> case study
Fleet & rental management SaaS for a Perth car rental operator
A local rental business was running hire agreements, invoices, bonds, servicing and reporting across paper, spreadsheets and separate tools. We designed and built one platform to run all of it, then made it multi-tenant so other rental operators can use it too.
▣ Screens recreated with sample data under an invented brand, "FleetDesk demo". Not screenshots of the live product.
The problem
Every hire meant paperwork: a printed agreement, a handwritten handover check, an invoice built in a separate tool, and a bond tracked in a spreadsheet. GST had to be worked out by hand because some charges include GST, some add it and some are GST-free.
Servicing was arranged by phone and text, so it was hard to know which car was where, what it had earned and what it had cost.
What we built
A web platform the owner, staff, customers and workshops each use from their own screen, with their own permissions. Customers sign agreements on their phone, invoices handle GST line by line, payments go through Stripe, and the numbers are ready for the accountant.
It was built multi-tenant from the start, so each rental business that subscribes gets its own isolated workspace, branding and payment account.
> features
What the platform does
▣ All screens recreated with sample data
Fleet management
Every vehicle in one list with plate, odometer, current hirer, service and rego dates, plus a calendar of who has which car and when.
- Odometer links: customers send a reading from their phone
- Purchase and running costs tracked per vehicle
- CSV import to bring an existing fleet across
Online hire agreements with e-sign
Agreements go out as a link. The customer reads the terms and signs on their phone, and the signed agreement is kept as a PDF.
- Handover snapshot recorded on the agreement at pick-up
- No printing, scanning or chasing paper
Invoices with per-line GST
Each line can include GST, add GST or be GST-free. Totals are grouped by setting and rounded once per group, so invoices and the BAS always reconcile.
- Bonds handled separately: never income, never GST
- Stripe card payments with automatic paid status
- Stripe Connect, so each subscribing business is paid into its own account
Workshop portal with restricted data
Mechanics log in to their own portal to see and update the jobs sent to them. That is all they see.
- Each workshop sees only its own jobs
- No prices, customer details or condition notes are shown
Customer return forms
Customers get a simple mobile form to log their return. Submissions wait for staff to review them, so nothing is added to returns automatically.
Reports and accountant pack
A GST and BAS summary (including G3 GST-free sales), a gross profit report using each vehicle's purchase and running costs, and an accountant pack that bundles what a bookkeeper needs.
- Bonds excluded from sales figures
- The reporting suite keeps growing with each release
Security, payments and data import
Two-factor sign-in, per-workspace data isolation that is security tested, Stripe payment settings and CSV import.
- Accounting sync is optional and off by default
> mobile
An installable app, without the app store.
The platform is a progressive web app (PWA). Staff add it to their home screen and use it like a native app for checking the fleet, sending agreements and chasing invoices on the go.
Screen recreated with sample data.
> under the hood
Built to be run by a business, not just demoed.
Multi-tenant from day one
Each subscribing business gets its own workspace, branding, users and Stripe account, with data kept separate.
Role-based access
Owners, staff, customers and workshops each see only what they need. Mechanics never see money or customer data.
Tested tenant isolation
Security testing checks that one workspace cannot read or change another's data.
Australian tax rules built in
Per-line GST, GST-free lines, BAS fields and bonds kept out of income.
Safe releases
Full backups before every release, staged builds and automatic rollback if a check fails.
Owned and supported
Hosted, supported and improved in small, frequent releases based on how the team actually works.
> next
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