Vans, trailers, motorhomes
Trailer and van rental software with the plate at the centre
A van goes out for three weeks, comes back with different mileage, a scuffed rear corner and a speeding notice arriving a fortnight later. Rent in Hand keeps all of that on one record, tied to the registration.
Free for 7 days. No card required.
Everything hangs off the registration
Vehicle hire is a documentation business. When a dispute or a penalty notice turns up, the record either answers it or it does not.
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The plate is the unit
Each vehicle and trailer is one unit, found by its registration, with its own history of hires, damage and repairs. Ask who had that plate on the fourteenth and the answer is one search.
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A walk-around you can show later
Photograph every panel, the roof, the wheels and the interior at handover, then the same circuit at return. The two sets sit side by side on the hire, dated, taken by a named member of staff.
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Mileage and fuel at both ends
Record the odometer and the fuel level when the keys go out and when they come back. Excess mileage and a half-empty tank become a number on the return, not a conversation.
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Long hires paid in stages
A month-long motorhome hire is rarely one payment. Payments are recorded against the booking as they come in, so you can see what has been taken and what is still outstanding on that hire.
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Charges that land after the keys
Penalty notices, tolls and congestion charges arrive weeks later against a plate and a date. The hire record ties that plate and date to a named customer and a signed contract, so you know exactly who to invoice.
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Excess written into the contract
Insurance terms, excess and permitted use come from your own template and are signed at handover. The deposit is recorded on the hire and settled against what the return photos show.
Evidence
The dent that was already there
Nearly every argument in vehicle hire is about when damage happened. Without a dated set of photos from before the keys were handed over, you are choosing between eating the repair and losing the customer. With one, the conversation is short.
- Photo walk-around at handover and at return, stored on the same hire
- Signed contract from your own template, with excess and permitted use stated
- Damage recorded against the vehicle, not just against the booking
- Repair jobs and downtime kept on the unit, so a written-off week is visible
Long hires
A month-long hire is not one payment
Motorhomes and site trailers go out for weeks. The money comes in as a deposit, then a first instalment, then a balance, and often an extension halfway through. If that lives in a spreadsheet, the vehicle is the only thing you can be sure about.
- One booking that covers the whole period, with payments recorded against it
- Extensions handled on the existing hire rather than as a new one
- Deposit held and settled separately from the hire charge
- Client base showing every plate a customer has had and how they returned it
Frequently asked questions
Can I find out who had a vehicle on a particular date?
Yes. Search by registration and open that unit's history. Every hire, with dates, customer and signed contract, is on the same record.
How are mileage and fuel handled?
They are recorded at handover and at return, alongside the condition photos, so any excess mileage or refuelling charge is backed by two readings.
Can a long hire be paid in instalments?
Yes. The hire stays as one booking and payments are recorded against it as they arrive, with the deposit tracked separately.
What does it cost to start?
Start is $8 per month on annual billing, Business is $20 and Pro is $35. The trial runs for seven days with no card.
Put one vehicle through it
Seven days free, no card. Add a plate, do a full walk-around handover and return, and see what the record looks like afterwards.
Free for 7 days. No card required.