Rental companies
For rental companies: bookings, contracts and return reminders
Automate order intake, contract sending and customer communication for a car, equipment or other rental business.
From €450Up and running in 1–2 weeksIn your own accounts
Retail and hospitality
4 workflows
- Online booking system
- Contract automation
- Return reminders
- Payment tracking
Before and after
Where the manual work goes
On the left, how these tasks are often done today; on the right, what could take them over. Not everything is worth automating, so we start with what takes the most time.
- Manual work
Taking orders and sending confirmations by hand
DoneOnline booking system
Customers book online and get an automatic confirmation and contract by email.
- Manual work
Preparing and sending a contract for each customer separately
DoneContract automation
The rental contract is generated from the booking details and sent for signature automatically.
- Manual work
Tracking payments and writing reminders
DoneReturn reminders
Automatic reminders to the customer and the team as the rental period ends.
- Manual work
Return reminders before the due date are sent by hand
DonePayment tracking
Automatic reminders about upcoming or overdue payments.
In practice
Example: return reminders for rented equipment
A construction equipment rental company has dozens of tools out at any time. When a rental period ends, some customers forget to bring items back while the next customer is already waiting for the same equipment.
- 1
Each rental is recorded in Google Sheets, a rental system or a WooCommerce order: item, customer, return date and deposit.
- 2
Every day, Make checks which rentals end tomorrow and sends the customer a text or WhatsApp Business message with the item name, return location and opening hours.
- 3
The message includes a link to extend the rental. If the item isn’t reserved for someone else, the extension is confirmed and logged; if it is, the customer is told it needs to come back on time.
- 4
If the item isn’t back by the end of the day, a warehouse staff member is notified and calls the customer. The setup doesn’t calculate fees or deduct deposits.
- 5
The next morning, the following customer’s booking is flagged as at risk so the team can offer an alternative in time.
Result: Fewer forgotten returns and fewer customers showing up to find their equipment isn’t there. The warehouse no longer calls every customer, only the ones that actually need a call.
What’s included
What the solution includes
- 01
Process review
I look at how you work today and we pick the places where automation or AI would save the most time.
- 02
Automated workflows
I build the automation in the systems you already use, and add AI where text needs to be read or written.
- 03
Testing and fine-tuning
I test with real situations and adjust until it works the way we agreed.
- 04
Support after launch
For 30 days after launch I fix bugs for free; after that, support starts at €150/month.
- 05
Documentation
You get a description of how everything works and what to do if something needs to change.
- 06
Team training
I show your team how to use the automation and keep an eye on it.
Process
How the setup works
- 1
Your message and my reply
You tell me what keeps repeating. I reply by email with where it makes sense to start and, if needed, we set up a call. The price is agreed in writing before work starts.
- 2
Build and test
I build the automation in your accounts, test it with real situations and fine-tune the details.
- 3
Launch and support
I launch it and train your team. The first working solution takes 1–2 weeks.
Can the deposit be deducted automatically if equipment comes back damaged?
I advise against it. Damage assessments are the most commonly disputed part of rentals, so an employee decides after inspecting the item. Automation can help with documentation: photos at return and a report sent to the customer.
Does this work for car rentals with GPS tracking?
If the GPS system has an API, mileage or location can be used, for example to remind a customer that the car is still far from the return point. First, check that your rental agreement tells customers about tracking, because location data is personal data.
Can the same sheet show availability on our website?
For a simple equipment list, yes: Google Sheets can show what’s available. If you have many orders and bookings can arrive at the same moment, you need a booking system that prevents double bookings, and a spreadsheet isn’t built for that.
How much does it cost?
The first solution starts at €450. The exact price depends on how complex the process is and how many integrations it needs. Once it is clear what we are building, I give you a fixed price in writing before work starts, with no commitment.
Do we need to change our current systems?
No. The automation connects to the systems you already use: Gmail, Google Sheets, your CRM or others. Extra costs depend on the solution: you may need a platform subscription, AI model usage or other services. We discuss them before we start.
Next
Related solutions and tools
Service and guides
Let's discuss your situation
Tell me what keeps repeating in your company every day
We will work out where to start: maybe using your current tools differently is enough, maybe something is worth automating. If it is worth building, you get a plan and a fixed price.
- 1
You tell me what matters to you
A few sentences are enough: which task eats up your time or what you would like to change.
- 2
I read it and reply by email
Within 1 business day I write back with what I would suggest and what we still need to clarify.
- 3
A call, if it helps
If a call would help, we agree on a time. The scope and price of any paid work are agreed before we start.
Or directly: info@aigentas.lt