Subscriber portal
Plans, current car, bills, documents and swap requests in one login. Upgrades, downgrades and pauses handled online.
Car subscription software: swaps, billing & servicing
Car subscriptions: swaps, servicing and billing that run themselves. More subscribers, less chasing.
Subscribers live in a spreadsheet, swaps get sorted over the phone, cards bounce on the first of the month and toll notices turn up for a car that changed hands six weeks ago. We build subscription platforms for car subscription companies that join the subscribers, the fleet and the billing into one system. Then we host it and look after it.
Looking for car subscription management software?
A car subscription business is a rental company, a fleet manager and a recurring billing business rolled into one. Every subscriber has a plan, a car, a kilometre allowance and a card that might fail. Every car has a service due, a rego date, an e-tag and a history of who drove it when. Most operators hold that together with a rental system that doesn't understand subscriptions, a payments dashboard that doesn't understand cars and a spreadsheet in the middle.
Wollopit builds custom car subscription software around how your business actually runs. Subscribers apply, pay, swap and pause in their own portal. Billing adjusts itself when they change plans. Services, rego and tolls are tied to the right car and the right driver on the right day. 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 subscription companies
Does your car subscription business have these problems? Here's how we'd fix them.
Most car subscription operators we talk to have a great offer and a back office that's three systems taped together. It holds until the fleet grows past what one person can keep in their head.
- The problemSubscribers in spreadsheetsWho's on which plan, in which car, paying what and since when lives in a spreadsheet only one person really understands.How we fix itA subscriber platform where every customer has their plan, current car, car history, payments and documents in one record.
- The problemApplications stuck in the inboxLicences, payslips and ID photos arrive by email, checks get done by hand and good applicants sign up elsewhere while they wait.How we fix itOnline applications with ID verification, credit checks and document upload, landing in an approval queue your team works through in minutes.
- The problemSwaps arranged by phoneA subscriber wants an SUV for the holidays. Someone checks the spreadsheet, rings back, books a time and forgets to change the billing.How we fix itSwap requests in the portal showing only cars that are actually available, with a handover slot booked and the new rate applied automatically.
- The problemCards fail every monthThe first of the month means a list of declined cards, awkward phone calls and cars on the road that haven't been paid for.How we fix itAutomatic retries, card update links by SMS and email, direct debit as a backup and clear escalation rules before anyone has to ring.
- The problemServices slip throughCars go past their service interval because they're out with a subscriber and nobody's watching the odometer.How we fix itService schedules per car by date and kilometres, reminders to the subscriber and bookings with your workshop built into the swap plan.
- The problemRego and CTP sneak upRego renewals for forty cars across different months, tracked in a calendar someone forgot to check.How we fix itRego, CTP and insurance dates on every car with alerts well ahead and a renewal list ready to pay.
- The problemTolls and fines land weeks laterA speeding fine arrives for a car that's had three drivers since. Working out who had it on the day takes an afternoon.How we fix itEvery infringement and toll matched to the subscriber who had the car that day, with nominations prepared and recharges added to their next bill.
- The problemKilometre overs nobody billsPlans include a kilometre allowance but odometer readings are patchy and excess charges rarely get invoiced.How we fix itOdometer readings at every handover or from telematics, allowance tracking per subscriber and excess kilometres added to the bill automatically.
- The problemDamage arguments at handbackA scratch on the bumper and nobody can prove whether it was there when the car went out.How we fix itHandover checklists on a phone with timestamped photos, fuel or charge level and odometer, signed by the subscriber on the spot.
- The problemHandovers by group chatDelivery drivers get addresses by text, cars get dropped at the wrong time and keys go missing.How we fix itA handover board with delivery and collection runs, driver jobs on their phones and key tracking from yard to driveway.
- The problemNo idea which cars earn their keepSome cars sit in the yard for weeks while others are always booked. De-fleet decisions are guesswork.How we fix itFleet utilisation, revenue and running costs per car so you know what to buy more of and what to sell.
02What we build
Solutions
What we build for car subscription 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.
Online applications & approvals
Licence and ID checks, credit checks, document upload and an approval queue with notes and decisions.
Recurring billing
Monthly or weekly charges, prorating on plan changes, failed-payment retries and card update links.
Swap management
Subscribers request a different car, see what's available and book a handover. Billing follows on its own.
Fleet register
Every car with its rego, VIN, e-tag, service history, current subscriber and running costs.
Service & maintenance scheduling
Services by date or kilometres, workshop bookings, tyres and repairs logged against each car.
Rego, CTP & insurance tracking
Renewal dates for the whole fleet with early alerts and a monthly renewals list.
Tolls & infringements
Tolls and fines matched to the right subscriber, driver nominations prepared and recharges billed.
Kilometre tracking
Odometer readings from handovers or telematics, allowances per plan and excess charges calculated.
Handover & condition reports
Phone checklists with photos, odometer, fuel or charge and subscriber sign-off at pickup and return.
Delivery & collection runs
Driver jobs on their phones, run sheets by area and key tracking from yard to customer.
Accounting sync
Subscription invoices, payments, recharges and refunds flowing straight into Xero or MYOB.
Fleet & revenue reports
Utilisation, churn, revenue per car and running costs so de-fleet decisions are based on numbers.
A website that signs people up
Hand-built, quick on mobile, with live plans and cars, pricing calculators and applications built in.
03The systems
The big ones
Your whole subscription business, on one system.
These are the systems car subscription companies ask us about most. Each one works on its own and they get properly clever when they're joined up.
