Bookings & calendar
A drag-to-create calendar with one row per vehicle, 24/7 online reservations and overbooking protection — plus quotes, extensions and pooled book-by-class.
Everything you need to run a rental business
Bookings, fleet, payments and a branded booking site in one place — built for independent operators rather than enterprise fleets.
Your branded booking site
A booking site in your own colours and logo where renters pick dates, choose a vehicle, add protection and pay — mobile-ready, in English or Spanish.
Payments & deposits
Cards, refundable deposit holds, refunds and pay-by-link through your own Stripe account — on a monthly subscription with 0% commission on your rentals.
Fleet management
Mileage, service history, maintenance costs, photos and documents for every vehicle — with alerts before a service falls due or papers expire.
Flexible pricing
Seasonal and length-of-rental rates, promo codes, extras, protection plans, young-driver fees and per-location tax — set the rules once and they just apply.
Customers & CRM
Profiles, rental history, loyalty points, tags and company billing details — your whole customer book in one place, with one-click export.
Reports & insights
Revenue, utilization, per-rental breakdowns, cash flow, AR aging, a booking funnel, cancellations and maintenance margin — with CSV export on the rental, customer, cash-flow, funnel and maintenance views.
AI assist
Photo capture is included. Coming soon: optional AI damage analysis to compare check-out and check-in photos and suggest possible new damage for your team to review.
Multi-location ready
Run one car or a fleet across several branches — each with its own business hours, pickup points and tax — from a single account, with per-branch staff access.
From reservation to return, on one screen
Every rental — booked online or taken at the counter — lands on the same calendar and the same customer record. No double entry, no second system for walk-ins.
- Drag across dates to create a booking; extend or cancel from the same place
- Check-out and check-in capture odometer, fuel, walk-around photos and a signature
- Overdue returns surface automatically, so nothing quietly runs late
- Send a quote, then convert it to a booking when the customer says yes
- One-way returns, delivery and with-driver service when you offer them
Money handled properly, with none of it ours
Payments run through your own Stripe account, so payouts land in your bank. RentalPilot charges a monthly subscription and takes no cut of a rental.
- Take card payments at booking, at the counter, or by sending a pay-by-link
- Place a refundable security-deposit hold and release it on return
- Cancellations early enough refund the renter in full, automatically; the booking page shows each renter their exact position
- Branded PDF invoices and receipts for any rental
- Card details never touch our servers — Stripe Elements handles them end to end
Know what every vehicle costs you
Each vehicle carries its own history — bookings, mileage, services, costs and documents — so a car's real margin isn't a guess at the end of the year.
- Service schedules by mileage, with alerts before they fall due
- Maintenance costs logged per job and rolled into your reports
- Document expiry tracking for insurance, registration and inspections
- Retire a vehicle without losing its history
- A "needs attention" panel that lists what's overdue right now
Yours to bring in — and to take out
Moving over shouldn't mean retyping your fleet. Import what you have, and export whatever you need, whenever you want it.
- Import vehicles and customers from CSV, with a preview before saving
- Review every row before anything is saved — nothing goes live until you say so
- Export bookings, customers and financial reports to CSV at any time
- An accounting export for your bookkeeper
- Month-to-month — no contract, no lock-in, no exit fee
Looking for something specific? Browse solutions by job, seehow setup works, or read the help centre.
Ready to get your rentals online?
Plans from $39/mo — set up today, cancel anytime, full refund within your first month.