Direct booking website
Vehicle classes, dates, locations, extras and payment online, fast on phones and built to be found on Google.
Car hire booking software: fleet, agreements & damage checks
Car hire: bookings, licences and damage checks without the paperwork. More keys out, less counter time.
Half your bookings come through aggregators that take a cut. Agreements get signed on a clipboard while the queue grows. A customer swears the scratch was already there and you've got no photo to prove it. We build direct booking, agreement, condition check and fleet systems for car hire companies, then we host them and look after them.
Looking for car hire booking software that cuts the commission and the counter time?
An independent car hire business is a booking office, a fleet manager, a cleaning crew and a debt collector all at once. Bookings arrive from your website, the phone and three different aggregators. The fleet lives on a whiteboard. Agreements are paper and the damage record is a biro circle on a cartoon car. Then a toll notice turns up six weeks later and someone has to work out who had the Corolla that day.
Wollopit builds custom car hire software around how your yard actually runs. Customers book direct on your website with live availability by class, pick their extras, upload their licence and sign the agreement before they arrive. Staff do photo check-outs and check-ins on a phone. Bonds, tolls, fines, servicing and rego are tracked against every car and every hire. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from car hire companies
Does your car hire business have these problems? Here's how we'd fix them.
Most car hire operators we talk to run a tight fleet and a messy back office. It holds together fine until school holidays hit and every car goes out on the same morning.
- The problemAggregators take a cut of everythingEvery booking through a comparison site costs you commission, even from locals who'd have booked direct.How we fix itDirect bookings on your own website with live prices, extras and payment, built to rank for 'car hire near me'.
- The problemDouble bookingsYour website, the phone and the aggregators all sell the same SUV and two families turn up for it.How we fix itOne live availability pool by vehicle class, kept in sync with the channels you still use.
- The problemPaper agreements at the counterEvery pickup means forms, a pen that doesn't work and a queue out the door.How we fix itDigital agreements signed on the customer's phone before they arrive. Pickup takes minutes.
- The problemDamage disputes with no proofA dent turns up on return and it's your word against theirs. A biro mark on a diagram doesn't settle anything.How we fix itTimestamped photo check-out and check-in on a phone, with damage pinned to the car and signed by the hirer.
- The problemLicences checked by eyeExpired licences, overseas licences without a permit and under-25 drivers slip through on a busy morning.How we fix itLicence photos and details captured at booking, with expiry, age and additional driver checks before pickup.
- The problemBonds handled by handPre-auths forgotten, bonds released late and customers ringing to ask where their money is.How we fix itBond holds taken automatically with the booking and released or claimed with one tap after check-in.
- The problemToll and fine notices weeks laterA toll invoice or speeding fine lands and someone digs through paperwork to find who had the car.How we fix itMatch any notice to the hire by rego and time, nominate the driver and recharge the customer with admin fees.
- The problemExtras never offeredChild seats, excess reduction and extra drivers only get sold if someone remembers to ask.How we fix itExtras and excess options offered in the booking, with stock limits so you never promise a seat you don't have.
- The problemTurnaround chaosA car comes back at 10 and goes out at 11. Nobody knows if it's been cleaned or fuelled yet.How we fix itA yard board showing every car's status: returned, cleaning, ready or out. Staff tick it off on their phones.
- The problemService and rego sneak upA car goes out overdue for a service or with rego about to lapse because the dates live in someone's head.How we fix itService, rego and CTP due dates by kms and date, with alerts and cars blocked from booking until they're done.
- The problemFuel and kms charged by guessFuel levels and odometer readings get scribbled down or skipped, then arguments start at the counter.How we fix itFuel and kms recorded with photos at both ends, with refuel and excess km charges calculated automatically.
- The problemAfter-hours and late flightsCustomers land late, ring the after-hours number and someone drives back to hand over keys.How we fix itFlight details at booking, late arrival alerts and after-hours pickup instructions sent by SMS.
02What we build
Solutions
What we build for car hire companies. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Live fleet availability
One availability pool by class and by car, synced with the aggregators you keep.
Digital rental agreements
Terms, excess and add-ons signed on the customer's phone before pickup.
Licence & ID capture
Licence photos, expiry, age checks, overseas permits and additional drivers checked before the keys go out.
Photo condition checks
Check-out and check-in photos on a phone, damage pinned to a diagram and signed by the hirer.
Bonds & payments
Pre-auth bond holds, balances, card on file and releases or claims in one tap through Stripe.
Extras & excess options
Child seats, roof racks, extra drivers and excess reduction sold in the booking with stock limits.
Yard & turnaround board
Every car's status on a screen: due back, cleaning, fuelling, ready or out.
Servicing, rego & CTP
Due dates by kms and date, workshop bookings and cars blocked from hire when overdue.
Tolls & infringements
Match toll invoices and fines to the hire, nominate the driver and recharge the customer.
Damage claims
Repair quotes, photos and agreements in one claim file, charged against the bond or invoiced.
Customer SMS & email
Booking confirmations, pickup instructions, return reminders and late arrival messages sent automatically.
Fleet reports
Utilisation, revenue per car, damage history and which channels actually bring bookings in.
Ex-fleet sales
Cars due for retirement listed with photos and service history ready for Carsales or Marketplace.
Accounting sync
Hire invoices, bonds, recharges and payments flowing into Xero or MYOB.
03The systems
The big ones
Your whole fleet, on one system.
