Base version SoRent features

The following modules are included in the base version of SoRent. In the full system version, their functionality is enhanced with additional features that we also customise to meet your individual needs.

The Dashboard module

This is the module that appears first when you log on to the system – it’s like a startup screen in SoRent. It displays basic operational statistics in the form of diagrams showing the status of bookings and the fleet. Data is displayed globally – across the company and for a specific branch. Available diagrams include:
  • the total number of vehicles,
  • the number of vehicles rented,
  • the number of vehicles which are defective or in service,
  • the number of vehicles in scheduled bookings,
  • the number of vehicles in preparation,
  • the number of vehicles to be withdrawn,
  • the number of free vehicles available for booking.

The Reports module

This module provides several ways to report based on predefined fields. The report is generated as an Excel file. When you create a report, you select:
  • the type of items to be exported (e.g. cars, bookings, invoices),
  • the filters that should be used to generate the report,
  • the list of columns you want to export.
The system allows to generate reports using software provided by third parties (e.g. Jasper) by connecting them to the SoRent database.

The SoRent System provides pre-defined operational reports available as Excel files. These include: 
  • a fleet disposal report,
  • a rental report broken down by segment,
  • a report of driver movements (completed tasks report),
  • a driver performance report (driver rating based on surveys),
  • a customer satisfaction report,
  • an employee sales report,
  • a fleet availability report,
  • a system log-on report.

The Bookings module

✓ Rentals


This functionality provides a comprehensive way to manage your rentals, from creating them, to hand-over and return of the vehicle along with generating electronic documentation, to rental billing and invoicing.

✓ Assistance


Assistance is a special type of rental carried out on behalf of the insurer, who is to provide a replacement vehicle if the insured vehicle is damaged. Such rentals are usually carried out with the delivery of the rented car to the customer. SoRent supports such rentals based on principles previously specified in the contract. There are a number of customised parameters for billing methods, documents generated, prices and more.


✓ Internal rentals


This functionality makes it easy and transparent to share cars with employees as part of their job responsibilities.


✓ Forecasts


A forecast is a graphic representation of the network of bookings, services and tasks performed on vehicles.


This schedule may be displayed for a specific branch, segment and/or entire fleet. Subsequent vehicle actions are presented as calendar markers. For each vehicle, it is possible to see information about its registration number, model, the current branch it belongs to and the type of tyres currently fitted. For each event in the rental schedule, you can view basic data – for rental, this is the name of the renter, booking type, planned dates, starting and ending locations. From the forecast level, you can manually assign rental to vehicles.

The Personnel module

✓ Monitoring


The monitoring module allows you to track the movement of employees when performing assigned tasks in the field. The mobile app installed on your drivers’ tablets provides real-time data about their location. From the system, you can view a map with your drivers’ current positions. It also allows to detect anomalies related to their work. Tasks, location and time are parameters that are analysed in the module in relation to driver performance.

✓ Working hours


For each employee, it is possible to enter his or her working hours, which are shown when assigning tasks to branch employees. This shows the coordinator which employee is available at what time, which facilitates the job distribution.


✓ Tasks


The employee task module allows you to manage the work of your drivers in branches. It is based on tasks that are assigned to specific users, performed subsequently by employees using the mobile app.


The branch coordinator assigns tasks to drivers, taking into account the information displayed in the system, such as: employee availability schedule, their working hours, and the tasks assigned to them so far.


✓ Costs


The system provides support for the costs incurred by employees in performing their daily work tasks.


When performing a task on the tablet, an employee can indicate that he or she has incurred costs and enter them into the system (e.g. ticket, refuelling, business trip, car wash, etc.). All costs added are presented in a table in the system. The coordinator of the branch where the employee added the cost verifies the costs entered and accepts or rejects them. You can view a summary of the costs of the selected employee and export them to Excel file.

The Price Lists module

Price lists allow you to define the price for each service broken down into the segment for which a booking is made. Prices can be entered in gross or net amounts. There are several types of price lists in SoRent.