Subscriber portal
Subscribers manage themselves. You manage the fleet.
Every subscriber gets a login with their plan, their car, their bills and their documents. They apply, upgrade, pause, swap and update their card without ringing you. Your team sees the same record from the other side with every note and payment in one place.
- Online applications with document upload
- ID verification and credit checks
- Approval queue with notes
- Plan upgrades, downgrades and pauses
- Swap requests from the portal
- Card and bank details updated online
- Bills, receipts and agreements to download
- Kilometre allowance shown live
- Service and handover bookings
- Messages kept on the customer record
Recurring billing
The first of the month, without the phone calls.
Subscriptions bill themselves on the right day at the right rate. Plan changes prorate on their own and tolls, fines and excess kilometres land on the next bill. When a card fails the system retries and sends an update link before anyone has to pick up the phone.
- Monthly or weekly billing cycles
- Prorating on upgrades and swaps
- Bond and setup fees
- Automatic failed-payment retries
- Card update links by SMS and email
- Direct debit as a backup
- Recharges for tolls and fines
- Excess kilometre charges
- Escalation rules for overdue accounts
- Invoices and payments into Xero or MYOB
Fleet & servicing
Every car serviced, registered and earning.
A fleet register that knows where every car is, who's driving it and what it needs next. Services come due by date or kilometres, rego and CTP renewals flag early and running costs build up against each car so you can see which ones pay their way.
- Rego, VIN, e-tag and keys per car
- Current subscriber and car history
- Services by date or kilometres
- Workshop bookings and job notes
- Rego, CTP and insurance alerts
- Tyres, repairs and costs logged
- Telematics odometer readings
- Utilisation per car
- Revenue versus running costs
- De-fleet shortlist
Swaps & handovers
A new car for the holidays in three taps.
Subscribers pick a car that's actually free and a handover slot that suits them. Your team sees swaps, deliveries and collections on one board, drivers get their jobs on their phones and every handover ends with a signed condition report.
- Swap requests with live availability
- Handover slots by location
- Delivery and collection run sheets
- Driver jobs on their phones
- Key tracking yard to driveway
- Condition reports with photos
- Odometer and fuel or charge captured
- Subscriber signs on the spot
- Billing updated on handover
- SMS reminders before each handover
Tolls, fines & kilometres
The right driver, the right charge, every time.
Toll statements and infringement notices get matched to whoever had the car on the day, with nominations ready to lodge and recharges added to their bill. Kilometres are tracked against each plan so excess charges stop slipping through.
- Tolls matched by date and e-tag
- Infringements matched to the driver
- Nomination forms prepared
- Admin fees applied by your rules
- Recharges on the next bill
- Kilometre allowance per plan
- Odometer from handovers or telematics
- Excess kilometre alerts to subscribers
- Disputes logged with evidence
- Monthly recharge report
04How it changes
Before and after
A vehicle swap, wolloped.
Here's how a mid-month swap could change. Every subscription business runs differently, so we map yours first.
Before
- Subscriber rings wanting a bigger car for the holidays
- Check the spreadsheet for what might be free
- Ring back with options and a time
- Delivery driver gets the address by text
- Odometer and damage noted on paper (maybe)
- Billing adjusted by hand next month
After
- Subscriber requests the swap in their portal
- Only cars that are actually free show up
- They pick a handover slot that suits them
- The job lands on the driver's phone
- Photos, odometer and signature captured at handover
- The new rate is prorated on the next bill automatically
05Services
Everything under one roof
Software, websites and systems for car subscription 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 subscription companies
Built around how your car subscription business actually runs: subscriber portal, online applications & approvals and the admin in between, in one system you own.
Websites for car subscription companies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Car subscription 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 subscription companies
Recurring billing and swap management: 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 subscription 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 platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- GoCardless
- Square
- Twilio SMS
- Google Calendar
- Google Business Profile
- Equifax
- illion
- greenID
- DocuSign
- Linkt
- Geotab
- Teletrac Navman
- Carsales
- Facebook Marketplace
- Gumtree
- HubSpot
- Mailchimp
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 subscription business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your team through a billing day and a busy swap week, then work out where the time and money are actually leaking.
- 02
Archi-tech
We plan it before writing code: your plans, subscribers, fleet, billing rules, recharges, handovers, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like failed payments or swaps, so you get a win quickly.
- 04
Look after
We host it, maintain it and keep improving it as your fleet grows. When something breaks you call the people who built it.
08Questions
FAQ
Things car subscription companies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can subscribers upgrade, downgrade or pause online?
Yes. Plan changes and pauses are handled in the portal with billing prorated automatically, using rules you set like minimum terms or notice periods.
Can it run ID and credit checks on applications?
Yes. We can connect identity verification and credit check services so applications arrive checked and ready to approve or decline.
Can it chase failed payments for us?
Yes. Failed cards retry on a schedule you choose, subscribers get a link to update their details and accounts escalate to your team only when they need a human.
Can tolls and fines be matched to the right subscriber?
Yes. Because every handover is recorded with a date and time, tolls and infringements can be matched to whoever had the car, with nominations prepared and recharges added to their bill.
We already use rental or fleet software. Do we have to switch?
No. If your rental system or telematics is doing its job, we build around it and add the subscription, billing and portal side on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does car subscription software 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 pieces like failed-payment handling or a swap request form can be quick. Bigger platforms are built 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 a change you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most car subscription 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 subscription 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.