Digital Fleets
Fleet Management System
Digital Fleets runs your whole rental business on one platform: Rent to Drive, Rent to Own and Loan contracts, installments, live GPS tracking and automated reminders, from the first inquiry to the final settlement.
01 Fleet Management System
Rent to Drive, Rent to Own & Loan contracts
Create RTD, RTO and Loan agreements with pick-up and drop-off details, odometer readings, bonds and membership fees. Payment plans and printable PDF agreements are generated automatically, with extensions, bond transfers and breach tracking on the same record.
02 Fleet Management System
Payments, installments & arrears
A full installment ledger for every contract with due dates, received amounts, extra charges and running balances. Instant arrears views show what is due today, overdue and due this week across the whole fleet.
03 Fleet Management System
Live GPS vehicle tracking
The Android app shows each vehicle on an interactive Google Map with its current street address and reports its position to head office every few seconds while in use, with no extra tracking hardware.
04 Fleet Management System
Per-vehicle profit & loss reports
See income against expense and investment for every plate, cars and scooters alike, alongside a fleet-wide payment-status matrix and a licence-expiry report. Virtually every report exports to Excel.
05 Fleet Management System
Expenses & maintenance
Record costs across 38+ expense categories linked to each vehicle and service provider. Schedule servicing with reminders, keep a complete service history per vehicle and manage roadside assistance.
06 Fleet Management System
Insurance & renewals
Per-vehicle policies with insurer, renewal date, excess and covers such as hire car, windshield and roadside. Installment-based premium plans track paid and unpaid amounts, and renewal alerts arrive before a policy lapses.
07 Fleet Management System
Automated email & SMS reminders
Customers are emailed and texted the day before rent is due, on the due date and when overdue, with their exact arrears. Maintenance, registration and insurance renewals are flagged too, and WhatsApp reminders are in progress.
Built for the way rental fleets actually run
Digital Fleets is a fleet management system for car and scooter rental businesses. It is not generic fleet software with a rental module added on: every screen was designed around Rent to Drive (RTD), Rent to Own (RTO) and Loan operations, with their contracts, installments, bonds and payment follow-ups.
One system carries the customer, the vehicle and the money through every stage: inquiry, onboarding, contract, installments, maintenance, insurance and settlement. Three applications share one platform, so a payment recorded at head office appears in the client portal and on the customer's phone in real time.
Spreadsheets, paper contracts and evening reminder calls are replaced by arrears views, automated email and SMS reminders, live vehicle positions on a map and profit and loss on every plate.
Everything you need to run a rental fleet
Fourteen admin modules, a client portal and a GPS-enabled mobile app, built around the contracts, payments and vehicles of a rental business.
Rent to Drive, Rent to Own & Loan contracts
Create RTD, RTO and Loan agreements with pick-up and drop-off details, odometer readings, bonds and membership fees. Payment plans and printable PDF agreements are generated automatically, with extensions, bond transfers and breach tracking on the same record.
Payments, installments & arrears
A full installment ledger for every contract with due dates, received amounts, extra charges and running balances. Instant arrears views show what is due today, overdue and due this week across the whole fleet.
Live GPS vehicle tracking
The Android app shows each vehicle on an interactive Google Map with its current street address and reports its position to head office every few seconds while in use, with no extra tracking hardware.
Per-vehicle profit & loss reports
See income against expense and investment for every plate, cars and scooters alike, alongside a fleet-wide payment-status matrix and a licence-expiry report. Virtually every report exports to Excel.
Expenses & maintenance
Record costs across 38+ expense categories linked to each vehicle and service provider. Schedule servicing with reminders, keep a complete service history per vehicle and manage roadside assistance.
Insurance & renewals
Per-vehicle policies with insurer, renewal date, excess and covers such as hire car, windshield and roadside. Installment-based premium plans track paid and unpaid amounts, and renewal alerts arrive before a policy lapses.
Automated email & SMS reminders
Customers are emailed and texted the day before rent is due, on the due date and when overdue, with their exact arrears. Maintenance, registration and insurance renewals are flagged too, and WhatsApp reminders are in progress.
Fleet inventory for cars & scooters
A complete vehicle master with plate, VIN, engine, make, model, transmission, fuel, kilometres, location and photos, plus purchase and finance details, total investment and the full status lifecycle from Active to Sold.
The full rental lifecycle on one record
From a website inquiry to the final settlement, the same record follows the customer, the vehicle and the money, so nothing is tracked twice.
01 / 07
Inquiry
A rental inquiry from your website is captured as a lead and answered with a templated document pack by email. A qualified lead becomes a full client record in one click.
Three applications, one platform
Record a payment in the office and the client portal, the mobile app and every report update straight away.
Admin Portal
The back office for owners and staff: fleet, clients, contracts, payments, expenses, insurance, inquiries, reports and automated reminders across 14 modules, with Excel export on virtually every screen.
Client Portal
A branded self-service portal where customers register, complete their profile, upload legal documents and check their contract, rent due and payments without calling your office.
