Car Rental & Fleet Management

Características clave

`Vehicle` master table with registration, VIN, ACRISS-style class, odometer, fuel or charge type, branch and a link to the Fixed Asset card for depreciation and disposal

Interval-based availability engine in AL that blocks overlapping reservations, honours turnaround and cleaning buffers, and excludes vehicles inside a scheduled maintenance window

Matrix availability page — vehicles down, days across — with drill-down from any cell to the reservation, agreement, damage record or workshop task behind it

Table-driven `Rental Rate Plan` resolving hourly, daily, weekly and monthly tiers with mileage allowance, excess-kilometre rate, deposit, insurance and waiver options

Rental agreement document with its own numbering series, driver and additional-driver details, licence expiry validation, extras lines and a printable Word or RDLC report layout

Check-out and check-in pages capturing odometer, fuel or charge level, damage marks against a body-diagram grid and customer signature, with photos stored via the standard Document Attachment framework

Damage register linking each recorded defect to the rental that caused it, with repair estimate, insurance claim reference and customer recharge or deposit deduction

Traffic fine and toll capture with automatic matching to the reservation covering the offence datetime, admin-fee mark-up, recharge, and a review queue for unmatched offences

Preventive maintenance on both time-interval and odometer thresholds, evaluated by a job queue entry that raises workshop tasks and reserves the vehicle off-hire

Native posting integration — completed rentals become standard Sales Invoices or recurring contract invoices with your existing VAT setup, posting groups, currencies and payment terms

Dimensions for vehicle, branch and rate plan written onto every posted line, so utilisation, damage recovery and cost per vehicle come out of standard analysis views and Power BI

Event subscribers and table/page extensions only — no base-object modification, so Business Central release waves do not force a re-merge of your customisations

API pages published on REST API v2.0 / OData v4 for availability search, quote calculation and booking creation from a website, mobile app, Power Automate flow or Dataverse canvas app

Dedicated permission sets separating counter agent, fleet controller, workshop and finance, keeping rate plans and credit memos out of front-desk hands

Hecho a medida, listo para ti

Sin configuración por tu cuenta: una app funcional creada, instalada y con soporte de ECOSIRE.

Haces el pedido

Empieza con un precio único de desarrollo. Definimos el alcance contigo en el arranque.

Creamos e instalamos

ECOSIRE la crea, la configura y la instala en tu Dynamics 365 Business Central.

En marcha + soporte

Sales en vivo en unas 2–4 semanas, con un periodo de soporte posterior al lanzamiento.

Sobre este producto

Business Central was designed to sell and ship items, not to rent the same physical asset over and over. A rental company's core question — "is registration ABC-1234 free from Thursday 09:00 to Sunday 18:00, including the two-hour cleaning buffer, and is its service due before then?" — has no answer on a standard Item Availability page, because inventory quantity is not the constraint; a time interval on one serialised unit is. Teams end up running the actual business outside the system: a colour-coded booking grid, a Word contract template, a phone gallery of damage photos, and a folder of unrecharged traffic fines. Business Central then only ever sees the invoice at the end, so utilisation, damage recovery and cost per vehicle stay invisible exactly where the accounting lives.

We close that gap with an AL extension delivered as a per-tenant extension or, where you prefer, an AppSource-shaped app package. A Vehicle master table carries registration, VIN, category or ACRISS-style class, a link to the Fixed Asset card for depreciation, odometer, fuel or charge type, branch and current status; a Rental Reservation table holds the datetime interval, pickup and return location, rate plan and the linked Customer record. Overlap is prevented in AL rather than by convention: an availability codeunit evaluates candidate intervals against confirmed reservations, blocked periods, turnaround buffers and scheduled maintenance windows, and a validation event subscriber on reservation insert and modify blocks the double booking before it is committed. A matrix-style availability page renders vehicles down the rows and days across the columns, so a counter agent sees the same picture they used to keep on paper — but drillable into the agreement, damage record or workshop task behind any cell.

