RentClic — Owner Guide

Version 2.5 — April 2026 | This guide covers everything an Owner can do in RentClic.

Table of Contents

Core Operations

1. Roles in RentClic
2. Onboarding — Create your agency
3. Navigation Structure
4. Dashboard — Overview
5. Reports, Performance & Analytics
6. Fleet Management
7. Reservations
8. Customers

Client-Facing Channels

9. Fast Track — Client pre-registration
10. Customer Portal
11. Public Showroom
12. Embeddable Widget

Settings & Configuration

13. Agency Settings
14. Organization Settings & Org Defaults
15. Team & Roles
16. Roles & Permissions — Advanced Matrix
17. Dashboard Visibility — Who Sees What

Enterprise & Billing

18. Multi-agency & Enterprise Hierarchy
19. Organization Overview & Objectives
20. Commissions
21. RentClic Billing
22. Webhooks & Integrations
23. API Keys

Documents & Finance

24. Invoices, Quotes & Contracts

• Two-Factor Authentication (MFA)

25. Support
26. Storage

Advanced Modules

27. Security Deposits
28. Transfer Service
29. Driver Management
30. Expenses
31. Maintenance
32. Activity Log & History
33. Sub-Rental — External Fleet & Partner Loans
34. GPS Tracking
35. Broker Distribution (Rentalcars, DiscoverCars, Expedia, Kayak)

1. Roles in RentClic

RentClic has four user roles. Each role has a default permission set that can be customized granularly in Settings → Roles & Permissions.

As owner, you are the only one who can manage subscriptions, delete team members, and access multi-agency settings.

2. Onboarding

Create your agency

1. Go to rentclic.com/register
2. Fill in: name, email, password
3. Verify your email (confirmation link sent)
4. 4-step configuration wizard:
   • Step 1 — Agency information (name, color, address)
   • Step 2 — Localization (language, currency, timezone)
   • Step 3 — Add your first vehicle
   • Step 4 — Invite your team (optional)
5. Your dashboard is available immediately

Free trial

14 days with no credit card required. At the end, choose a plan or contact support.

3. Navigation Structure

The dashboard is organized into 6 logical groups, each represented by an icon in the left sidebar. Clicking a group opens a flyout panel with all the pages in that group.

Pro tip: Press ⌘K (Mac) or Ctrl+K (Windows) to open the command palette and jump to any page instantly.

Mobile navigation

On mobile, the groups appear as a bottom tab bar. Tap a group to open a drawer with the group's pages. Profile and agency switcher are accessible via the profile icon.

4. Dashboard — Overview

URL: /dashboard

KPI Cards (top of page)

Automatic alerts

The dashboard automatically shows:

• Late returns — vehicles not returned on time
• Reservations to confirm — pending requests (request mode)
• Expired documents — customer driving licenses or ID cards to renew
• Discounts pending approval — if your approval workflow is configured (see section 13)

Notification bell

Top right — real-time notifications for new reservations, status changes, completed Fast Track requests. Unread notifications are highlighted. Click to mark as read.

5. Reports, Performance & Analytics

RentClic has three distinct report layers, each with different access levels and plan requirements.

5.1 Operational Dashboard

URL: /dashboard

The main dashboard is operational — it shows today's real-time state: active reservations, upcoming pickups/returns, alerts (late returns, expired documents, pending discounts).

Visible to: All roles.

5.2 My Performance

URL: /dashboard/my-performance · Available from the Starter plan

Each user (agent, manager, owner) can view their own personal performance stats:

Period selector: This month / Last month / This quarter / This year.

Access control: Visible to all non-viewer roles. Available from the Starter plan. Can be disabled per-role in Settings → Permissions → Reports & Data.

5.3 Reporting

URL: /dashboard/reporting · Available from the Pro plan

Structured business reports:

• Revenue by period, by vehicle, by customer
• Fleet utilization (occupancy rates)
• Customer analysis (new vs returning)
• Discount usage summary
• Export to CSV

Access control: Hidden from agents by default. Enable in Settings → Permissions → "View reports (Reporting page)".

5.4 Analytics

URL: /dashboard/analytics · Available from the Pro plan

Advanced analytics with visual charts:

• Revenue trends over time
• Booking source breakdown
• Peak period analysis
• Cancellation rate

Access control: Hidden from agents by default. Managers have access. Enable/disable per-role in Settings → Permissions → "View advanced analytics".

5.5 Commissions

URL: /dashboard/organization/commissions · Available from the Pro plan

Commission rules configuration and per-agent earnings estimates. See section 19 — Commissions.

6. Fleet Management

Route: /dashboard/fleet

Add a vehicle

Fleet → New Vehicle → fill in:

1. Identification — brand, model, year, plate number, color (dropdown with translations), VIN
2. Partner loans — lend your own vehicle to an external partner and generate revenue
3. Specifications — category, fuel type, transmission, seats, engine power, HP
4. Mileage — current + contract limit (if applicable)
5. Pricing — daily, weekly, monthly (in cents)
6. Deposit — security deposit amount
7. Photos — multiple upload (stored on Cloudflare R2)

Vehicle statuses

Available vs Rented vs Offline are distinct statuses. A vehicle is automatically shown as Rented when an active reservation covers the current date. Offline means you manually set it as unavailable.

Advanced settings per vehicle

Each vehicle can override global agency settings. Some fields are automatically enforced by the system, others are informational (displayed on contracts/reservations but require manual application).

ℹ️ Informational fields are stored and visible on the vehicle sheet and contract, but the system does not add them to reservation totals automatically. You manage them manually via the reservation pricing section (extras, manual line items, or daily rate override).

CSV Import

Fleet → Import CSV → download the template → fill it in → upload.

The report shows the number of vehicles created and any errors.

