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Car Rental Management System

Run the whole rental business from one system.

Owner supply contracts, fleet and pricing, rental contracts, collections, maintenance, violations and automated WhatsApp messages, in Arabic and English.

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  • Arabic and English
  • Web application, nothing to install
  • Built on Oracle

See the system in 90 seconds.

A short tour of one system running a rental business: owner supply, pricing, contracts and signatures, collections, WhatsApp automation, daily operations and the management view.

Chapters

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1 min 32 s · No sound: everything is shown on screen · Screens recreated with demonstration data.

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Owners supply cars under monthly contracts, and their monthly payments are generated and confirmed against their bank details.

Every car is priced by rental length, in five duration tiers with included kilometres.

Rental contracts are checked before they are saved, signed on screen and printed in Arabic or English.

Collections are recorded in instalments with the next collection date, and security deposits are tracked separately from income.

WhatsApp messages go out on a schedule to customers, the operations team and management.

Returns, renewals, maintenance and traffic violations follow defined workflows, and managers see fleet status and what every car earns.

The system runs on an enterprise Oracle database and connects to other systems through a secured REST API.

Both sides of the business, connected.

Many rental companies run part of their fleet on cars supplied by private owners for a monthly amount. Generic rental software assumes the company owns every car. This system manages both sides.

The owner’s side

Supply contracts with the owner’s ID, the car licence and bank details. Monthly owner dues generated in one action and paid against the amount due.

The customer’s side

Rentals to individuals and companies, with collections, deposits, returns, renewals and violations on one customer profile.

Both sides share one database, and the system enforces the link between them: a car cannot be rented beyond the end of its owner’s supply contract.

Diagram of connected modules: owners, supply contracts, fleet, pricing, customers, rental contracts, collections, returns, maintenance, violations, the website API and WhatsApp

Contracts that check themselves

  1. AvailabilityThe car is not on another active contract.
  2. Supply periodThe rental ends within the owner’s supply contract.
  3. Days and datesThe number of days matches the contract dates.
  4. MileageThe start mileage is not below the car’s current reading.

All four are checked before a contract is saved. Identity rules apply too: a 14-digit Egyptian national ID, Egyptian mobile numbers, and passports for foreign renters.

From the owner’s car to the monthly report.

The same system follows each car through the whole cycle.

  1. Source the car

    A supply lead becomes a supply contract, with the owner’s documents, bank account and the car’s details.

  2. Price and publish

    Duration tiers are set per car. The car appears in the bilingual catalog and, when connected, on your website.

  3. Book or request

    Bookings are recorded with deposits. Website requests arrive in an inbox for staff review.

  4. Contract and sign

    The contract is checked, signed on screen and printed in Arabic or English. A security deposit is recorded.

  5. Collect

    Full or partial collections with the next date. The manager is told on WhatsApp, and a daily report lists what is uncollected.

  6. Renew or return

    The customer is reminded three days before the end. A renewal becomes a new linked contract, or the return charges are calculated.

  7. Look after the fleet

    Maintenance alerts by kilometre, repair jobs, and violations linked to the responsible contract.

  8. Pay owners, review results

    Monthly owner dues are generated and paid; dashboards show revenue and profitability per car.

Inside the system.

The screens your teams use for supply, renting, finance and management.

Owner payment schedule with monthly dues and a payment confirmation

Owners paid correctly and on time

Monthly owner dues are generated in one action from the active supply contracts, then confirmed against the owner’s bank details.

  • Payment schedule, paid payments and a payment calendar
  • The paid amount can never exceed the amount due
  • Shared dealer-maintenance costs shown for deduction
  • A daily WhatsApp digest of payments due, for management

Screens recreated with demonstration data.

Available

Messages that send themselves.

The right people hear about contracts, returns, payments and collections on WhatsApp, without anyone sending a message. Every message is logged.

MessageSent toWhen
Contract ending soonCustomerDaily at 12:00, three days before the end of contracts longer than seven days, unless already renewed
Traffic violation notice, with photoCustomerWhen a violation is saved
Tomorrow’s returnsOperations teamDaily at 12:00
Owner payments due todayManagementDaily at 12:00
Uncollected contracts reportManager and accountantDaily at 13:00
New collection recordedManagerWhen a collection is saved
  • Customer messages are in Arabic. Wording, recipients and schedules are set up for your company.
  • Messages go through a WhatsApp messaging service; its subscription is arranged during implementation.
Automated WhatsApp messages to a customer and a manager
Screens recreated with demonstration data.