These are the systems car hire companies ask us about most. Each one works on its own and they get properly clever when they're joined up.
Direct bookings
Bookings that come to you, not the comparison site.
Customers pick a vehicle class, dates, location and extras on your own website and pay on the spot. Availability comes from one live pool so the aggregators you keep never sell a car you've already let go.
- Live availability by vehicle class
- Seasonal and weekend pricing
- Minimum hire lengths in peak times
- Extras and excess options at checkout
- Promo codes for locals and repeat hirers
- Deposits or full payment via Stripe
- Aggregator bookings pulled into one calendar
- Multiple pickup locations and one-way fees
- Flight details for airport pickups
- Built to rank for 'car hire near me'
Agreements & licences
Signed, checked and ready before they walk in.
Once they book, customers get a link to upload their licence, add drivers and sign the agreement on their phone. Your counter staff just check the face matches the photo and hand over the keys.
- Agreements signed on any phone
- Licence front and back photos
- Expiry and minimum age checks
- Overseas licence and permit flags
- Under-25 and additional driver fees
- Excess and insurance options explained
- Bond pre-auth taken with the agreement
- Signed copy emailed to the hirer
- Ready-to-go list for the morning
Condition checks
Photos both ways. No more 'that was already there'.
Staff walk around the car with a phone and capture timestamped photos, fuel and kms at check-out. At check-in they do it again and the system lays the two side by side, so new damage is obvious and the hirer has already signed for what was there.
- Guided walkaround on any phone
- Timestamped photos per panel
- Damage pinned to a car diagram
- Fuel level and odometer photos
- Hirer signs the condition report
- Side-by-side check-out and check-in
- Damage history kept on every car
- Claim file created in one tap
- Refuel and km charges calculated
Fleet & yard
Know where every car is and when it's ready.
A yard board shows what's due back, what's being cleaned and what's ready to go. Service, rego and CTP dates sit against every car so nothing goes out overdue and ex-fleet cars are ready to sell when their time's up.
- Yard board on any screen or phone
- Returned, cleaning, fuelling and ready
- Cleaning checklists for staff
- Service due by kms or date
- Rego and CTP reminders
- Cars blocked from hire when overdue
- Workshop bookings and repair notes
- Revenue and utilisation per car
- Ex-fleet listings with service history
Bonds, tolls & fines
The money side, off the spreadsheet.
Bonds are held and released automatically. When a toll invoice or infringement notice arrives you search the rego and time, find the hirer in seconds and recharge them or nominate the driver. Everything flows into Xero or MYOB.
- Bond pre-auths via Stripe
- One-tap release or claim
- Toll invoices matched to the hire
- Infringement driver nominations
- Admin fees added automatically
- Damage claims charged or invoiced
- Overdue balance reminders by SMS
- Payments synced to Xero or MYOB
- Audit trail on every charge
04How it changes
Before and after
A holiday pickup rush, wolloped.
Here's how the first Saturday of school holidays could change. Every car hire business is different, so we map yours first.
Before
- Bookings from the website, phone and aggregators on three screens
- A queue at the counter filling in paper agreements
- Licences squinted at and photocopied
- A rushed walkaround with a biro diagram
- Child seat promised on the phone but none left
- Scratch argued about on return with no photos
After
- Every booking in one live calendar with no doubles
- Agreements signed on phones the night before
- Licences uploaded and checked at booking
- Photo walkaround done in two minutes
- Child seat added and reserved at booking
- Check-out and check-in photos side by side settle it
05Services
Everything under one roof
Software, websites and systems for car hire companies.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for car hire companies
Built around how your car hire business actually runs: direct booking website, live fleet availability and the admin in between, in one system you own.
Websites for car hire companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Car hire business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for car hire companies
Digital rental agreements and licence & ID capture: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your car hire business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside rental platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Square
- RCM (Rental Car Manager)
- VroomVroomVroom
- DriveNow
- Rentalcars.com
- Discover Cars
- Google Business Profile
- Google Calendar
- Twilio SMS
- Linkt
- Mailchimp
- Carsales
- Gumtree
- Facebook Marketplace
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your car hire business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We stand at your counter on a busy morning, walk the yard and sit with whoever chases tolls, then work out what's really slowing you down.
- 02
Archi-tech
We plan it before writing code: your fleet, classes, channels, agreements, bonds, condition checks, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next school holidays.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things car hire companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can we keep some aggregator bookings too?
Yes. We can keep availability in sync so you take direct bookings without double booking aggregator ones. Over time you'll see which channels are worth the commission.
We already use rental software. Do we have to switch?
No. If RCM or another platform is doing its job, we build around it: the direct booking website, digital agreements, photo checks or toll matching on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can customers sign the agreement and upload their licence before pickup?
Yes. They get a link after booking to upload their licence, add drivers and sign on their phone. Your staff just confirm it's them and hand over the keys.
Will the photo checks actually help with damage disputes?
That's the idea. Timestamped photos of every panel, fuel and kms at both ends, signed by the hirer, make it very hard to argue a scratch was already there.
Can it match toll invoices and fines to the right hirer?
Yes. Search by rego and time to find the hire, then recharge the customer with your admin fee or prepare the driver nomination.
How do bonds work?
We can take a pre-auth hold through Stripe with the booking, then release it or claim against it with one tap once the car is checked in.
How much does a car hire system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like digital agreements or photo checks can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most car hire companies we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a car hire business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.