Agent vehicle assignment

Settings → Permissions → Vehicle Assignment tab:

• Assign specific vehicles to a specific agent
• When at least one assignment exists, agents see only their assigned vehicles
• Managers and owners always see everything

7. Reservations

Route: /dashboard/reservations

Create a reservation

Reservations → New → select:

1. Dates — pick up and return dates using the inline calendar (click pick-up day, then return day). Time selectors are shown below the calendar.
2. Vehicle — availability is checked in real time against the selected dates
3. Pickup location — if you have configured locations with surcharges, the fee is added automatically. Check "Same location for return" to use the same location for drop-off (both surcharges apply).
4. Customer — search by name / phone / ID, or create a new one inline
5. Extras — GPS, baby seat, additional driver... (with quantity selectors)
6. Promo code — validate and apply a discount code
7. Commercial discount — manual discount (percentage or fixed amount). Subject to your role limits — see section 13.
8. Override daily rate — if your role permits, you can set a custom rate

The total is calculated automatically: rate × days + extras + location fees − discount.

Reservation status workflow

pending → confirmed → active → completed
                   ↘ cancelled

Check-in

On the reservation page → Check-in:

1. Departure photos
2. Departure mileage
3. Damage annotation on interactive vehicle diagram (canvas)
4. Electronic client signature

Check-out

On the reservation page → Check-out:

1. Return photos
2. Return mileage (automatic comparison with departure)
3. Damage notes (canvas annotation)
4. Final PDF contract generation

PDF Contract

On any reservation → PDF button → downloads the contract formatted with your custom template.

Late returns

The system automatically detects unreturned vehicles:

• Push notification (if mobile app configured)
• Alert visible on the dashboard
• Automatic email if the "late return" automation is enabled

Discount approval workflow

If your permissions configuration requires manager approval for discounts above a certain threshold:

• The agent applies a discount
• If it exceeds the approval threshold, the reservation is created with the discount pending
• The manager/owner sees an approval banner on the reservation detail page
• They can Approve or Reject the discount (with an optional note)
• The full discount history is shown in the Pricing section of every reservation

8. Customers

Route: /dashboard/customers

Customer record

Each customer contains:

• Personal information (name, email, phone, address)
• Documents (ID front/back, driving license)
• Reservation history
• Internal notes
• Risk score (if AI Risk Score is enabled)

Driving license OCR

On the customer record → camera icon → the app automatically reads the license and extracts:

• First / Last name
• Date of birth
• License number
• Expiry date

OCR works by default with no configuration (Tesseract.js browser-side). For better accuracy on international documents, configure an API key in Settings → OCR.

Blacklist

A customer can be blacklisted (requires canBlacklistCustomer permission — Manager by default):

• Button Blacklist on the customer detail page
• Enter an optional reason
• Blacklisted customers show a red banner on the reservation creation form

Client-Facing Channels — Online booking channels and self-service tools your customers interact with directly.

9. Fast Track

Available from the Pro plan

Fast Track lets clients prepare everything before arriving: documents, signature, payment. Pick-up becomes instant.

Enable

Settings → Booking → Fast Track → check Enable Fast Track

Configure what is required from the client:

• ☑ Document upload (ID + driving license)
• ☑ Electronic contract signature
• ☑ Online payment (deposit or full)

You can also add a custom message shown to the client at the top of the Fast Track page (e.g. "Please upload a clear photo of your ID in good lighting").

Per-vehicle override: Fleet → vehicle → Fast Track toggle (null = inherit agency setting, true/false = force enable/disable for this vehicle only).

Send the Fast Track link

On a confirmed or active reservation → ⚡ Send Fast Track button:

• An email is sent to the client with a unique link
• The link is valid until 1 hour after the pick-up time (or 48 hours if no pick-up time is set)

What the client does

URL: rentclic.com/fast-track/[token]

1. Upload documents — ID front, ID back, driving license (photos or scans)
2. Automatic OCR — the app reads the document and pre-fills name, date of birth, document number, expiry, nationality
3. Manual correction — the client can correct any field
4. Read & sign the contract electronically (canvas signature)
5. Pay online if required (deposit authorization or full payment via Stripe)
6. Confirmation screen with pick-up time

All uploaded documents and extracted data appear automatically on the customer record and the reservation.

Agent review panel

Once a client submits their Fast Track documents, a review panel appears directly on the reservation detail page for agents and managers:

• Document thumbnails — ID front, ID back, driving license (click to enlarge)
• Extracted OCR data — name, date of birth, document number, expiry, nationality (pre-filled from OCR)
• Two actions:
  • ✅ Validate — marks the documents as verified; the reservation proceeds normally
  • ❌ Reject — marks the documents as rejected and resets the reservation status back to confirmed (the "fast track complete" badge is removed); you can then re-send the Fast Track link for the client to re-upload

Agents can validate or reject even if they are on a secondary agency (multi-agency setup). The review panel is always scoped to the reservation's active tenant.

OCR — Document scanning in Fast Track

Fast Track includes automatic document reading (OCR) in two modes:

Free mode (default — no configuration required)

OCR runs in the browser via Tesseract.js. Works on any device, no API key needed. Accuracy is good for standard documents (passport MRZ, EU licenses). May struggle with low-quality photos or unusual scripts.

Supported documents: passport (MRZ standard), driving license, national ID card.

Server-side OCR (optional — Available from the Pro plan)

For better accuracy on international documents (Arabic, Chinese, Cyrillic scripts, non-EU formats):

Once configured, server-side OCR is used automatically as a fallback when browser OCR confidence is low.

If your plan includes Server-side OCR (hasServerOcr), the platform's API key is used as an additional fallback — no configuration needed on your end.

Org defaults: For multi-agency organizations, configure OCR once in Settings → Org Defaults → OCR — all agencies inherit it automatically. Each agency can override with their own key.

10. Customer Portal

Available from the Pro plan

Lets your clients view their reservations without creating an account.

Enable

Settings → Booking → Customer Portal → Enable

Public URL of your portal:

rentclic.com/portal/[your-subdomain]

What the client can do

1. Enter their email → receive a secure link (valid 30 min)
2. View all past and upcoming reservations
3. Download PDF contracts
4. Request a rental extension
5. Request a cancellation

Extension/cancellation requests are notified to you by email. You process them manually from the dashboard.

11. Public Showroom

Your public storefront — clients can browse your fleet and submit a booking request directly online.

Enable

Settings → Booking → Enable Public Booking

Your showroom URL:

rentclic.com/en/agencies/[your-subdomain]

Share this URL on social media, your email signature, Google My Business.