✓ Rental


The rental vehicle price list defines the daily rates for the vehicle rental. These rates are set by segment and by rental period. By completing the rental price matrix, you can define the rental period ranges for which the prices apply.

✓ Additional services


The price list of additional services defines their prices by segment. For each service, you can set additional display data such as: priority, whether the service is promoted, whether it is paid on-site, unit of measure and more.


✓ Penalties


The penalty price list defines the charges payable after the rental, e.g. for returning the vehicle in a bad technical condition, dirty, for loosing keys, and more. The penalty price matrix defines one value for all segments.


✓ Equipment


Equipment price lists work in the same way as additional services price lists. Here, you can also set priorities, promotion and payment method (online or on-site).

The Contracts module

The contracts module allows you to manage B2B contracts. The contract in the system defines how the service is to be carried out, the business partner information and the individual price list. When you create a booking for a specific business partner, the system selects the contract that is assigned to them and creates a booking according to the contract.


The following booking handling rules can be set up on the contract:
  • the type of the GVRT (General Vehicle Rental Terms) – which general rental terms should be given to the customer for signature,
  • whether the GVRT is required,
  • if the contract is required – whether a rental contract should be generated at the time of the hand-over,
  • whether to show rates on the rental contract,
  • payer configuration – who should pay for the rental: the customer, the ordering party or the user of the vehicle, additional services and additional equipment,
  • the billing method,
  • the invoicing method,
  • whether to include rentals in a collective invoice,
  • the day of the month for invoicing,
  • the number of days to pay the invoice,
  • additional documents – which additional documents should be generated at vehicle hand-over (e.g.: statements of the Insurance Company),
  • additional elements allowed for sale – which additional services and equipment may be sold for rentals under the specific contract,
  • contract tags – contract IDs which help to identify the contract when you receive rentals from an integrated partner,
  • other fields that can be defined in the price list header.

The Business Partners module

The system allows you to manage the data of your business partners. For each business partner, data such as name, address, email, phone, is entered. In addition, for companies – registration data, and for individuals – driving licence number and national identification number (PESEL). Each individual can be assigned a company in which he or she works (used when the rental invoice is to be issued for a company assigned to that person). For each business partner, it is also possible to indicate in what type of bookings they may be selected as a customer.


A business partner may be designated as a VIP or added to the Black List, which provides additional information for the staff contacting them, e.g. through the hotline.


For each business partner you can define any amount of additional contact details. Any such additional contact has its name and information, such as company name or personal name, address, email and phone number.


✓ GDPR


In our system, we attach great attention to the issues related to the GDPR. Due to the high level of responsibility and potential penalties, we are committed to full compliance with the requirements of this Regulation. What sets us apart from the competition are the solutions that provide security in this area.

The Finance module

✓ Invoicing


The system has an invoicing functionality that allows billing of rentals. Two currencies are supported – PLN and EUR. For invoices issued in EUR, a currency rate (taken from the National Bank of Poland) is added to the invoice, as of the day before the sales date.


Following invoices can be issued using the system:
  • VAT invoice – issued when the rental is billed;
  • Correction invoice – a correction invoice can be generated for each invoice issued. Multiple invoice corrections, i.e. generating a correction invoice for a correction invoice, are also supported.
  • Debit note – it is used, among others, for invoicing of vehicle damage;
  • Correction debit note;
  • Advance payment invoice – generated by the system when you receive an advance payment for the rental to be invoiced in a month other than the month of receipt of payment;
  • Correction advance payment invoice;
  • Pro forma invoice – may be issued by an operator if the customer requires a document before payment is made, and it is not yet possible to issue a VAT invoice;
  • Duplicate invoice;
  • Collective invoice – the system allows you to manually and automatically generate collective invoices for all rentals of a selected customer in a given month.
SoRent has additional functionalities to support rental billing:
  • Add payments – you can add payments to each invoice, and payments may be imported from the financial accounting system. Each invoice has a counter of days after the payment due date;
  • Offset – the system supports offset, which allows invoices to be accounted for by offsetting them against previously issued correction invoices for a negative value;
  • Import bank statements – the system allows you to account for invoices by importing bank statements in MT940 format. Once the bank statement has been imported, the system automatically matches each credit to the invoices, and the user only validates the correct assignment.
✓ Payments


