Swapping the vehicle on a booking
Move a booking onto a different vehicle before or during the rental, without losing the booking's history.
Updated
Plans change. A vehicle fails its service, a customer wants something larger, or something breaks down mid-rental.
Swapping moves the booking onto a different vehicle while keeping it as one record, so the customer's history stays in one place.
Swap vehicle is available on bookings that are Confirmed or Active — both before the customer collects and while they have the vehicle. See booking statuses for the full picture.
Making the swap
Open the booking and choose Swap vehicle. There are four fields:
- Swap effective at — when the change takes effect. On a mid-rental swap, this is the moment the customer physically changed vehicles.
- New vehicle — the replacement.
- Reason (optional) — a short line, such as "breakdown" or "customer upgrade".
- Notes (optional) — anything longer worth recording.
Confirm, and Rentrovia responds with Vehicle swapped.
Why the effective time matters
The swap time separates the two vehicles' share of the rental. Set it accurately and each vehicle is credited only for the period it was genuinely out.
Set it carelessly and your per-vehicle earnings and utilisation reports will quietly disagree with reality. That is hard to spot later, because the booking itself still looks correct.
For a swap made before the rental starts, the effective time is simply the start of the booking.
What stays the same
The booking keeps its number, its customer, its dates and its history.
You are not creating a second booking, and you should not. Two bookings for one rental will double-count it in your reports.
Choosing a replacement
Check the replacement is genuinely free for the remaining window before you swap. If it is already committed to a later booking, swapping onto it creates a clash you then have to untangle.
If the replacement is priced differently from the original, adjust the total. On an active rental, the simplest moment is when you end the rental, using the Adjusted total field.
Need more time rather than a different vehicle? Extend the booking instead.