Content displayed

• Your name, description, contact details, logo
• Filterable catalog by category
• Detailed page for each vehicle
• Request form / integrated payment

Booking mode

• Instant — the reservation is automatically confirmed on submission
• Request — you receive a request to validate manually

12. Embeddable Widget

Available from the Pro plan

Embed your catalog directly on your own website — 2 lines of code.

Enable

Settings → Booking → Widget → Enable

Integration

<iframe
  src="https://rentclic.com/widget/[your-subdomain]"
  width="100%"
  height="600"
  frameborder="0"
  allow="payment">
</iframe>

Customization options

?color=e53e3e          → primary color (hex without #)
?vehicles=id1,id2      → show only specific vehicles
?locale=fr             → force a language

Settings & Configuration — Agency branding, workflow rules, team management, and role-based access control.

13. Agency Settings

Route: /dashboard/settings

Two-mode settings: Agency vs Organization

The Settings page adapts based on your active context (agency switcher in the sidebar):

• Viewing a specific agency → shows agency-level settings (booking, payment, contracts, etc.)
• Viewing "All agencies" → shows organization-level settings (billing, API keys, webhooks, org defaults, org profile)

If you only have one agency, all settings appear together.

Settings that affect only one agency (booking mode, contract template, payment gateway) are always managed per-agency. Settings that make sense centrally (billing, webhooks, API keys, org defaults) are managed at the organization level.

Agency-level settings

Organization-level settings (multi-agency: visible in "All agencies" mode only)

Customization — Workflow tab

Settings → Brand & Customization → Workflow contains the core operational settings for your agency:

Quick links in this tab:

• Booking & channels → Fast Track, widget, customer portal, iCal, dynamic pricing
• Deposit & payment mode → Card authorization, full payment, or no online payment

For the full permission matrix (discount limits, role restrictions, vehicle assignment), go to Settings → Roles & Permissions (see section 13).

Agency information

Settings → Agency Information:

• Agency name
• Phone, email, address, city, country
• Website
• Description (shown on your public showroom)

Localization

Settings → Localization:

• Language — dashboard interface language (12 languages available)
• Currency — EUR, USD, MAD, TND, AED... (18 currencies)
• Timezone — UTC, Europe/London, Africa/Casablanca...
• Date format — DD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD, DD-MM-YYYY
• RTL — enable for Arabic, Hebrew, etc.

Booking & Showroom

Settings → Booking:

• Public Booking — enable/disable your showroom
• Booking mode — instant or request
• Fast Track — enable + configure steps
• Customer Portal — enable your client portal
• Widget — enable the embeddable iframe
• iCal — generate the calendar sync URL
• Dynamic pricing — automatically increase prices when fleet occupancy exceeds X%

Tax & Billing Config

• VAT rate (%)
• Cancellation policy (text shown to client)
• Contract number prefix (e.g. RF- → RF-0001, RF-0002...)

Automations

Contract template

WYSIWYG editor — insert dynamic variables between double curly braces:

{{client_name}}       {{client_email}}      {{client_phone}}
{{vehicle}}           {{plate_number}}      {{pickup_date}}
{{return_date}}       {{nb_days}}           {{daily_rate}}
{{total_amount}}      {{deposit_amount}}    {{signature}}
{{contract_number}}   {{agency_name}}       {{agency_address}}

iCal — Calendar sync

Settings → Booking → Generate iCal URL → copy the URL → add it to Google Calendar, Apple Calendar, or Outlook.

Each reservation appears as an event with the client name, vehicle, and amount.

Regenerate the URL immediately revokes the old one.

SMS Notifications

Settings → SMS Notifications:

1. Choose your SMS provider:

2. Enter the provider credentials
3. Enable the Enable SMS toggle (only available when credentials are set)

Events that trigger an SMS to the client:

• Reservation confirmed
• Reminder 24h before pick-up (if Automations enabled)
• Reservation cancellation
• Fast Track link sent

SMS credentials are per-agency — each tenant configures their own independently.

Payment Gateway

Settings → Payment Gateway:

Notifications

Settings → Notifications:

Toggles per event for email/push alerts sent to owners and managers:

OCR — Document scanning

Settings → OCR:

By default, document scanning (Fast Track, client onboarding) works free of charge via Tesseract.js browser-side — no configuration required.

For better accuracy on international documents (all countries, all alphabets):

Supported documents: passport (MRZ standard, all countries), driving license, national ID card. If your plan includes Server-side OCR, the platform key is used as automatic fallback.

14. Organization Settings & Org Defaults

These settings are accessible only when viewing "All agencies" from the agency switcher (top of the sidebar). They apply at the organization level, not per-agency.

14.1 Organization Profile

Route: /dashboard/organization/profile

Edit your company's legal and administrative information:

KYC Status

The KYC (Know Your Customer) verification status is shown as a read-only badge:

• 🟢 Verified — your organization has been verified by RentClic
• 🟡 Pending — verification is in progress; contact support if needed

KYC verification may be required for certain payment features or higher transaction volumes.

14.2 Org Defaults — Shared configuration for all agencies

Route: /dashboard/settings/org-defaults

If your organization has multiple agencies, configuring the same payment gateway, SMS provider, or OCR credentials for each agency individually is tedious. Org Defaults lets you configure these settings once at the organization level, and each agency can either inherit the default or override it with their own configuration.

How inheritance works

1. You set a default at the org level (e.g. Stripe keys)
2. Each agency's settings page shows an amber "Apply org default" banner if no agency-specific config exists
3. The agency manager can click the banner to apply the org default, or ignore it and configure their own
4. Agency-specific config always takes precedence over the org default

Available org-level defaults

Example: You have 25 agencies all using the same Stripe account. Configure Stripe once in Org Defaults — every new agency automatically has the credentials available without manual setup.

Sections locked by plan

• Payment Gateway defaults require the Starter plan or higher
• Available from the Pro plan
• Locked sections show a 🔒 icon and an upgrade prompt when expanded

15. Team & Roles

Route: /dashboard/settings/team

Invite a member

Team → Invite → enter email + select role:

• Manager — full access except billing and team deletion
• Agent — reservations, fleet, customers — not settings
• Viewer — read-only access

The invitee receives an email with an activation link.