Mobile App
An Android app for customers and drivers with the same login as the client portal. It shows the live contract dashboard and reports the vehicle's GPS position to head office.
Admin portal: 14 modules
The command centre of your rental business. Every module listed here exists in the product today.
Interactive analytics dashboard
Real-time counts of total, booked, free and sold vehicles, contract trends by type, income, expense and profit charts for cars and scooters, and a built-in events calendar with customizable panels.
User management & security
Role-based access for Super Admin, Admin and Customer accounts. Create staff and customer logins, activate or deactivate users and reset passwords, all secured by token-based authentication.
Vehicle & fleet inventory
A vehicle master for cars and scooters with technical details and photos, purchase and finance details, total investment and the full status lifecycle from Active to Sold.
Client management
Central client records with identity and compliance details, licence expiry, next of kin and references, a personal document vault, a profile-completion score and blacklisting for risk control.
Booking & contracts
RTD, RTO and Loan agreements with automatic payment plans, printable PDF agreements, contract extensions, contract and bond transfers, and breach and termination tracking.
Payments & installments
Installment ledgers with running balances, rent, bond, membership and lump-sum payments across multiple payment modes, the full bond lifecycle, plan rescheduling and instant arrears views.
Expenses & maintenance
38+ expense categories linked to service providers, scheduled servicing with reminders, a complete service history per vehicle and roadside-assistance management.
Insurance management
Per-vehicle policies with insurer, renewal dates, excess and covers, installment-based premium plans with paid and unpaid tracking, and renewal alerts so no policy lapses.
Inquiries & lead management
Capture rental inquiries from your public website, reply with templated document packs by email, receive documents back from prospects and convert a qualified lead into a client in one click.
Reporting & analytics
Per-vehicle profit and loss, a fleet-wide payment-status summary matrix and a licence-expiry report with one-click renewal-reminder emails, plus Excel export on virtually every screen.
Automated notifications
Email and SMS reminders the day before rent is due, on the due date and when overdue, including outstanding arrears. Maintenance, registration and insurance renewals are flagged ahead of time.
Document management
Typed document categories such as passport, licence, ID, utility bill and bank statement, rental-agreement PDF generation, templated dispatch and bulk download of a client's complete file.
Settings & white-labelling
Configure companies, taxation such as GST, makes, models and colours, suppliers, service providers, insurance companies and roadside services, plus your own logo and branding.
Responsive & secure
Works on desktop, laptop, tablet and mobile, with refresh-token authentication, role-based access control, encrypted sensitive data and full activity logging.
Client portal: self-service for your customers
Customers onboard themselves, upload their documents and check what they owe at any hour, so your phone rings less.
Secure sign-up & account
Self-registration with terms acceptance and Google reCAPTCHA, email verification, password recovery, in-app password change and a session lock screen.
Interactive dashboard
Plate number, contract number and type, rent due, total paid, next payment date and contract start and end dates, plus a profile-completion gauge that shows what is still needed.
Profile & KYC
Customers maintain their own personal information, licence, passport and photo ID details and profile photo, guided by a 3-step setup wizard.
Legal documents
Upload requirements based on the booking type, RTD or RTO, across 11 document categories, with self-service view, download and delete. Documents uploaded by staff are visible to the client too.
Contracts management
Full transparency without a phone call: agreement number, rent and bond, membership fee, pick-up and drop-off details, handover and return information, and upcoming payments.
Mobile app with live GPS tracking
The client dashboard in every pocket, keeping head office informed of where each vehicle is. The app is available for Android.
Secure login
Fast token-based sign-in with a remember-me option, connected to the same account as the client portal.
Interactive dashboard
Plate number, contract number and type, rent due, total paid and contract dates, updated in real time from the fleet system.
Live vehicle & driver tracking
The vehicle appears on an interactive Google Map with its current street address, and its position is reported to head office every few seconds while the app is in use.
Profile management
Users view and update their personal information and account details directly from the app.
Settings & password
A settings hub with profile access, secure in-app password change and sign-out.
Built-in automation
The reminder engine runs on its own schedule, for every contract, every night, without anyone opening a list.
- Rent due tomorrow: email and SMS reminder with the amount and due date
- Rent due today: reminder sent on the due date
- Rent overdue: arrears notice with the customer's exact outstanding balance
- Licence expiring: flagged on the licence-expiry report with a one-click reminder email
- Servicing due: maintenance reminders before the scheduled date
- Registration and insurance renewals: flagged before they lapse
- New contracts: payment plans generated automatically
- WhatsApp reminders: in progress, joining email and SMS as a third channel
Frequently asked questions
Still have questions?
Talk to a business developer directly. We usually reply within an hour during working hours.
Rent to Drive (RTD), Rent to Own (RTO) and Loan agreements. Each contract gets an automatic payment plan, a printable PDF agreement and tracking for bonds, extensions, transfers and breaches.
Other products
Run your rental fleet from one command centre
Book a free demo to see Digital Fleets running with your own vehicles, contract types and questions.