The rent-a-car business comes down to a vehicle that is constantly in someone else's hands. Everything that happens to it is found out only at return, and by then it is usually too late both for objections and for billing. PratiMe gives you an objective record of mileage, fuel, the area covered and driving style, so the conversation with the client is about data, not impressions.
It also matters to clients how the data is used. Tracking is introduced for vehicle protection and accurate billing, not for monitoring a person, and it is worth writing that into the contract. A clearly defined scope of data reduces the number of uncomfortable conversations at vehicle return. The solution is the same for a fleet of five and a fleet of fifty vehicles, only the scope of reporting differs.
Mileage and fuel at pickup and return
The two most commonly disputed items at vehicle return are mileage covered and fuel level. When both figures are recorded automatically, with an exact timestamp, there is practically no dispute. Fuel level is visible throughout the whole rental period, so it is also clear when the vehicle was refueled.
For every rental you keep a record of:
- mileage at the start and at the end
- fuel level at pickup and return
- every refill during the rental
- the time of vehicle pickup and return
Leaving the agreed zone
A contract usually defines the area in which the vehicle may be used. Without tracking, a breach is discovered by accident or not at all. A geozone around the permitted area sends a notification as soon as the vehicle leaves, while the situation can still be resolved with a call to the client.
A notification arrives when the vehicle:
- leaves the agreed area
- crosses a national border
- enters a zone excluded by the contract
- stays outside the zone longer than allowed
Driving style and vehicle damage
Harsh braking, aggressive acceleration and speeding shorten a vehicle's lifespan and raise maintenance costs. A record of driving style also helps assess liability when a vehicle is returned with damage, since you can see what was happening at the moment of the event.
Among other things, the following is recorded:
- speeding, with location and time
- harsh braking and acceleration
- engine idling time in place
- events at the moment reported damage occurred
Vehicle scheduling and reservations
When a fleet is larger, the biggest losses come from vehicles sitting idle between two rentals because no one has an accurate overview. By linking the schedule to the vehicle's actual position, you can see what is free, what is coming back and when, so reservations are confirmed without phone calls.
In the overview you can see:
- which vehicle is free and where it is located
- when a vehicle is coming back from a rental
- the rental history per vehicle
- the utilization of every vehicle in the fleet
Frequently asked questions
How is a dispute over mileage or fuel resolved?
Mileage and fuel level are recorded automatically, with a timestamp. When the vehicle is returned, a record exists for both figures, so the dispute is resolved by checking the data, not by guessing.
Do we get a notification if a vehicle goes abroad?
Yes. A geozone is set around the permitted area, and a notification arrives as soon as the vehicle leaves it or crosses a border.
Does the client need to know the vehicle is being tracked?
We recommend stating this in the rental agreement. Tracking is introduced for vehicle protection and accurate billing, so a clearly defined scope of data is in the interest of both parties.
Can you see how the client drove?
Speeding, harsh braking and harsh acceleration are recorded, with location and time. This data also helps in assessing liability for damage.