Plan limits

Team size, storage and support response time depend on the plan — see the plan comparison.

Change role

Team → [Member] → Change role → select the new role.

Disable / Re-enable

Team → [Member] → Disable — the member can no longer log in but their data is preserved.

Delete permanently

Team → [Member] → Delete permanently — deletes the account (irreversible, owner only).

You cannot delete your own owner account.

16. Roles & Permissions — Advanced Matrix

Route: /dashboard/settings/permissions

Owner only. This is one of RentClic's most powerful differentiators: full granularity on what each role can do, with a default configuration that works out of the box.

The page has three tabs:

Tab 1 — Discount & Approval

Configure discount limits per role and an optional manager approval workflow.

For each role (Agent / Manager):

Example configuration:

• Agent: max 10%, approval above 5% → agent can freely apply up to 5%, discounts between 5–10% need manager approval, anything above 10% is blocked.
• Manager: max 100%, no approval → managers apply any discount freely.

How approval works:

1. Agent applies a 7% discount (above the 5% threshold)
2. Reservation is created with the discount marked as pending
3. Manager / owner sees an amber banner on the reservation: "Discount pending approval"
4. They can Approve (discount stays) or Reject (discount removed, total recalculated)
5. An optional note can be added when approving/rejecting

Discount history is always visible in the Pricing section of every reservation, regardless of approval.

Tab 2 — Permission Matrix

A complete two-column matrix (Agent | Manager). Owner always has full access and cannot be restricted.

Reservations

Customers

Fleet

Reports & Data

Settings (manager can be granted access)

AI Features (shown only if your plan includes AI)

Any toggle can be changed. Changes take effect immediately after saving.

Tab 3 — Vehicle Assignment

Restrict which vehicles each agent can see and act on:

• Table of vehicles (rows) × agents (columns)
• Check a box to assign a vehicle to an agent
• When at least one assignment exists for an agent, they only see their assigned vehicles
• Managers and owners always see the entire fleet

17. Dashboard Visibility — Who Sees What

As owner you control exactly which dashboards and reports each role can access. Go to Settings → Roles & Permissions → Reports & Data tab.

Default visibility by role

* = requires org membership or specific plan.

HQ / Headquarters staff

For team members at your headquarters who need read access to consolidated reports (without being operational agents):

1. Create the user with the manager or viewer role
2. Assign them to an OrgUnit (Organization → Org Tree → add member) — this grants visibility into that unit's subtree data
3. Enable "View Org Reports" in Settings → Permissions for their role

They will then see the Org Overview and Objectives for their unit, without access to operational reservation management.

Restricting analytics for agents

By default agents cannot access Analytics. If you want to grant it:

Settings → Permissions → Reports & Data → "View advanced analytics" → toggle Agent ON.

Enterprise & Billing — Multi-agency hierarchy, commissions, RentClic subscription, webhooks, and API access.

18. Multi-agency & Enterprise Hierarchy

If you manage multiple agencies or want to give access to an external collaborator:

Invite an external user

Settings → Multi-agency access → enter the user's email + role → Invite.

The user gets access to your agency in addition to their home agency. They can switch between their agencies from the avatar menu (top right of the dashboard).

Switching agencies (user side)

1. Click the avatar top right
2. "Switch agency" dropdown with the list of accessible agencies
3. Click → session reloaded on the new agency (no re-login required)

Use cases

• Multi-agency group: a manager supervises several branches
• Franchise: the franchisor can access franchisee agencies
• External consultant: temporary access without creating a separate account

19. Organization Overview & Objectives

URL: /dashboard/organization/overview · Available from the Enterprise plan

The Org Overview consolidates KPIs across all agencies in your organization. Only org owners and OrgUnit members can access it.

What you see

• Top KPIs: Monthly revenue, contracts, vehicles rented, number of agencies
• By Unit breakdown: If you have a hierarchy, agencies are grouped by their parent unit (Region, Group, etc.)
• Agency performance table: Revenue, contracts, fleet occupancy, agent count per agency
• Top agencies podium: Quick ranking by revenue this month

Objectives

URL: /dashboard/organization/objectives · Available from the Starter plan

Set revenue or contract objectives per unit or per individual:

• Type: Revenue, Contracts, New customers, Upsell rate
• Period: Monthly, quarterly, or yearly
• Target: Numerical target with progress tracking

Objectives are visible to the unit's managers and above.

20. Commissions

URL: /dashboard/organization/commissions · Available from the Pro plan

Create commission rules (owner only)

Click Add Rule and configure:

• Type: Percentage of revenue (with tranches) or flat amount per contract
• Applies to: Agents or Managers
• Start date: Month from which the rule applies
• Tranches (% type): e.g. 2% on 0–€5,000 / 3% above €5,000

Agent view

Each agent/manager sees:

• Their revenue and contracts for the period
• Their estimated commission based on active rules
• Their personal "My Estimate" card

Manager view

Managers and owners see the full team leaderboard with:

• Revenue per agent
• Estimated commission per agent
• Total commission budget estimate

21. RentClic Billing

Route: /dashboard/settings/billing

Accessible by the owner only.

View your current plan

Billing shows:

• Active plan
• Renewal date
• Next billing amount

Change plan

Billing → Upgrade or Downgrade → select the new plan → Stripe confirmation.

Billing is pro-rated: if you switch mid-month, you pay the difference.

Download invoices

Billing → Invoices → list of all invoices downloadable as PDF.

Cancel subscription

Billing → Cancel subscription — access is maintained until the end of the paid period.

22. Webhooks & Integrations

Available from the Enterprise plan

Receive real-time notifications on your own server for every event.

Configure a webhook

Settings → Webhooks → Add Webhook:

• URL — your HTTPS endpoint
• Events — select the events to receive
• Secret — auto-generated, shown once — copy it immediately

Available events

Payload format

POST https://your-server.com/webhook
X-RentClic-Signature: sha256=abc123...
X-RentClic-Event: reservation.created

{
  "event": "reservation.created",
  "tenantId": "clt...",
  "timestamp": "2026-03-28T10:00:00Z",
  "data": { ... }
}

Verify the signature (Node.js)

const crypto = require('crypto')
const expected = 'sha256=' + crypto
  .createHmac('sha256', WEBHOOK_SECRET)
  .update(rawBody)
  .digest('hex')
const valid = crypto.timingSafeEqual(
  Buffer.from(req.headers['x-rentflow-signature']),
  Buffer.from(expected)
)

Delivery logs

Settings → Webhooks → [Webhook] → Delivery Log: last 50 attempts with HTTP status, sent payload, any error.

