Adding a vehicle
The four-step vehicle form: identity, specs and rate, photos, and records.
Updated
Vehicles are added through a four-step form. Name, plate number and a positive daily rate are required. A category is recommended, but you can save a vehicle as uncategorised and organise it later.
Step 1 — Identity
Enter the name, category and plate number.
The Name is what your staff will search for, so make it something a person would actually type. "Swift White 2019" beats "Vehicle 14".
Step 2 — Specs, ownership and rate
Add the details used by staff and customers:
- Manufacturer, Model, Make Year, Color
- Seats
- Fuel type — petrol, diesel, electric, hybrid or CNG
- Transmission — automatic or manual
- Daily Rate
- Ownership — owned or hired
The daily rate is the default suggested when someone books this vehicle. It is not a fixed price — the rate can still be changed on any individual booking.
These specs are also what customers filter by on your public website, so fill them in properly if you are running a site.
Hired vehicles belong to someone else and you earn commission rather than the full rental, so owned and hired vehicles are reported differently. Set ownership correctly or your revenue figures will overstate what you actually keep.
Step 3 — Photos
A cover photo and gallery photos, both shown on your public site.
This is the step people skip, and it is the one that costs money. A clear, current photo gives customers enough information to choose confidently.
Step 4 — Records and notes
Add the paperwork:
- Bluebook Number, Issued and Expires
- Chassis Number and Engine Number
- Insurance — Provider, Policy No and Expires
- Supporting documents — bluebook scans, insurance PDFs and similar
- Notes — internal only, never shown publicly
Enter both bluebook and insurance expiry dates accurately. Rentrovia uses them to identify documents expiring within 30 days when expiry alerts are enabled.
Choose Create vehicle and Rentrovia confirms with Vehicle created.