Built on Oracle, open to your other systems.

Business rules run in an enterprise Oracle database, so they hold whichever screen or interface is used. Staff work in a responsive web application; integrations use a secured REST API.

  • Enterprise Oracle database, with business rules enforced in the database
  • Responsive web application with nothing to install, on desktop and tablet browsers
  • Secured REST API with OAuth 2.0
  • Scheduled automation jobs
  • HTTPS access
Platform capabilities and an illustrative website quote request
The request shown is an illustrative example with fictional values, not API documentation.

Your website

Optional

A secured REST API connects the system to your company website, so the prices and availability on your website are the ones in your system.

It publishes

  • The car catalog in Arabic and English, with photos
  • Car details with the five price tiers
  • Live availability
  • Quotes calculated on the server, valid for five minutes

It receives

  • Booking requests, with availability and price checked again on the server
  • Contact requests and complaints

Requests reach your staff as New and never create a contract by themselves. OAuth 2.0 protects every request, credentials stay on your website’s server, repeated submissions never create duplicates, intake limits apply, and no personal data is returned.

WhatsApp notifications

Available

Scheduled and event-driven messages to customers, operations and management, all logged.

Documents and exports

Available

PDF rental contracts in Arabic or English and supply contracts in Arabic, generated from live data with your branding. Every report exports to Excel, CSV or PDF.

Not in the system today

Can be added

These are possible extensions. Each one is scoped and quoted separately.

  • Online payments
  • Email and SMS notifications
  • Accounting or ERP export
  • National e-invoicing
  • GPS and telematics
  • Automatic contract pricing at the counter
  • Partner APIs
  • A dedicated mobile app (today the system runs in desktop and tablet browsers)

Where it runs

Hosted by Apexia Tech

Apexia Tech hosts the system. Your team only needs a browser.

On your own infrastructure

Installed in your own Oracle environment, on-premise or in Oracle Cloud, after a technical assessment.

Control and security

  • Access by role and department, with specific approval rights
  • Data isolated per company, enforced by the database itself
  • Business rules validated on the server, whichever screen is used
  • Audit trails on supply contracts, approvals, renewals, transfers, deposit returns, repairs and every WhatsApp message
  • Protected sessions, and attachments checked by type and size

From first meeting to daily use.

Every rental company works slightly differently, so implementation adapts the system to your process before your team starts.

  1. Discovery

    Your branches, fleet, owner arrangements, contract terms, pricing, collection practice and reports.

  2. Configuration

    Branches, users and roles, pricing tiers, maintenance and violation types, WhatsApp recipients, wording and schedules.

  3. Documents and branding

    Contract templates with your terms, and your company’s name and logo.

  4. Data migration

    Cars, owners, customers and open contracts, with validation reports.

  5. Training

    Sessions for each role, in Arabic or English.

  6. Go-live

    A supported go-live.

Questions rental companies ask

Does it work in Arabic?

Yes. The full interface is available in Arabic, right to left, and in English, chosen at sign-in. Contracts print in the customer’s language, and customer WhatsApp messages are in Arabic.

Do we need to install anything?

No. Staff use a web browser on a computer or tablet.

Can it handle cars supplied by owners?

Yes. Supply contracts, owner documents and monthly owner payments are built in, and a car cannot be rented beyond its owner’s supply contract.

Can it connect to our website?

Yes, as an option. A secured API publishes your catalog, availability and quotes, and brings booking requests to your staff for review.

Is it an accounting system?

No. It covers operational finance: branch expenses, employee cash custody, owner payouts, collections, deposits and revenue reports. It is not a general ledger, payroll, invoicing or tax system.

Can we host it ourselves?

It can be hosted by Apexia Tech, so your team only needs a browser, or installed in your own Oracle environment after a technical assessment.

Is there a mobile app?

The system runs in desktop and tablet browsers. A dedicated mobile app can be added as a separate project.

How much does it cost?

Pricing depends on your fleet size, the deployment, data migration and integrations. It is confirmed after a short scoping call.

See it working on your own process.

Tell us a little about your operation and we will shape a live demonstration, about 45 minutes, around your branches, fleet and contracts.

Request a live demonstration

For example: 3 branches, about 12 users.

Contract types, rental periods, or the part of the process that takes the most time.

Both buttons open your own email or WhatsApp app with your answers filled in. Nothing is sent until you send it there.