23. API Keys

Available from the Enterprise plan

Connect your external tools (ERP, website, scripts) to RentClic without using the dashboard.

Create a key

Settings → API Keys → Create Key:

• Name — identifier for you (e.g. "ERP Sync")
• Scopes — permissions granted
• Expiry — optional

The raw key (rf_live_xxxxxxxxxx) is shown once only. Copy it immediately.

Usage

GET /api/reservations
Authorization: Bearer rf_live_xxxxxxxxxx

Available scopes

Documents & Finance — Invoices, quotes, contracts, MFA security, support, and storage management.

24. Invoices, Quotes & Contracts

Plan requirement: Invoices & Quotes require a plan with invoicing enabled. Contracts are available on all plans.

Overview

RentClic generates invoices automatically from every reservation, and lets you create invoices and quotes manually for any billing need.

Where to find them

• Dashboard → Invoices — all invoices and quotes
• Dashboard → Contracts — all rental contracts
• Reservation detail — the linked invoice appears at the bottom of any reservation page so you can act without leaving it

The invoices list

The list shows invoices and quotes together. Use the filters to narrow down:

The KPI bar always reflects your active filters:

• Invoices — count of invoices matching filters
• Quotes — count of quotes matching filters
• Total collected — sum of all payments received (paidAmount)
• Outstanding — total remaining balance due

Results are paginated — 25 per page, with Previous / Next navigation.

Creating an invoice or quote

Automatically (from a reservation)

Every reservation automatically creates a draft invoice — no manual action needed. It inherits:

• Rental line item (daily rate × days)
• Extras, one-way fee, discount (if any)
• Tax rate and currency from your agency settings

The draft appears immediately in Invoices and on the reservation detail page.

Manually

Click New Invoice or New Quote at the top of the Invoices page.

When to create manually: service charges outside a rental, damage invoices, late return fees, or standalone quotes for prospects without a reservation yet.

Invoice lifecycle

draft → sent → paid
                ↳ partial   (if partly paid)
                ↳ void      (manually cancelled)

Actions on an invoice

Open any invoice from the list to access the detail page:

Recording a payment

Two ways:

From the invoice detail: Dashboard → Invoices → click an invoice → Record payment panel (right sidebar)

From the reservation page: Dashboard → Reservations → open a reservation → invoice panel at the bottom → inline payment form

Fields:

• Amount (pre-filled with remaining balance)
• Method: Cash / Bank transfer / Card / Cheque / Stripe / Other
• Date (defaults to today)
• Reference (optional: cheque number, wire reference…)

The status updates automatically:

• Fully paid → paid
• Partially paid → partial

Quotes

A quote is an estimate sent to a client before a rental is confirmed.

Workflow:

1. Invoices → New Quote → fill the form → Save as draft
2. Download the PDF and send it to your client
3. Client accepts → open the quote → Convert to invoice
4. A new invoice is created with the same line items; the quote is marked as converted (void)

Once converted, the quote is voided and cannot be edited. The invoice keeps all the same line items.

Invoice templates

Settings → Documents → Invoice Templates

Templates control how your PDFs look. Each template is:

• Scoped to a type (invoice or quote) and a language
• Written in HTML with {{variables}} (invoice number, client name, vehicle, dates, line items table, totals, agency info…)
• Previewed live in the editor with sample data
• Marked as default → automatically applied to new documents of that type and language

Contracts

Dashboard → Contracts — list of all rental agreements.

Filters:

Each row shows:

• Contract number (auto-assigned at reservation creation)
• Client and vehicle
• Period (pickup → return) and number of days
• Reservation status badge
• Signature status: ✓ signed / ✗ not signed
• Actions: view reservation · download PDF contract

Digital signature: captured at check-in via Fast Track link or on the dashboard during the active phase.

Contract templates: Settings → Documents → Contract Templates. Write HTML templates with {{variables}}, set a default per type (short-term / long-term / company).

24a. Two-Factor Authentication (MFA)

Route: Dashboard → Settings → Security (or Profile → Security tab)

RentClic supports TOTP-based two-factor authentication compatible with Google Authenticator, Authy, 1Password, and any TOTP app.

Enable 2FA

1. Go to Settings → Security
2. Click Set up two-factor authentication
3. Scan the QR code with your authenticator app
4. Enter the 6-digit code to confirm setup
5. 2FA is now active on your account

Login with 2FA

Once enabled:

1. Enter email + password as usual
2. You are redirected to a verification page
3. Enter the 6-digit code from your authenticator app
4. Code refreshes every 30 seconds

Disable 2FA

Go to Settings → Security → Disable two-factor authentication. You will need to enter your current TOTP code to confirm.

Lost access to your authenticator?

Contact support — they can reset your 2FA from the admin panel.

25. Support

Route: Dashboard → Help & Support

Create a ticket

1. Click New ticket
2. Fill in: subject, category, priority, description
3. Send → ticket created and visible in the list

Categories

Priority levels

Tracking

• Support team messages appear on the left (blue)
• Your messages appear on the right (blue)
• Replying to a resolved ticket reopens it automatically
• A closed ticket can no longer receive replies

Team size, storage and support response time depend on the plan — see the plan comparison.

26. Storage

Each plan includes a storage quota for vehicle photos, client documents, and attachments.

Team size, storage and support response time depend on the plan — see the plan comparison.

View usage

Dashboard → Settings → Billing → Storage section (progress bar).

• Green bar → normal usage
• Amber bar → >80% used
• Red bar → >100%: uploads are blocked until space is freed

Free up space

• Delete unused photos from vehicle records
• Delete expired documents from customer records
• Contact support to increase your quota (plan upgrade)

Advanced Modules — Optional features available depending on your plan. Each section below indicates its plan requirement.

