5 Best Car Rental Software in 2023

Car rental software is designed to help rental companies to manage their customers, fleet, and reservations with just one application. It needs to consist of certain features like a simple dashboard that gives easy access to customer data, and technologies to pick the best locations and obtain estimates.

The best car rental software is those which are user-friendly and has innovative tools to make the work simple and easier. The system can alert you about maintenance, handle damage reports, store customer data, do many other required tasks, and most-important – should be made by reputed automotive software development brands.

After studying so many different software, I’ve come down to the 5 best software which are affordable, innovative, and user-friendly. Important information like key features, subscription plans, etc. is added to the list.

List of Best Car Rental Software in 2023

• HQ Rental Software
• ARSLoaner
• ScheduleBull
• Rentworks 
• RentGuruz

1. HQ Rental Software

This is an all-in-one software that backs up all kinds of business models by providing broad consumer and fleet managing services. It is an affordable and easy-to-use software that is used to help customers in having a better experience while improving back-office efficacy. 

Accessible features of the software:

• The software incorporates more than 40 types of different software such as Xero and QuickBooks.
• The multi-language feature is there to back you up.
• It automatically creates customised confirmation emails.
• It accommodates the arrangement with your website through a plugin.
• The subscription plan offers several payment gateways to make the payment process easier. 
• (KPI) Key Performance Indicator shows finance-related reports etc.

Per-month subscription plans as per your fleet size:

• Basic plan: $90 for 10 vehicles
• Standard plan: $150 for 25 vehicles
• Professional plan: $225 for 50 vehicles
• (Get to save up to 8% on an annual subscription)

Pros:

• You get a 7-day free trial.
• Self-setup option comes with no fee required.
• Get access while using any web browser.
• Easy updates with time availability and rates.
• Comes with a 99.9% guarantee. 

Cons:

• It might take you some time to learn about all the included features.
• The support is not available 24/7. 

2. ARSLoaner

ARSLoaner offers a complete mobile platform that is easy to comprehend and use without anything to download. The setting won’t require too many hours of yours. To make the jobs of dealerships and rental businesses easier by supervising their customers from any place, car dealers designed this software. The interface is simple and hence easy to use by business dealers.

The dashboard can be accessed from any browser, location, or device. Small screens are most compatible with it. 

Accessible features of the Software:

• GPS tracking tool available.
• Get to use any template from the library.
• Mobile write-ups are available with e-signature.
• Document and Inventory management available.
• New car dealer and automotive dealership.
• Contact database included.
• Reports and analytics of the automotive industry.
• The custom reports are added at no charge.
• Credit cards can be scanned.
• Tolls and fines are perfectly charged by the customers.

Info about subscription plans:

• The number of vehicles you have decides your monthly subscription plan.
• The website has a calculator for you to explore better options.
• All subscription plans work properly.

Pros:

• You get a free trial of 30 days.
• Not much training is required to learn about the settings.
• Easy-to-use.

Cons:

• The software is not a customer-facing app.
• Driver’s license can’t be scanned.
• The rental agreement can’t be edited.

3. ScheduleBull

Now it’s easier and more affordable to manage your fleet with this free software available. This software also has a paid version which is still cheaper than the other software available in the market. The website doesn’t support any self-service resources. So, if you have any queries you can email the client agent or the support agent. 

Accessible features of the software:

• Pictures of the IDs are stored in the cloud.
• Insurance notifications and car inspections are included.
• The rates are increased or decreased for seasons or specials. 
• To check the availability of a car or have reservations on the website use the Application Programming Interface API.
• The automatic comparison of customer data from a central database helps you deduct your loss. 

Info about subscription plans:

• Rental agencies can use the software for free if they have at least 2 customers and five cars.
• Standard plan: $60 per month for 10 users and 50 vehicles. 

Pros:

• You will get a free trial of 30 days.
• Free plan is available. 
• Easy to integrate with the existing system. 
• Data available about the bad renters.

