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Step-by-step guides for running your rental business in RentalPilot. Browse by topic below, or get in touch if you can't find what you need.
Getting started
Set up your account, your booking site and your team.
Getting started with RentalPilot
A short checklist to get your rental business live — set up your booking site, add your fleet, set your prices, connect Stripe, and share your booking link.
Read articleComplete your business setup before starting operations
Prepare your business for free, review your setup, and understand when a paid subscription and booking-site publication are required.
Read articleLocations & pick-up points
Set up your branches, add the pick-up/drop-off points customers choose from, and understand how locations scope your fleet, bookings and reports.
Read articleCorrect a website address during setup
Fix an invalid or unreadable website address, retry the website check, or continue setup without it.
Read articleImport your data from a spreadsheet
Import your fleet from CSV or Excel during setup, or use the CSV importer in Settings. Review every row before saving.
Read articleChat with our AI assistant
Get instant answers about RentalPilot — features, pricing and how to get started — from the AI assistant on our website, plus the in-product assistants that help you and your renters.
Read articleStart with empty admin screens
Find the first step on a new account, and clear filters when a list has no matching records.
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Bookings & calendar
Create, change, check out and check in rentals.
Create a booking
Reserve a vehicle for a customer from the operator app — pick the customer, car, dates and any extras, and the price is calculated live.
Read articleCheck a car out and back in
Run the guided check-out at pickup (license, fuel, photos, payment gate, signature) and check-in at return (photos, damage, mileage overage, deposit settle).
Read articleChange, extend or cancel a booking
Confirm, extend, swap the vehicle, send a pay link, assign a car to a pooled booking, add extra charges, or cancel — all from the booking detail page.
Read articleGet the most from the calendar
Read booking details at a glance, hover for the full picture, right-click for quick actions, and go full-screen or print the schedule.
Read articleClean up old or overdue bookings
Resolve rentals stuck as 'overdue' — including imported history that was never checked in — by closing them out without a check-in.
Read articleAdd a fine, toll or extra charge
Bill a renter after the rental for a parking fine, toll, cleaning or refuelling — charge the card on file, or record it and send a pay link.
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Quotes
Build a price, send a link, and turn it into a booking.
Fleet
Add vehicles, track maintenance and import your fleet.
Add and manage vehicles
Add cars to your fleet, edit their details, upload photos, set amenities, and retire or restore vehicles.
Read articleMaintenance, service costs & fleet alerts
Send a vehicle to service and check it back in, log what maintenance costs, stay ahead of service intervals and document expiry, and see your fleet's running costs in reports.
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Customers
Customer records, history and importing your contacts.
Manage your customers
Add walk-in customers, edit contact, business and address details, track loyalty and license status, merge duplicates, and handle data requests.
Read articleCall or message a customer
Reach a customer in one tap — call their phone or open a WhatsApp chat — straight from the dashboard and their profile.
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Pricing & extras
Rates, seasons, discounts, protection plans, extras and tax.
Set your rates, seasons and discounts
Set daily rates, raise or lower prices by season, reward longer rentals with length discounts, and configure your currency, tax and distance units — all priced live.
Read articleExtras, delivery & fees
Offer add-ons, delivery and one-way rentals, and a young-driver fee — all picked at checkout and priced into the booking.
Read articleProtection plans (CDW)
Offer your own collision-damage-waiver (CDW) protection plans that renters pick at checkout — set the per-day price and an optional deposit override, and define what they cover in your rental agreement.
Read articleLong-term & monthly rentals
Offer weekly or monthly rentals billed in installments, with the discount earned by staying — automatic per-period billing, an early-return re-price, and a recurring-revenue report.
Read articlePromo codes & discounts
Create discount codes customers enter at checkout — percentage or fixed amount, with an optional expiry date and usage limit.
Read articleMileage limits & overage
Set a distance allowance per rental day and a per-mile/km overage rate, then review and charge the overage at check-in.
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Payments & payouts
Connect Stripe, take deposits and issue refunds.
Connect Stripe to get paid
Connect your own Stripe account so you can take card payments and deposit holds online, with separate card-payment and bank-payout status. No API keys to copy.
Read articleDeposits & refunds
Set default security deposits, place, release and capture holds, understand reservation deposits, and know exactly how refunds work.
Read articleSecurity-deposit hold expiry and renewal
Understand hold deadlines, approval and automatic renewal, renter consent, and what to do when coverage needs attention.
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Reports & accounting
Read your numbers, track activity and export for your accountant.
Reading your reports
A tour of the seven report tabs — Overview, Funnel, Rentals, Customers, Staff, Cash flow and Long-term — and the filters that drive all of them.
Read articleExport your data for QuickBooks & Xero
Download a categorized CSV or a QuickBooks Desktop IIF of your transactions — income, tax, refunds and deposits, ready for your accountant.
Read articleThe activity log
See who did what across your account — check-outs, payments, overrides, cancellations and settings changes — with names and timestamps, and what it does not cover.
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Your booking site
Brand the public site your customers book through.
Customize your booking site
Brand the page customers book through, add an About section in your own words, and preview the full saved renter home safely.
Read articleChoose your booking-site banner
Pick an offered photo of your area, check its photo credit, or upload your own banner during setup.
Read articleOnline booking options
Understand category booking, auto-confirm or approve bookings first, and control the emails renters receive.
Read articleUnderstand your brand colour
Learn why RentalPilot may adjust a pale brand colour or its text contrast while keeping your original choice saved.
Read articleBook a rental by category
Follow the booking steps, understand category assignment and driver checks, and keep your booking reference.
Read articleEmbed a live quote on your website
Add a small 'Rentals from $X/day' widget to your own website that shows live pricing, lets visitors get an instant estimate, and links straight to your booking page.
Read articleWhat your customers can do themselves
The self-service page where renters look up a booking, download a receipt, update a failed card and cancel — how the refund window really works, and what it means for you.
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Account & settings
Your login, password, staff and business details.
Change or reset your password
How to change your password while signed in, and how to reset it with an emailed link if you're locked out.
Read articleConfirm your email when you sign up
New accounts are asked to confirm their email. Here's how to confirm — and what to do if the link expired.
Read articleSet up two-factor authentication (2FA)
Add a second step at sign-in with an authenticator app, save your backup codes, and learn how to sign in or turn 2FA off.
Read articleStaff, roles & location access
Invite your team, choose what each person can do with owner/manager/staff roles, and limit a member to specific locations.
Read articleYour plan and optional AI damage scans
Understand RentalPilot's fleet-based plans, unlimited branches, free setup and optional AI damage-scan add-ons.
Read articleYour existing two-car plan and permanent upgrades
Keep your existing plan, review an optional paid upgrade, and check a pending payment without losing your records.
Read articleReview retained sources, export renter data and remove selected values
Review individual setup values, download scoped renter data and remove selected source values while preserving unrelated history.
Read articleReview your existing account with the optional guide
Review saved business details and return to your usual tools without recreating records.
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