From first booking to vehicle return
Book by vehicle group, confirm and convert reservations, hand over the car, and check it back in with fuel, mileage and condition recorded. The database rejects overlapping rentals on the same car, even when two agents book at the same moment.
Reservations that match how rental actually works
Customers book a class of car, not a license plate. NordFleet reservations target a vehicle group, and the specific car is chosen when the customer collects it, or earlier if you want to pre-assign one.
When a reservation becomes a rental, it is tied to that car, and a PostgreSQL exclusion constraint makes sure no car is rented twice for overlapping dates. Your team sees every booking on the fleet chart, including the ones that come in from your website.
How reservations work in NordFleet
Book by Vehicle Group
Customers ask for an economy car or an SUV, not a plate number. Reservations target a vehicle group, and you can pre-assign a specific car whenever you like.
Overlap Check as You Book
As soon as you pick a vehicle group and the dates, the reservation form lists which cars in that group have no overlapping rental, so nobody has to cross-check a spreadsheet.
Clear Status Workflow
Pending, confirmed, converted to a rental, cancelled or no-show. Status changes follow the allowed steps, so a booking can't jump from pending straight to no-show.
Daily Rate Override
Agreed a special price? Override the daily rate on a single reservation without touching your rate cards.
Bookings From Your Website
Reservations submitted through the booking API arrive as pending, marked with an API badge, for your team to confirm or reject.
Reservation Confirmations
Download a PDF confirmation for any reservation, with your terms and conditions, to hand or send to the customer.
Vehicle check-out and check-in
When the customer arrives, start the rental from the reservation or as a walk-in, choose the car and record the handover. When the car comes back, a three-step return wizard takes your agent through the vehicle check-in, the financial settlement and the confirmation.
- Check-out: pickup odometer, pickup and drop-off locations, extras, deposit and payment method
- Check-in: return time, odometer reading and fuel level
- Condition: exterior, interior and tires rated good, fair or poor, plus damage notes
- Settlement: extra charges, payment status, the rental charge recalculated for the actual days, and a draft invoice before you finish
Reservation and return questions
Can I change or cancel a reservation?
Yes. You can edit the customer details, dates, pickup and drop-off locations, vehicle group, assigned car and daily rate. A pending or confirmed reservation can be cancelled, and a confirmed one can be marked as a no-show if the customer doesn't arrive.
Can I take walk-in customers without a reservation?
Yes. Start a rental directly, choose the car and the driver, and NordFleet prices it from your rate cards.
What is recorded when a car is returned?
The return time, odometer and fuel level, a good, fair or poor rating for the exterior, interior and tires, and damage notes. You can add extra charges, and the rental charge is recalculated for the actual days.
Ready to simplify reservations and returns?
Start free with up to 3 vehicles. No credit card required.