27. Security Deposits

Security deposits protect you against damage, fuel shortfall, or theft. RentClic supports two deposit models depending on your plan.

Basic deposit (all plans)

Each vehicle has a deposit amount configured in Fleet → vehicle → Pricing → Security deposit.

How it works:

• When you create a reservation, the deposit amount is pre-filled from the vehicle's setting
• The agent can adjust it manually before confirming
• The deposit is displayed in the online booking price card (client sees it before submitting)
• At check-out, you reconcile the deposit: retain all, release all, or a partial amount

Deposit statuses on a reservation:

Reconciliation (check-out screen → Deposit panel):

1. Enter amount retained (for damage, fuel, etc.)
2. Enter amount released (returned to client)
3. Add optional notes
4. Save — status updates automatically

Quick buttons: Retain all (keep the full deposit) / Release all (return everything).

Advanced deposit — per-component breakdown (Available from the Pro plan)

With the Advanced Deposit feature, the total deposit is broken into three independent components:

Configuration (owner only):

1. Settings → Deposit management → Advanced deposit section
2. Set default amounts for each component (in your currency)
3. Enable Component breakdown toggle
4. Optional: enable Auto-compute from components → the total deposit on new reservations is automatically calculated as the sum of the three components

At check-out (advanced mode):

• Each component is reconciled independently
• Agents can retain or release each component separately
• Protection extras (damage waiver, fuel waiver) that the client purchased automatically mark the relevant component as waived
• The total retained/released is the sum of the three components

Online booking:

• When advanced componentized mode is active, the booking form shows the total deposit + a breakdown (Damage / Fuel / Theft) in the price card
• The computed deposit is stored on the booking request and transferred to the reservation when confirmed

Deposit and the online booking

The deposit shown to clients in the online booking form is:

• Basic mode: vehicle.deposit (the amount set on the vehicle)
• Advanced componentized mode: sum of defaultDamageDeposit + defaultFuelDeposit + defaultTheftDeposit from your deposit settings

The deposit is displayed in the price summary before the client submits their request, ensuring full transparency.

Stripe card authorization

When your payment mode includes deposit or both:

• The client's card is authorized (not charged) for the deposit amount
• The authorization is visible in the Fast Track flow and/or at reservation confirmation
• You can capture (charge) or release the authorization from the reservation page

28. Transfer Service

Available from the Pro plan

The Transfer Service module lets you manage point-to-point transportation (airport pickups, hotel transfers, shuttle services) separately from vehicle rentals.

Route: /dashboard/transfers

What is a transfer?

A transfer is a driven journey with a pick-up address, a drop-off address, a scheduled time, and a driver. It is independent from the rental fleet — the client is transported, not given a vehicle.

Transfer types:

Create a transfer

Transfers → New Transfer:

1. Type — select from the list above
2. Pick-up address — free text (or select from saved addresses)
3. Drop-off address
4. Scheduled date & time
5. Passenger count
6. Flight / train number (optional — for airport/station transfers)
7. Meeting point (optional — terminal, hall, gate)
8. Customer — search existing customer or enter name + phone directly
9. Driver — select from your active drivers (optional at creation)
10. Vehicle — assign a vehicle from your fleet (optional)
11. Pricing — choose pricing model:
    • Flat rate: enter a fixed total price
    • Per km: enter distance (km) + rate per km → total computed automatically

Transfer status workflow

pending → confirmed → on_way → arrived → completed
                                    ↘ cancelled (any time)

Automatic invoice on confirmation

When a transfer is moved to confirmed and has a price set:

• A draft invoice is automatically created
• Line item: "Transfer — [Pickup] → [Dropoff] ([Date])"
• Tax applied according to your agency settings
• Invoice is visible on the transfer detail and in Dashboard → Invoices
• You can also generate it manually via the "Generate invoice" button

PDF driver sheet

From the transfer detail page → Driver Sheet → generates a printable PDF for the driver with:

• Route details (pickup → dropoff)
• Scheduled time
• Customer name and phone
• Vehicle details
• Flight number / meeting point (if applicable)
• Notes

Transfer list & filters

The transfer list supports filtering by:

• Status (pending / confirmed / on way / arrived / completed / cancelled)
• Date range (scheduled date)
• Search (pickup/dropoff address, customer name, flight number)

29. Driver Management

Available from the Pro plan

Drivers are operational staff managed independently from your RentClic user accounts. A driver does not need a login — they are a reference entity assigned to transfers and reservations.

Route: /dashboard/transfers/drivers

Add a driver

Drivers → Add driver (form on the left panel):

License expiry tracking

The driver list shows a license status badge for each driver:

Drivers with expired or soon-to-expire licenses are highlighted at the bottom of the list.

Driver detail page

/dashboard/transfers/drivers/[id]

• Contact card — name, phone, email
• License details — number, expiry, status
• Notes
• Edit — update any field
• Active / Inactive toggle — deactivate a driver without deleting them (they disappear from the assignment dropdown on new transfers)
• Trip history — last 20 transfers + last 20 reservations assigned to this driver
• Delete — only available if the driver has no transfers or reservations assigned

Assign a driver

To a transfer: New Transfer form → Driver dropdown → select active driver

To a reservation (driver extra): When a customer books a "driver" or "chauffeur" extra, the reservation can be assigned to a specific driver from the reservation detail page.

The driver detail page consolidates all assignments: you see both transfers and rentals in one view, with dates and customer names.

Active / Inactive status

• Active drivers appear in the assignment dropdown when creating transfers
• Inactive drivers are hidden from dropdowns but their history is preserved
• Use inactive when a driver is on leave or has left your team

You cannot delete a driver who is assigned to existing transfers or reservations. Deactivate them instead.

30. Expenses

Route: /dashboard/expenses

The Expenses module lets you track all costs associated with your agency operations — vehicle repairs, fuel, fines, cleaning, and more — with optional approval workflows and automatic invoice line-item injection.

Expense fields

Categories

Charge types

When Charged to customer is selected, you must link a reservation. If your agency has Auto-invoice line enabled (Settings → Expenses), the approved expense is automatically added as a line item on the reservation's invoice.