Cons:

• Customer support is limited.
• The website doesn’t have any training documentation.

4. Rentworks

Rentworks is a software with so many key features and additional sections for easy customization. The software is made for rental agencies in need of innovative functionality for supporting their commercial consumers. It has working cloud-based software for all types of devices. The software helps in easy fleet management and reservation speed improvement. 

Accessible features of the software:

• Over 140 integrations are available including dealers like Bookmyride.
• Drag-and-Drop technology is used by agents to assign vehicles quickly.
• More than 100 reporting options are available for your fleet management.
• Customers and insurance companies are allowed several split billing options. 
• Helps manage parking tickets and toll fees.
• Extra features on the add-on modules:
• Signature pads included.
• Credit card processing is available.
• Includes dealership and accounting integrations. 
• Texting and credit reporting.

Info about subscription plans:

• Rentworks does not have the prices on the website. To get the plans you will need to contact the sales team, set up a demo, and learn about the pricing as per your requirement. 

Pros:

• Full reporting and analytics.
• Customer support is available on the website.
• Advanced features.

Cons:

• Free trial is not available.
• Difficulty in finding reports because of the quantity.

5. RentGuruz

This software comes with an easy-to-understand dashboard where you can access all the basic tools required for your business with just one click. The rental software and the cloud-based auto lease help commercial companies to manage their fleet, customers, and new reservations with just one system. The numerous integrations and easy interface work perfectly for locations where the staff members are required to be multi-tasking while performing their jobs.

Accessible features of the software:

• Ring alerts and provides maintenance schedules of the vehicle. 
• Calendar is available with a task list and reminders included.
• Includes 20+ reporting options to export through PDF, Microsoft, or Excel.
• Credit cards and online payment are both available.
• Prior damages and accidents can be tracked.
• Invoicing option available.
• Book via mail, phone, or walk-in.

Info about subscription plans:

• Silver Plan: for up to 2 users, 100 cars, and 2 locations
• Gold Plan: for up to 5 users, 200 cars, and 5 locations.
• Platinum Plan: for up to 10 users, 400 cars, and 10 locations.
• Diamond Plan: for more than 400 cars with unlimited locations and users.

Pros:

• Free trial for one day.
• The user interface is easy to comprehend.
• Customers’ flight data is stored.

Cons:

• To learn about all the features, training is required.
• Customer support is not available on the telephone.

I’ve also researched on rental car brands with towing capability & car rentals with unlimited mileage along with the most-used transportation apps for transporters.

How To Choose The Best Car Rental Software?

• Business Size: You should consider the size of your car rental business and choose software that can handle the number of vehicles and customers accordingly.

For example, if you have a large fleet of vehicles, you may want to choose software that offers fleet management and vehicle tracking features within budget.

• Features: Do check the features that sync with your business such as online reservations, vehicle tracking, customer management, and reporting tools.
• Customizability: Business requires expansion or additional changes. To match this, your business needs to check with software that can be customized.

For example, some software allows you to add custom fields, modify reports, and different designs to fit your business needs.

• User-Friendliness: It plays a vital role, so choose software that is easy to use and can be easily adopted by the entire company. So, you should check for a user-friendly interface and good customer support to help with any issues or questions.
• Price: After being user-friendly, price is what plays an important role. As a company representative, you should consider the cost of the software.

Look for software that offers adaptive price options, such as monthly, and annual subscriptions or based on users.

• Integration: Check whether the software can integrate with other tools you use for your business, such as accounting, reporting, or CRM systems. It will streamline your business processes and reduce manual data entry.

FAQs

Conclusion

Picking the best car rental software is a critical and crucial decision for any business.

With the right software, you can streamline different objectives such as operations, increase efficiency, and enhance the customer experience.

When considering software options, I suggest you evaluate features such as reservation management, fleet management, online booking, and reporting and analytics.

Additionally, you should check factors such as ease of use, customer support, and most-important pricing.