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User manual

Car Rental & Auto Workshop

Every car with its booking, contract, deposit and servicing in one place, so you know which are free now, which are losing money and when they return.

Know which car is free and which earns money, document every handover with photos, and charge each damage and extra kilometre to whoever caused it.

19 tasks 2 FAQs

What the system does

  • Fleet
  • Customers
  • Booking
  • Handover and return
  • Cash deposit
  • Workshop
  • Arabic PDF documents
  • Reports

Tasks

How do I create a new car rental contract?

  1. Open the Rentals and workshop menu then choose Rental contracts.
  2. Click the Create rental contract button.
  3. In the Customer section, select the registered customer or add a new customer.
  4. In the Vehicle and period section, specify Pickup date and time and Return date and time; the system only displays vehicles available during that period and reserves them to prevent conflicts.
  5. In the Price and deposit section, review the automatically calculated rate (daily, weekly, or monthly), free mileage, and Required deposit.
  6. You can add extra services (e.g., child seat, additional driver) by clicking Add item.
  7. Click Save to register the contract with Reserved status.
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Rentals and workshop › Rental Contracts · Create
Permission needed
Rentals and workshop — Rental contracts / Add

How do I hand over the car to the customer and record the digital inspection sheet?

  1. Open the reserved contract from the Rental contracts screen.
  2. Click the Hand over car action button.
  3. Record the Odometer reading at hand-over and specify the Fuel level precisely in eighths.
  4. On the vehicle diagram, mark any pre-existing scratch or prior damage to avoid charging the customer later, and take vehicle photos.
  5. Record the Signatory name and have the customer sign digitally on the screen.
  6. Click Save; the contract status turns to With customer and vehicle status automatically becomes Rented.
Screen
Rentals and workshop › Rental Contracts · View
Permission needed
Rentals and workshop — Rental contracts / Hand over the car to the customer (hand-over form)

How do I receive the car from the customer upon return and issue the final invoice?

  1. From the contract page in Rental contracts, click the Receive car action.
  2. Enter the Odometer reading at return and specify the Fuel level.
  3. The system immediately displays the smart inspection bar showing: distance driven, excess kilometers and cost, late return fees if any, and fuel shortage difference.
  4. Inspect the car, record any New damages with their estimated cost, and upload photo proof.
  5. Click Save to update contract status to Returned, generate the final settlement invoice, and return the vehicle status to Available in the fleet.
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Rentals and workshop › Rental Contracts · View
Permission needed
Rentals and workshop — Rental contracts / Receive the car from the customer (return form and invoice)

How do I settle the deposit and refund the remaining balance to the customer?

  1. After completing vehicle intake and generating the invoice, an alert displays for the held deposit.
  2. Click the Settle deposit action button.
  3. A modal opens displaying: held deposit amount, total amount due on invoice; the system deducts the balance due from the deposit and calculates excess difference.
  4. Specify the Refund method (Cash, Card, CliQ) and click Confirm to generate a disbursement receipt, refund the remainder, and fully settle the deposit.
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Rentals and workshop › Rental Contracts · View
Permission needed
Rentals and workshop — Receipts and deposits / Refund amount to customer

How do I extend the rental contract if the customer requests additional time?

  1. In the active contract page with With customer status.
  2. Click the Extend contract action button.
  3. Choose the new return date and time; the system checks calendar availability to ensure no upcoming reservations exist for this vehicle.
  4. Click Confirm; the rental period and extra rental fee are calculated automatically.
Screen
Rentals and workshop › Rental Contracts · View
Permission needed
Rentals and workshop — Rental contracts / Extend contract

How do I print the rental contract and final settlement invoice (PDF)?

  1. Open the contract in the Rental contracts screen.
  2. Click Print contract to generate the official rental agreement with legal terms and digital signatures in PDF format.
  3. Click Print invoice to print the final fiscal settlement invoice detailing rent, extra mileage, fuel differences, and sales tax.
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Rentals and workshop › Rental Contracts · View
Permission needed
Rentals and workshop — Rental contracts / Print contract

How do I add a customer to the blacklist and block rentals?

  1. Open the Customers list.
  2. Search for the customer and click the Add to blacklist action.
  3. Enter the Reason for blacklisting (e.g., repeated payment defaults, reckless vehicle damage, impoundment).
  4. Click Confirm; the customer's status updates to Blacklist across all branches.
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Rentals and workshop › Customers
Permission needed
Rentals and workshop — Customers / Add a customer to the blacklist or remove them from it

How do I track fleet vehicle movements and reservations on the fleet calendar?

  1. From the side navigation, open Fleet calendar.
  2. The interactive horizontal timeline appears showing all fleet vehicles and color-coded bars indicating reservation, handover, return, and maintenance periods.
  3. You can click any bar to view contract details or initiate checkout/checkin directly.
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Rentals and workshop › Fleet calendar
Permission needed
Rentals and workshop — Fleet calendar / View

How do I register a new vehicle in the fleet and track its official documents?

  1. Open the Vehicles menu.
  2. Click the Create vehicle button to open the vehicle modal.
  3. Enter plate number in Plate number, make, model, year, VIN, and current odometer reading.
  4. In the Documents & expiry dates section, record Licence expiry, Insurance expiry, and Technical inspection expiry.
  5. Click Save; the system monitors expiration dates and flags alerts before documents expire.
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Rentals and workshop › Vehicles
Permission needed
Rentals and workshop — Vehicles / Add

How do I define rental pricing, car categories, and mileage allowances?