Approval workflow

Configurable in Settings → Expenses:

Status flow:

created → pending (if amount ≥ threshold and creator cannot approve)
       → approved (if creator can approve, or after explicit approval)
       → rejected (if approver rejects)

• Owners and managers (depending on your setting) see a Pending expenses section at the top of the expenses list with Approve / Reject buttons
• On rejection, you can enter a reason — visible to the creator
• Approved expenses that are customer-charged (and auto-invoice is on) are immediately pushed to the linked invoice

Edit an expense

From the expense detail page → Edit (pencil icon). All fields are editable. If you change the amount to cross the approval threshold, the status re-evaluates automatically.

Delete an expense

From the expense detail page → Delete. If the expense was linked to an invoice, the invoice line item is removed automatically and totals are recalculated.

31. Maintenance

Route: /dashboard/maintenance

The Maintenance module lets you log all servicing and repairs performed on your vehicles, track next-due dates, and monitor costs over time.

Maintenance record fields

Maintenance types

Mileage update

If you enter a Mileage at service value, the vehicle's mileage in the fleet is updated automatically when you save the record. This keeps your fleet mileage data current without a separate manual step.

Next-due alerts

The vehicle card in Fleet shows a service due indicator when:

• The next due date is within the next 30 days (or already past)
• The next due mileage is within 1,000 km of the vehicle's current mileage (or already past)

Maintenance list & filters

The maintenance list can be filtered by:

• Vehicle — show records for a single vehicle
• Type — filter by maintenance category
• Date range — show records within a period
• Search — title or provider name

Edit a maintenance record

From the maintenance detail page → Edit (pencil icon). All fields are editable. Updating the mileage field on edit also updates the vehicle's mileage.

Cost tracking

Each maintenance record stores its cost. The vehicle detail page aggregates total maintenance spend over its lifetime. The Reports section includes a Maintenance costs breakdown by vehicle and period (Available from the Pro plan).

32. Activity Log & History

Route: /dashboard/settings/activity

RentClic keeps an immutable audit trail of every significant action performed in your agency. This is your complete operations log.

Per-entity history

Most records have a History button (clock icon) on their detail page:

• Reservations — every status change, payment, deposit move, document upload, contract signature
• Customers — profile edits, blacklist/unblacklist, document changes
• Expenses — create, update, approve, reject, delete
• Maintenance — create, update, delete
• Transfers — create, update, status changes, delete
• Vehicles — edits, mileage updates
• Invoices — create, line-item changes, payment recorded

Clicking History opens a side drawer showing the timeline for that specific record, most recent first. Each entry shows:

• Who acted (name + role)
• When (date and time)
• What action was performed (human-readable label)
• Details — expandable JSON payload with the changed values (e.g. old/new status, amount, category, reason)

Global activity log

Settings → Activity log shows all actions across your entire agency in a single filterable feed.

Filters:

The Transfers category filter is only shown if your plan includes the Transfer Service feature.

Action types (examples)

Data retention

Audit entries are stored indefinitely (no automatic expiry). Very large agencies may contact support for archiving options.

Who can see the activity log?

Per-entity history drawers (the History button on individual records) follow the same page-level permissions: if a role can view a reservation, they can also view its history.

33. Sub-Rental

Available from the Pro plan

Sub-rental lets you manage vehicles you rent from external suppliers and operate them as part of your own fleet. The feature covers:

1. Supplier management — external companies that lease vehicles to you
2. Sub-rental agreements — individual vehicle contracts with daily rates and billing periods
3. Reservation integration — a discreet supplier cost & margin panel on each rental
4. Intra-org allocations — share vehicles between branches under the same owner

Route: /dashboard/sub-rental

33.1 Fleet Suppliers

Route: /dashboard/sub-rental/suppliers

A Fleet Supplier is any external company or individual that provides vehicles to you under a rental or leasing contract.

Create a supplier

Suppliers → New supplier (left panel form):

Only owners and managers can create or edit suppliers.

Supplier detail page

/dashboard/sub-rental/suppliers/[id]

Shows contact information plus all active and past agreements for that supplier. Use the Edit button to update any field.

33.2 Partner Loans

Route: /dashboard/sub-rental → Loans tab

A partner loan is the reverse of borrowing: your agency lends one of its own fleet vehicles to an external partner (another agency, dealer, or company). The partner pays a daily rate — this is revenue for your agency.

This is distinct from sub-rental borrowing (where you rent a vehicle from a supplier) and from intra-org allocations (between branches of the same owner).

Create a partner loan

Sub-Rental → Loans tab → New loan:

The live summary panel shows: daily rate × days + extras − discount = total revenue.

The vehicle is automatically blocked in the availability checker for the entire loan period — it cannot be double-booked for a customer reservation.

Loan status workflow

draft → active → completed
              ↘ cancelled

Loan detail page

/dashboard/sub-rental/[id]

KPI cards:

Actions available:

• Mark active / Mark completed / Cancel — transition loan status
• Download loan contract — printable agreement in the session locale (13 languages supported)
• Download partner invoice — invoice for the partner (agency bills partner)
• Edit — modify dates, rate, extras, deposit, discount, notes

Partner payment panel — record payment received from partner:

• Invoice reference
• Amount received
• Payment confirmation

Deposit reconciliation — at loan end, split the deposit between retained (damages) and released amounts with optional notes. Status updates automatically: pending → retained / released / partial.

Revenue & profitability impact

Partner loan revenue is included in the Profitability dashboard alongside reservation revenue. A blue "+X loan" badge appears in the vehicle's revenue column. Loan revenue is counted only for active/completed loans overlapping the selected period.

33.3 Borrowings (Sub-Rental from Supplier)

A borrowing is when your agency rents a vehicle from an external supplier and operates it as part of its own fleet. You pay the supplier a daily rate — this is a cost for your agency (the opposite of a partner loan).

Create an agreement

Sub-Rental main page → Borrowings tab → New borrowing:

When an agreement is created, the vehicle's source is automatically set to sub_rental so it appears correctly badged in your fleet.

Agreement status workflow

draft → active → completed
                ↘ cancelled

Activating, completing, or cancelling an agreement is logged in the activity trail.

