry through Quoted, Confirmed and On rent to Closed, with the rate, extras, deposit and agreement.
Customers and documents
Each renter with licence, date of birth, IDP and residency, a document checklist, a blacklist and their rental history.
Vehicles
The fleet with plate, category, km, branch and status, plus service, insurance, registration and permit dates.
Rate cards
Daily, weekly and monthly rates per category, with km allowance, extra-km rate, deposit, minimum age and extras.
Agreements and inspections
Each agreement leg with km and fuel out and in. Handover, return and swap inspections with photos and damage notes.
Chauffeur jobs
Transfers and hourly jobs with pickup, flight number, driver and car. A driver or car can't be booked twice.
Charges
Tolls, traffic fines, parking, damage, cleaning, fuel and late returns, matched to the rental that had the car.
Invoices, payments and statements
Rental, lease, chauffeur and charge invoices with tax, payments and refunds, and monthly statements for corporate accounts.
Corporate accounts
Company customers with a credit limit, payment terms, a discount and a statement day.
Service and blocks
Workshop visits, repairs and blocks that take a car out of use for their dates.
Runs itself
Automations that are switched on when you install the app.
- Quote follow-ups on day 1, 3 and 7, stopping as soon as the customer replies
- The team lead is alerted when an enquiry has no reply after 15 minutes
- Pickup reminder the day before, with a request for any missing documents
- Return reminder about 2 hours before, and a late-return alert after the grace time
- Payment reminders 3 days before, on the day and 3 days after, then the team lead is told
- Deposit refund flagged to accounts when the fine window ends, with open charges counted
- Insurance, registration and permit reminders at 30, 15 and 3 days, and the car is blocked at expiry
- Service due by date or km flagged to the fleet officer
- Monthly lease invoices on their date, with renewal reminders 15 and 7 days before the end
- Monthly statements to corporate accounts, and a feedback request the day after the return
From the chat
What your team does without leaving the conversation.
- See who the customer is: licence, documents, blacklist and unpaid charges
- Create an enquiry, find a free car and send the quote
- Send the rental agreement and confirm the booking
- Request a payment, mark it paid and send the receipt
- Assign a driver and car to a chauffeur job and update its status
Inside the 24-hour window, messages go out automatically. Outside it, the app uses approved WhatsApp templates, or asks your team to send the message by hand.
Documents, reports and roles
Ready on day one, and yours to change.
Generated from the record and sent on WhatsApp in one click.
- Quotation
- Rental agreement
- Inspection report
- Invoice
- Receipt
- Corporate statement
For owners and managers, with a ready dashboard.
- Today: pickups, returns and late cars
- Utilisation and revenue by car and category
- Fleet revenue vs cost, service and expiries
- Enquiry sources, conversion and lost reasons
- Open and ageing fines, tolls and charges
- Deposits held and refunds due
- Money received, due and overdue
- Corporate balances and credit
- Top customers and win-back list
- Chauffeur jobs per driver
- Lease invoices and renewals
Everyone sees only what their job needs.
- Rental ManagerEverything, including rates, write-offs, refunds and the blacklist override.
- Rental Team LeadEvery booking and job. Approves discounts and corporate credit, and disputes or writes off charges. Can't change rates.
- Rental Counter StaffEnquiries, quotes, bookings, handovers, returns, customers, documents and chauffeur dispatch. No rates, costs, write-offs or refunds.
- Rental Fleet OfficerVehicles, service and blocks, inspections, fines and tolls. No customer documents or money.
- Rental ChauffeurOnly the jobs assigned to them, with the pickup, customer and car. No prices.
- Rental AccountantPayments, refunds, charges, invoices, corporate accounts and statements. Bookings and customers read-only.
Questions
Common questions about the Car Rental & Chauffeur app.
Can a car be booked twice for the same dates?
No. Once a booking is confirmed, the car is held for those dates and any overlapping booking is refused. Back-to-back returns and pickups are fine. Extensions, date changes and car swaps are checked first, and nothing changes if the car is taken.
How are WhatsApp messages sent outside the 24-hour window?
Inside the 24-hour window, the app sends a normal chat message. Outside it, the app uses its 18 WhatsApp message templates, which are submitted for Meta approval when your workspace is linked to the Team Inbox. If a message can't be sent, the booking owner is asked to send it by hand.
How are fines and tolls handled?
Add a fine or toll to the car with its date and time. The app matches it to the rental that had the car, adds your admin fee and tells the customer. The deposit is held for the fine window you set (21 days by default). The app records and bills charges; it is not legal advice, so check the rules that apply to you.
Can customers pay online?
Payment requests carry your bank details, and staff mark each payment paid with the method and reference. A payment-link automation is included but switched off by default.
What does a chauffeur see?
Only their own jobs, with the pickup, customer and car details. Fares, extras and other prices are hidden.
Can I change the rates, checks or messages?
Yes. Everything the app installs can be edited with the visual builders or by asking the AI Builder, for example to change the minimum age or when reminders go out.
Works well with
Other apps businesses like yours install alongside it.
Ready to try the Car Rental & Chauffeur app?
Start a 7-day free trial and install the Car Rental & Chauffeur app, or book a demo and we'll walk you through it.