The system allows transparent management of payments from customers. Each payment is added to the payment documentation and linked to the invoice and/or booking. The system supports, among others, e-payments, payments from brokers, payments by payment cards and by wire transfer.


✓ Online payments


The system supports ordering of e-payments through Tpay, a payment intermediary. It is possible to integrate with Przelewy24.


After a booking has been made by an individual customer, the system will send a rental confirmation email with a link to the page indicating whether the booking has been paid for. On this page, the customer may select the payment channel and then move to the website of the selected bank. After the payment, the payment service platform sends a payment confirmation to SoRent, which automatically adds the payment from the customer for a specified amount and changes the e-payment status to “Paid” in the system.


✓ Fleet financing


SoRent supports the management of agreements signed for leasing fleet vehicles. The lease agreements entered contain information on the business partner providing the vehicles and using them, type of financing, effective date, etc. A repayment schedule can be generated for each framework agreement. The system also supports the invoicing of leasing instalments and monitors repayment.


✓ Debt recovery


SoRent has an extensive panel for efficient, soft debt recovery. In this module it is easy to monitor all unpaid outstanding invoices. Based on this information, the system automatically sends out notifications of late payments to customers, but also reminds them of upcoming payment dates. The text, frequency and form of the notifications is fully configurable. It is also possible to generate easily and quickly a summary of debt customers, which can be sent to an external law firm and debt collection companies.

The Fleet module

This module allows you to effectively manage what is at the heart of the rent-a-car sector, namely cars, and what is directly related to them.


✓ Cars


Each vehicle in the fleet has a wide data set that is used for multiple processes and reporting. These include:
  •  model, make, engine capacity, power, drive, fuel type, colour, equipment, segment, tyres, oil, and more,
  • tracking devices linked to vehicles,
  • financial data – financing type, repayment schedule, depreciation and more,
  • parameters at which the vehicle should be withdrawn from the fleet,
  • the current technical condition of the vehicle / the current state of damage,
  • database of scanned documents, e.g.: vehicle card, registration certificate, insurance policy, invoices, protocols, etc.,
  • past and planned technical service,
  • rental history,
  • mileage records,
  • vehicle availability schedule.
The condition of the vehicles can be adjusted depending on the actions taken on the vehicles, e.g. damage or repair.

✓ Resale


The resale function allows you to manage cars that have been withdrawn and are available for sale.


The car is assigned for resale when the operator withdrawing the vehicle selects the option “Standard Sale” as the reason for the vehicle’s withdrawal. Such a vehicle may be returned to the fleet or sold. When a vehicle is sold, it is moved to the archive and the system sends a sales notice to the financial accounting system.


✓ Makes and models


The vehicle makes and models module provides a flexible way to manage the database of makes and models of the vehicles you have. This module allows you to create vehicle makes and models with their exact specifications and equipment configurations. The model configuration includes vehicle technical specifications, such as fuel type, drive type, engine power, kerb weight, technical inspection intervals, load area size and more.


Each vehicle is assigned to a specific segment according to the vehicle model configuration on which it is based. Each segment has an unique Acriss car classification code defined within the system. In addition, the following are defined in segments: short name (Alias), monthly maintenance cost and the base daily rental rate.


✓ Telemetry


The system provides a file of your telemetry devices. Each device has a unique IMEI and can be assigned to a vehicle. The number of the device assigned to the vehicle serves to download the current location and status of the vehicle (whether it is on the move). This data is displayed in the vehicle overview.