Agreement detail page

/dashboard/sub-rental/[id]

KPI cards:

Linked reservations table — all reservations made with this vehicle during the agreement period, showing: customer, dates, rental revenue, supplier cost share, and margin per booking.

Supplier invoice panel — record payment to the supplier:

• Supplier invoice reference
• Invoice URL / attachment link
• Payment amount
• Payment date

Payments are tracked for accounting and can be reconciled against the total supplier cost.

33.4 Reservation integration

When a customer rents a vehicle that is under a sub-rental agreement, the reservation detail page shows a discreet internal panel (visible to owner and manager only):

Sub-rental · [Supplier name]              agreement →
Supplier cost                             − XXX MAD
──────────────────────────────────────────────────
Margin                                    XXX MAD

This panel is intentionally minimal — it does not appear on the customer-facing contract or invoice. It is purely an internal profitability indicator.

The panel appears automatically when:

• The vehicle's source is sub_rental, and
• There is an active agreement covering the reservation dates

No configuration is needed.

33.5 Intra-org Vehicle Allocations

Requires a multi-agency organization (same owner, multiple branches)

Route: /dashboard/sub-rental/allocations

Vehicle allocations let a branch lend a vehicle from its own fleet to a sibling branch under the same owner — without creating a supplier or external agreement.

How it works

1. The lending branch (owner/manager) creates an allocation: vehicle + receiving branch + dates + optional daily rate
2. The receiving branch sees the allocation as pending
3. The owner of the lending branch approves it → status becomes active
4. The vehicle is now available to the receiving branch
5. When done, either party marks it as completed

Allocation statuses

Allocation form

If your agency is not part of a multi-agency organization, the allocations page shows an information message explaining the requirement.

33.6 Permissions

Agents can see the sub-rental list and agreement details but cannot create or modify anything.

33.7 Plan gate

Available from the Pro plan

Where sub-rental is not included in your plan, the menu item shows a lock icon and redirects to the plan upgrade page.

34. GPS Tracking

Available from the Pro plan

Most agencies already have trackers in their cars and a separate website to look at them in. This reads that website's data directly, so the fleet shows up on a live map inside RentClic — one login instead of two. We do not sell trackers and you do not need to buy anything from us.

34.1 Connecting your platform

Settings → GPS tracking. Pick the platform your trackers already report to, paste an access token from that platform's own settings, and save. Four are spoken:

Whatever hardware is fitted — Teltonika, Queclink or anything those platforms support — it works. Nothing here depends on a particular dongle.

34.2 Pairing happens by itself

Each tracker finds its own car: first by registration plate, then by VIN. AB-123-CD, ab 123 cd and AB123CD are treated as one plate, so a difference in punctuation does not break the match. Nothing is paired by hand.

Two trackers reporting the same plate is a problem at the platform, not here — the second is listed as unmatched rather than quietly preferred, so you can go and fix it.

34.3 What you see

Live map in the sidebar. A marker per car carrying its plate, coloured by state: moving, standing, standing a week, or silent. The counters above double as filters, the list searches, and clicking either side moves the other.

Select a car and you get its last report, how long it has been still, speed, odometer, tracker battery when it is low — and the rental it is on.

34.4 The part a tracking website cannot show you

Your tracker's own portal has never seen your contracts. This has. So the card also tells you:

• who has the car and when it is due back
• how late it is, if it is
• how far past the included mileage the renter already is, while they are still driving

34.5 Two things that change your numbers

The odometer feeds the vehicle's mileage. Profitability per car and the next service date stop depending on somebody remembering to type a reading. The figure only ever moves forward, so a tracker moved between cars cannot wind a counter backwards.

Idle time becomes visible. A car that has not moved in eight days says eight days. A tracker portal would say "last seen two minutes ago", because a parked car keeps reporting — which is exactly how a car sits on the forecourt for three weeks without anyone noticing.

34.6 How often it refreshes

Every hour, automatically. Read now on the settings screen does the same thing immediately. If a platform refuses the connection, the reason is shown there rather than failing silently.

34.7 Where it has been

Select a car and pick a window: the last 24 hours, three days or seven. The route is drawn on the map, hollow where the car set off and filled where it ended up, with the distance covered and the fastest fix above it.

The trail is read from your platform at the moment you ask for it, at whatever rate the device reports, which is seconds rather than hours. We keep no copy: an hourly snapshot of our own would draw a straight line between hour marks, so a car that drove forty kilometres out and back inside one hour would appear not to have moved.

35. Broker Distribution (Rentalcars, DiscoverCars, Expedia, Kayak)

Available from the Pro plan

Nobody searches for a rental agency by name. They search Rentalcars, DiscoverCars, Expedia and Kayak — none of which own a single car. They resell the fleets of agencies connected to them, and they only take on suppliers whose software can answer their requests. That requirement is why an agency without connected software is turned away before anyone discusses rates.

35.1 What you do, and what we do

You sign the commercial contract with each marketplace. They vet your locations, your tax registration and your service standards — it is your business they are listing.

RentClic is the connected system they require. They query it; you never paste anything into their site.

35.2 Switching it on

Settings → Broker distribution.

1. Turn on Offer my fleet to brokers.
2. Set a channel markup if you want one. A broker takes a commission on every booking, so this raises the rate for marketplaces only — your counter and your own website are untouched.
3. Choose which vehicles to offer, or leave it empty to offer every publicly bookable car.
4. Create a key under Settings → API keys with the ota:read and ota:book scopes, and give the broker that key and the three addresses shown on the screen.

35.3 Which cars can actually be listed

The same screen lists the cars that cannot, and why. A broker's search matches on the ACRISS class — the four-letter code that says size, body, transmission and fuel — and a car missing its transmission or fuel type has no code, so it would never be shown to anyone. The screen names the missing field per car rather than leaving you to wonder why the channel brings nothing.

35.4 What the broker gets

Availability and rates live, not a stock list sent overnight: a car sold at the counter a minute ago is already gone. Rates are yours — duration tier, then season, then the channel markup. Bookings land straight in your calendar with the broker's own reference kept, which is what you need when their commission statement arrives at the end of the month.

A repeated booking request with the same reference returns the existing booking instead of creating a second one, so a timeout on their side cannot double-book a car.