Car Rental Fleet and Booking Tracker: fleet, bookings, hand-over and return, deposits

The flows below were run on a local installation (PHP 8.3, SQLite) with sample data; 435 automated checks (rule unit tests, domain logic, an 8-process concurrent-booking test and real HTTP end-to-end tests) passed. On the live demo, which runs the same sample data, 56 checks passed (11 October 2026); the 1.1.0 extra-charge record and the deposit deduction limit were tried by hand on the live demo on 17 October 2026. The app went through an independent AI security review and its findings were fixed; no human expert review was done. On 28 October 2026 the 1.4.0 screens for extra services, coupons, VAT, contract, receipt and payments were opened on the live demo and their amounts checked.

• Vehicle card: plate (the same plate cannot be added twice), model year, mileage, fuel or energy type (petrol, diesel, LPG, hybrid, electric), daily rate; inspection, traffic insurance and service dates with colour indicators; a vehicle is taken out of service, never deleted
• Booking calendar: by vehicle and date range; a booking that overlaps another on the same vehicle is not saved (back-to-back bookings do not count as an overlap; when two requests arrive at once only one is saved); a vehicle × 14 days view
• Hand-over record: mileage, fuel or charge level, damage status and note; optional photos (up to 6; switched off in the live demo)
• Return record: the mileage cannot be lower than at hand-over; the distance driven and a return taken later than planned are shown; “return without a physical meeting” can be ticked
• A printable hand-over and return document (business name, authorisation certificate number, signature lines); the document is not an official form
• The document is marked as given or sent to the renter; if it is not, the “Bugün” screen shows a late warning
• Deposits: the upper-limit calculation (up to 3 days’ rent for rentals up to 6 days, up to 7 days’ rent for 7–29 days; an amount above the limit is not saved), collection, refund and deduction records (a deduction needs a reason and the renter’s consent), a refund due date and a late warning
• Charges tied to return findings (1.1.0): after the return record, an extra charge is saved with a reason, an amount and the renter’s consent, plus an optional evidence note; there is no automatic tariff. A deposit deduction cannot be lower than the total of the approved charges; there is no collection record for an amount above the deposit
• The “Bugün” summary: today’s hand-overs and returns, late returns, past-due bookings not yet handed over, documents not delivered, deposit refunds, inspection, insurance and service dates falling due, and the next 7 days
• A “Kurallar” (Rules) page: which rule of the regulation is calculated, which is shown for information only, which is not in the app, and the points that could not be verified
• Renter records (name, phone, optional document numbers); a Turkish interface that works on a phone; light and dark themes
• Out-of-service dates: maintenance or repair days are closed with a start and end date (or the same hours every day); no booking is saved on them, the calendar shows them grey, and there is an upcoming list with “Entered by mistake, delete”
• Setup guide and onboarding: it opens step by step on first sign-in, a progress bar shows on every page and every screen has a “What is this screen for?” box; the demo has “Start with an empty site” and “Restore sample data” buttons
• Add to phone and notifications: a sign-in-free setup page, send by WhatsApp, copy the link and an A4 setup card with a QR code; free push notification for new bookings and an optional e-mail (no SMS)
• Renter page (no sign-in): the renter picks the pick-up and return time, sees the vehicles free in that range (closed and out-of-service days and clashing bookings excluded) and an estimated amount, picks extra services and enters a coupon code to see the amount line by line (rent, extras, discount, VAT, total; payment is made at the business or at hand-over), and sends a request with a name and phone; a request holds no vehicle until the business approves it, and is approved or rejected under “Incoming requests” in the panel (clashes are checked again on approval); the renter’s own status page; on a confirmed future booking, “Add to calendar” (a Google Calendar link and an .ics, a reminder one hour before; no name, phone, plate or amount is added); online requests can be switched off in settings; an hourly limit per address
• Extra services and daily rates by length of rental (1.4.0): child seat, additional driver, HGS toll tag, navigation, damage packages, a young-driver package and winter tyres come as a ready sample list (the prices are examples); each is priced per day or per item, and a booking keeps its own copy of the name and price. Length bands on a vehicle’s page (e.g. 1–3, 4–7, 8+ days) apply a lower daily rate on longer rentals by themselves
• VAT and coupons: a VAT rate and “included in / added to the price” are set; a booking shows the items, subtotal, VAT and grand total (VAT breakdown). A percentage or fixed-amount coupon is defined with an optional last day and use limit; the discount comes off the vehicle rent only
• Rental contract and receipt: printed from the booking page. The contract text is a sample template edited in Settings (not a legal text); the receipt shows the items and a payment summary and is not an official invoice or e-invoice
• Payment record: a booking shows the total, the amount paid and the amount left; cash, card or bank transfer is saved as “I collected it” and a wrong entry can be deleted (no online payment is taken). A badge says Unpaid, Partly paid or Paid; the deposit and the charges after return are kept apart from this total

Installation requirements

• PHP 8.1 or newer and SQLite (pdo_sqlite); no paid third-party component. The product was tried locally with PHP 8.3.33 and on the live demo with PHP 8.3.31; only SQLite is supported.

Support and updates

• Support and update terms have not been set yet; support hours and response time have not been decided either.

Release notes

• Summarised from the version history; no version has been delivered to a client. A live sample-data demo exists.
• 1.2.0 (28 October 2026): a step-by-step setup guide with a progress bar, “What is this screen for?” boxes, an add-to-phone page and QR card, a free phone notification (no SMS), multi-day “out of service / closed dates” for a vehicle (no booking is saved in a closed range; a wrong entry can be deleted); the demo has “Start with an empty site” and “Restore sample data”.
• 1.0.0 (11 October 2026): first version; vehicle cards with inspection, insurance and service dates, bookings that block overlaps and a 14-day calendar, hand-over and return records with a printable document, a document-delivery mark and late warning, the deposit upper limit with collection, refund and deduction records, the “Bugün” (Today) summary and a regulation Rules page.
• 1.1.0 (17 October 2026): extra charges tied to return findings (reason, amount, renter’s consent, evidence note); a deposit deduction cannot be lower than the total of approved charges; existing records are kept on upgrade.
• 1.2.1 (28 October 2026): one-tap manager screen from the product page (demo only). 1.3.0 (28 October 2026): a sign-in-free renter page: the renter picks the pick-up and return time and sees the vehicles free in that range and an estimated amount, and sends a request; a request holds no vehicle until the business approves it, and is approved or rejected under “Incoming requests” in the panel (clashes and out-of-service days are checked again on approval); the renter’s own status page; on a confirmed future booking, “Add to calendar” (a Google Calendar link and an .ics, a timed event, a reminder one hour before; no name, phone, plate or amount is added); online requests can be switched off in settings; two new tables are added and existing data is kept.
• 1.4.0 (28 October 2026): extra services (a ready sample list, priced per day or per item, copied into the booking); a daily rate by length-of-rental band for each vehicle; a VAT rate and “included in / added to the price” with a VAT breakdown; a percentage or fixed-amount coupon (the discount comes off the vehicle rent only); a printable rental contract (an editable sample template) and a receipt (not an invoice); a cash, card or bank-transfer payment record with a paid / amount-left badge (no online payment); on the renter page, extra services, a coupon and an estimated-amount breakdown; new tables are added and existing data is kept. The live demo runs version 1.4.0.

Decisions not made yet

• Rights to use, modify, transfer and receive the source code: to be set in a written agreement; not decided yet.
• Support hours and response time have not been decided yet.
• Whose name the hosting and domain are opened in, and where the software is installed, have not been decided yet.