Rates are table-driven, not hardcoded. A Rental Rate Plan structure resolves hourly, daily, weekly and monthly tiers with mileage allowance, excess-kilometre pricing, deposits, insurance and waiver options, extras such as child seat, GPS or additional driver, and customer- or contract-specific pricing, then produces the charge lines. Because we build on native posting, a completed rental converts into a standard Sales Invoice or a recurring contract invoice — G/L, dimensions, VAT and posting groups all behave as your accountant already expects, and dimensions carry vehicle, branch and rate plan so utilisation and revenue slice correctly in the standard analysis views and in Power BI. Check-out and check-in are page-driven flows capturing odometer, fuel or charge level, signature and damage marks against a body-diagram grid; photos attach through the standard Document Attachment framework so the evidence travels with the record instead of a chat thread.

Traffic fines and toll charges are logged against a vehicle and offence datetime, matched automatically to the reservation covering that moment, and recharged with your admin fee — either as an invoice line or a deduction against the held deposit, with unmatched offences parked in a review queue rather than silently absorbed. Fleet maintenance runs off both interval and odometer triggers: a job queue entry evaluates service thresholds nightly, raises the workshop task, and marks the vehicle unavailable for that booking window so it cannot be rented out of the shop. Everything is exposed for integration rather than locked in the client — API pages published as REST API v2.0 / OData v4 endpoints serve availability search, quote calculation and booking creation to a website or mobile app, and the same surface feeds Power Automate flows and Dataverse-connected canvas apps for tablet-first forecourt check-in. Dedicated permission sets separate counter agent, fleet controller, workshop and finance, and the extension is built for current Business Central release waves on both SaaS online and on-premises.

This is build-to-order, not an instant download. You request a quotation, we run a short scoping call, and we confirm exactly what your operation needs — vehicle classes, rate structure, deposit and insurance handling, branches, fine sources, integrations — before a line of AL is written. Typical delivery is two to four weeks from confirmed scope, targeted at your Business Central version. You receive the installable app and full AL source, deployment on your sandbox for UAT with a documented rollback plan, technical and end-user documentation, a live training session, a post-go-live support window, and the git repository handed over so you are never locked to us.

lo que obtienes

Installable `.app` package plus the complete AL source code, built and targeted for your specific Business Central version and release wave

Installation and configuration on your environment — vehicle classes, rate plans, numbering series, posting setup, permission sets and job queue entries

Technical documentation: object ID ranges, table and page extension map, event subscribers used, API endpoint reference and integration notes

End-user guide covering the counter workflow, check-out and check-in, fine recharge and maintenance scheduling, plus a live training session with your team

UAT deployment on your sandbox environment with a documented test script, sign-off checklist and a rollback plan before the production publish

Post-go-live support window for defect fixes and configuration questions on the delivered scope

Git repository handover with full commit history, so your team or any other Business Central partner can maintain the extension

Data migration assistance for existing vehicle master data, open reservations and rate cards from spreadsheets or a legacy rental system

¿Para quién es esto?

Rental operations manager

Runs the daily fleet and the booking board. Needs one reliable answer on what is free, what is due back and what is in the workshop, without reconciling a spreadsheet against a whiteboard every morning — and without a double booking reaching a customer at the counter.

Finance manager or controller

Owns revenue recognition, VAT and fleet cost. Needs rentals to post as normal Business Central documents with dimensions for vehicle, branch and rate plan, so utilisation, damage recovery and cost per vehicle come from standard analysis rather than a side model in Excel.

Fleet and workshop supervisor

Tracks service intervals, odometer readings, tyres, insurance and registration renewals. Needs a maintenance due date to actually remove a vehicle from the booking pool, and every damage record tied back to the rental that caused it.

Business Central partner or internal IT lead

Responsible for upgrade safety and integrations. Wants an event-subscriber-based AL extension with clean object ID ranges, published API pages for the website and mobile check-in, proper permission sets, and source code in a repository they control.

