CASE STUDY // CAR RENTAL
FMS is our fleet management system for car rental companies. Bookings, cars, drivers, payments and papers sit in one place, on the office computer and on the driver’s phone. We designed it, built it and run it.
A car rental office runs on the phone. A customer calls, asks for a price and a date, and expects an answer before they hang up. To give one, someone has to know which cars are free, what the rate is this weekend and whether the insurance on that car is still valid.
That knowledge usually lives in a spreadsheet, a chat group, a wall calendar and one person’s memory. FMS was built to hold all of it in one system, written in the words a rental office already uses, and simple enough that a driver can finish a handover on a phone with one hand.
AT THE OFFICE
The office side is built around one moment: a customer on the phone asking what it costs. Everything a quote needs is already in the system, so nobody has to call back.
Pick the dates and the cars, and the price is on screen before the caller has finished asking. One quote can carry up to 20 cars, so a wedding or a corporate booking is one document, not twenty.
The calendar shows every car against every day, including the ones in the workshop. A car that is out or blocked cannot be offered, so the same car is never promised twice.
Weekend, season, per km, daily or monthly. When peak season starts, up to 100 price plans change in one update instead of one by one.
A proper GST bill goes to the customer on WhatsApp or email straight from the booking. There are eight bill designs to print or share.
Cash, card, bank transfer or a UPI QR the customer scans on the spot. The balance on the booking updates as the money comes in.
Insurance, permit, pollution, fitness, RC book and tax token each carry an expiry date. The alert comes before the date, not after the fine.
THE IDEA
The problem
Bookings in an Excel sheet. Customer details in chats. Dates on a wall calendar. Agreements on paper forms. Damage in somebody’s phone photos. Each one is fine on its own. Together they are five places to look before anyone can answer “is the Innova free on Saturday?”
FMS puts bookings, car photos, payments, bills and renewals behind one login. The answer is on one screen, and it is the same answer for everyone who asks.
Papers and people
Every car carries its own list of papers with a status beside each one: valid, seven days left, expired. A car with an expired paper is blocked from new bookings until it is renewed, so it cannot go out by mistake.
Each person opens the app to their own part of it. The owner sees cars, money due and renewals at a glance. Office and sales land on a new quote. A driver sees today’s trips on the phone and nothing else.
ON THE ROAD
The driver’s phone and the office see the same thing, live. A car moves through five steps, and each one leaves a record that settles the argument about fuel, km or a scratch before it starts.
Fuel level, km reading and four photos of the car: front, back, left and right.
The customer’s ID, a selfie and a signature on the phone screen.
Cash, card or a UPI QR, recorded against the booking at the door of the car.
The return km reading goes in and the balance is worked out from it.
Damage is checked against the handover photos, and the car goes back to free.
THE HARD PART
Rental software is easy to demo in an office with good wifi. It gets used in a car park, by a driver in a hurry, under Indian tax and transport rules. Those are the cases we designed for first.
A driver in a basement car park can finish the handover. The photos upload when the phone finds signal again.
FMS connects to the rental company’s own website, so an online booking lands on the same calendar as a phone call.
Cars, bookings and money, exported whenever the owner or the accountant asks for them.
GST bills, UPI QR, Aadhaar and licence capture at handover, and Form 5 and Form 3 from the same record.
One-tap ambulance dispatch for India.
Construction quotes, out of WhatsApp and into one place.
A redesigned website for an Australian caravan brand.
A website for a logistics diploma programme in Kochi.
A mobile app for finding and booking family services in the UAE.
FREE DEMO
Whether you are launching a startup, modernizing an enterprise platform or integrating AI into your business, we combine strategy, design, engineering and data intelligence to build products that create real value.
The future is not built by writing more code. It is built by creating smarter products that understand people, learn from data and keep evolving.