✓ Insurance policies


The system provides a policy file. The current policy information is also displayed in the car data. Policies can be entered manually or by importing from an Excel file.

The Service module

The service module allows you to manage periodic service, vehicle repairs and tyre change.


✓ Damage


The damage module helps you to record the damage caused during vehicle use. New damage is added when updating the vehicle status on the tablet. To do this, you must put them on the diagram and take a picture. If you add a new damage, you can create a statement for the Insurance Company. After a damage is added, it appears in the damage list. Each damage is assessed by the coordinator as to whether it needs repair.


If a damage is added when the vehicle is returned by the customer, the system automatically adds the vehicle damage item corresponding to the amount of deductible defined in the price list. The operator can adjust the value of this item when billing the damage. The system allows you to attach the damage documents to the email with the invoice (debit note).


✓ Service order


When adding an order, the user enters information such as the planned duration, service type, planned scope of work, repair shop, and the relevant vehicle. It is also possible to select the damage that is to be repaired as part of the specific service order. The vehicle is not available for rental at the scheduled service time.


✓ Tyres


SoRent supports tyre monitoring and replacement by dividing vehicles into those with summer and winter tyres. To change the tyres on a vehicle, create a “Tyre Change” service order. After the service order is created, the system automatically generates the appropriate tasks for drivers. After the task is completed, the winter or summer tyre type is adjusted as appropriate. It is also possible to change tyres manually by editing the vehicle status in the system.


✓ Repair shops


This functionality allows you to define where the “Service” type business partners perform repairs on defective cars. Multiple repair shops may be defined for each business partner, and when a service order is added, a specific repair shop is selected from the list.

The Organisation module

✓ User management


SoRent allows you to manage users working in the system. The basic functionalities of this module include creating, editing and deleting user accounts.


To be able to perform any action in the system, users need appropriate permissions that are assigned to the system functions. The administrator assigns the selected permissions to users by giving them access to the selected actions.


For easier permission management, the system allows you to define permission groups. The administrator selects which permissions should be attached to a specific group, names the group, and then assigns the user to the defined permission group. As a result, the user has access to all items and actions in the system corresponding to the permissions assigned to the group.


For each user, it is possible to enter his or her working hours, which are shown when assigning tasks to branch employees.

✓ Branch management


SoRent allows you to define branches to which vehicles are assigned and where they can be rented. Branches are assigned data for easy management, such as: name, location, type (small, large, airport), kind (physical, virtual), address, fiscal code (used for invoicing), whether it is active, who is the manager, opening hours and more.


SoRent allows you to define the branch groups that apply when searching for an available fleet, if it is not located in the branch where you want to start the rental.

The Configuration module

The configuration module of SoRent allows you to change some of its parameters while the system is running. This makes the system more flexible and allows the user with administrator rights to adjust it.


In the system, you can configure parameters such as:
  • Access data to integrated systems;
  • Access data to the email box used for sending emails;
  • Email addresses to which automatic recurring reports are sent;
  • Parameters that determine when alerts are generated;
  • Details of the company using the system;
  • Bank account numbers shown in the invoice;
  • Current values of the specific VAT rates;
  • Minimum interval required between rentals on a vehicle;
  • The time before the technical inspection when the vehicle is not to be rented;
  • The time before the planned withdrawal when the vehicle is not to be rented;
  • The estimated time of the employees to perform their tasks;
  • Configuration of the rental sequencing algorithm;
  • Configuration of internal costs of fleet relocation between branches;
  • The size to which images uploaded to the system are scaled.

The Assistant module

This is a mobile device application (for a tablet or phone) that allows an employee to hand over or take over a car from a customer outside the rental premises.


The app allows you to quickly and conveniently retrieve all the data you need from the customer to generate documents in real time. The documents are presented to the customer, and signatures are placed on the screen and then affixed to the documents. The app allows to pay for the rental and sell additional services. The SoRent mobile app has a number of options allowing to update the car’s condition for damage, tyres, fuel status, mileage and more.