Cómo se compara Car Rental & Fleet Management

Criterio	ECOSIRE	Construcción personalizada	Competidor	Nativo de Dynamics 365 Business Central
Fit to how you actually rent	Built to your rate tiers, deposit rules, branches and turnaround buffers, confirmed at scoping before any coding	Fits exactly — if the spec is complete and the developer stays available	Fits the vendor's model of rental; your exceptions become manual workarounds	No rental concept at all — inventory quantity, not a time interval on one unit
Double-booking prevention	Interval overlap validated in AL on insert and modify, including buffers and maintenance windows	Depends whether the developer treated it as a validation problem or only a UI one	Usually solid, though buffer and workshop rules may not be configurable	None — handled on a spreadsheet or colour-coded calendar outside the system
Financial posting	Native Sales Invoices and recurring contracts with dimensions for vehicle, branch and rate plan	Varies; rushed builds often post summary journals and lose the analysis detail	Posts through Business Central, but the dimension design is the vendor's choice	Posting is correct, but there is nothing upstream to post from
Upgrade safety across release waves	Event subscribers and table/page extensions only — no base-object modification	Depends on discipline; older builds often carry modified base objects	Vendor handles it, on the vendor's release schedule rather than yours	Nothing to break, because nothing is there
Source code and ownership	Full AL source plus git repository handed over at delivery	Yours, assuming the contract says so and the repository was actually maintained	Closed source — you license it, you do not own it	Not applicable
Integration surface	Published API pages on REST API v2.0 / OData v4, ready for website, Power Automate and Dataverse	Built if specified; frequently deferred and then never added	Vendor API where offered, sometimes only on a higher tier	Standard Business Central APIs exist, but no rental entities to expose
Cost shape	One-off build quoted at scoping, then optional support — no per-vehicle metering	Open-ended day rate; scope creep is the usual outcome	Recurring subscription, often per user or per vehicle, indefinitely	Included in your licence, and unusable for rental without something on top
Time to a working system	Typically 2-4 weeks from confirmed scope, including UAT on your sandbox	Months, and the first version is rarely the last	Fast to install, slower to bend to your rules	Immediate, but the rental process stays in spreadsheets

Preguntas frecuentes sobre Car Rental & Fleet Management

How long does delivery take, and what happens first?

This is a build-to-order extension, not an AppSource download. We start with a scoping call of roughly 30 minutes to confirm vehicle classes, rate structure, deposit and insurance handling, branches, fine sources and integrations. Typical delivery is two to four weeks from confirmed scope, targeted at your Business Central version. Larger scopes — multi-country VAT, a public booking site, or a legacy data migration — are quoted with their own timeline before any work starts.

What support and updates do I get after go-live?

You get a post-go-live support window for defect fixes and configuration questions on the delivered scope, agreed in writing at quotation. Because the extension uses event subscribers rather than base-object modification, it carries forward across Business Central release waves; when Microsoft ships a wave affecting an object we subscribe to, we rebuild and revalidate the app for your environment. Capability beyond the delivered scope is quoted as a change. You also receive the git repository, so your own team or another partner can maintain it.

Does this work on Business Central SaaS online, or only on-premises?

Both. The extension is written in AL against the current release wave and validated on SaaS online and on-premises. On SaaS it is normally deployed as a per-tenant extension, which lets us keep customer-specific behaviour that an AppSource-published app would not permit. If you want an AppSource-shaped package for your own listing, we build to those constraints instead — decided at scoping, not afterwards.

Will rentals post correctly to my chart of accounts and VAT setup?

Yes. We do not build a parallel ledger. A completed rental produces standard Business Central Sales Invoices or recurring contract invoices, so your existing posting groups, VAT setup, currencies and payment terms apply unchanged. We add dimensions for vehicle, branch and rate plan so revenue, utilisation and fleet cost slice correctly in the analysis views and Power BI reporting you already use.

Can our website or a mobile app create bookings directly?

Yes. We publish API pages exposed through REST API v2.0 / OData v4 for availability search, quote calculation and reservation creation, secured with standard Business Central authentication. The same endpoints drive Power Automate flows and Dataverse-connected canvas apps, which is the usual route for a tablet-based forecourt check-in with photo and signature capture.

How are traffic fines and toll charges handled?

Fines and tolls are logged against a vehicle with the offence datetime, entered manually or imported from your authority's file format. The extension matches the offence to the reservation covering that moment, identifies the responsible renter, applies your admin fee, and creates the recharge — as a new invoice line or a deduction against the held deposit. Unmatched offences stay in a review queue rather than being silently absorbed as a fleet cost.

What if we already have a rental system and only need Business Central integration?

That is a valid scope and we will say so at the scoping call. If your rental front end works, we can build a thinner integration extension — API pages and posting logic that pull completed rentals into Business Central as invoices with correct dimensions — instead of rebuilding the booking engine. We would rather quote the smaller job than sell you the larger one.