  1. Go to the Vehicle categories list.
  2. Click the Create category button.
  3. Enter category name (e.g., Economy, Compact SUV, Luxury Sedan).
  4. Specify rates: Daily rate, Weekly rate, Monthly rate, and Required deposit.
  5. Set mileage rules: Free kilometres per day and Extra kilometre rate.
  6. Click Save.
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Rentals and workshop › Vehicle Categories
Permission needed
Rentals and workshop — Vehicle categories and rates / Add

How do I open a workshop maintenance job card for a fleet vehicle?

  1. Navigate to the Job cards (workshop) menu.
  2. Click the Create job card button.
  3. Select job type as Fleet maintenance, and choose the Vehicle from fleet inventory.
  4. Record Odometer reading at intake and describe required service in Customer complaint / fault.
  5. Click Save; the vehicle status updates to In maintenance in the fleet calendar to prevent reservations.
Screen
Rentals and workshop › Job Cards (workshop) · Create
Permission needed
Rentals and workshop — Job cards / Add

How do I open a maintenance job card for an external customer's car in the workshop?

  1. From the Job cards (workshop) menu.
  2. Click the Create job card button.
  3. Choose job type as Customer car.
  4. Select the Customer, and record vehicle details (make, plate number, VIN, odometer reading).
  5. Record the reported issues and diagnostics, then click Save.
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Rentals and workshop › Job Cards (workshop) · Create
Permission needed
Rentals and workshop — Job cards / Add

How does a technician log labor charges and spare parts on a job card?

  1. Open the job card from Job cards (workshop) and click Edit.
  2. In the Labour section, click Add labour charge, select the assigned Technician, enter the task description and labor fee.
  3. In the Parts and oils section, click Add part, choose a Stock item to issue parts automatically from inventory or enter description and unit price manually.
  4. Take photos of completed repairs and upload them in the media section.
  5. Click Save to update the job card cost.
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Rentals and workshop › Job Cards (workshop) · Edit
Permission needed
Rentals and workshop — Job cards / Work on the job card: labour, parts, photos and status

How do I approve a maintenance quote after customer agreement?

  1. After recording initial diagnostics, required spare parts, and labor estimates on the job card.
  2. Contact the customer and share the estimated cost.
  3. Click the Approve quote and start work action button.
  4. Job card status changes from Awaiting customer approval to In progress for technicians to commence work.
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Rentals and workshop › Job Cards (workshop) · View
Permission needed
Rentals and workshop — Job cards / Approve quote and start work

How do I hand over a customer's car and issue the workshop invoice?

  1. After technical work concludes, click the Car is ready action to notify the customer that their car is ready.
  2. When the customer arrives, click the Release car and issue invoice action button.
  3. Enter the Amount collected now and payment method, then click Confirm.
  4. A certified maintenance invoice is generated, and job status updates to Delivered.
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Rentals and workshop › Job Cards (workshop) · View
Permission needed
Rentals and workshop — Job cards / Release car and issue invoice

How do I return a fleet vehicle to service after workshop maintenance concludes?

  1. Open the job card for the fleet vehicle after maintenance and oil change completion.
  2. Click the Return car to the fleet action button.
  3. Maintenance and spare parts costs are charged against the vehicle's expense log, and the vehicle status automatically reverts to Available for rental.
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Rentals and workshop › Job Cards (workshop) · View
Permission needed
Rentals and workshop — Job cards / Release car and issue invoice

How do I set up a periodic preventive maintenance plan for fleet cars (oil and filter change)?

  1. Open the Rentals and workshop menu and select Preventive maintenance.
  2. Click the Create maintenance plan button to open the plan modal.
  3. Select the Vehicle, and enter the plan title (e.g., Engine Oil Change every 5,000 km).
  4. Specify intervals: mileage interval (e.g., 5,000 km) or day interval.
  5. Click Save; the system monitors odometer readings on every checkout/checkin and alerts you when service is due.
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Rentals and workshop › Preventive Maintenance
Permission needed
Rentals and workshop — Preventive maintenance / Add

How do I view fleet revenue reports, utilization rates, and most profitable cars?

  1. Open the Rentals and workshop menu and select Rental reports.
  2. Review KPI cards: total revenue, fleet utilization rate (ratio of rented to available days), and workshop revenues.
  3. Browse performance tables to identify net profit per vehicle after deducting maintenance and parts, and track upcoming document expirations.
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Rentals and workshop › Rental reports
Permission needed
Rentals and workshop — Reports / View

How do I configure late grace periods and fuel prices in rental settings?

  1. Access Rental settings from the system menu.
  2. Define grace period minutes for returns before hourly late penalties begin.
  3. Enter the approved fuel liter price to calculate tank shortage differences automatically upon checkin.
  4. Set default turnaround prep time required for cleaning and washing between calendar reservations.
  5. Click Save to commit general settings.
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Rentals and workshop › Rental settings
Permission needed
Rentals and workshop — Settings / Edit

Frequently asked questions

Why does the system refuse to hand over the car to the customer?
  1. Ensure the Required deposit is collected in full or a received payment covering the deposit is recorded in the payments section.
  2. Handover cannot be completed without holding the deposit unless the staff member holds the Grant discount and waiver permission and activates Hand over the car without collecting the full deposit.
  3. Ensure the odometer reading, fuel level, and customer signature are filled in the handover form.
Screen
Rentals and workshop › Rental Contracts · View
Permission needed
Rentals and workshop — Rental contracts / Hand over the car to the customer (hand-over form)
Why does the system refuse to create a reservation for a registered customer?
  1. If the customer is listed on the Blacklist, the system blocks reservations.
  2. If the customer's driving license is expired, check Driving licence expiry on their profile; an active valid license is required.
  3. If the customer has past unpaid invoices or disputed damages on an earlier contract.
Screen
Rentals and workshop › Customers
Permission needed
Rentals and workshop — Customers / View

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