Corporate Car Rental

Background & Challenges

A well-established corporate car rental service provider was struggling to scale and streamline its operations due to outdated systems. Their existing setup involved a patchwork of legacy software, QuickBooks for accounting, Excel spreadsheets, and scattered communication via email. While they had a loyal client base, the lack of centralized control and automation created bottlenecks in day-to-day operations.

The biggest pain points included:

Heavy reliance on manual processes
No unified HR or operational tracking system
Poor visibility into car and driver performance
Disconnected workflows across booking, dispatch, and approvals
Limited reporting capabilities for analytical decision-making

These challenges made it difficult to deliver a seamless, tech-enabled service experience expected by their corporate clients.

Solution

We implemented a fully integrated Odoo ERP system tailored to their business model, covering the entire service lifecycle. The deployment was done in phases to ensure smooth adoption and minimal disruption to operations.

Modules implemented:

Sales & Purchase for managing client contracts, vendor procurement, and invoicing
Fleet Management & Maintenance to monitor vehicle status, track maintenance schedules, and control fuel usage
CRM to manage leads, client interactions, and contract follow-ups
HR to centralize employee data, manage shifts, attendance, and payroll
Accounting to consolidate financials, replacing the dependency on QuickBooks

In addition to ERP modules, we developed custom mobile and web applications:

Client Web & Mobile App: Enabled corporate clients to book rides, manage requests, and view trip status
Driver Mobile App: Allowed drivers to receive bookings, view schedules, and track trip details in real-time

A key highlight of the system was a trip request workflow that streamlined communication. Once a client submitted a booking request, the operations team would review it. Upon approval from the client’s side, the system would automatically generate a trip plan, assign drivers and vehicles based on availability, and notify all parties—all without the back-and-forth of email threads.

This digital transformation replaced fragmented tools and manual coordination with a centralized, automated solution designed for efficiency.

Results & Impact

The transition to a centralized, automated system brought immediate and measurable benefits across departments.

Unified Operations:

Replacing scattered tools with a single platform gave the team better control over day-to-day operations, from trip planning to payroll.

Improved Tracking:

The company can now track each vehicle’s status, monitor driver performance, and keep a close eye on fuel consumption and maintenance schedules.

Faster Turnaround:

With automated trip planning and real-time notifications, the response time to client requests was significantly reduced.

Actionable Insights:

Built-in reporting tools gave management a clear picture of operational metrics, helping them make informed decisions and optimize resource allocation.

Client Experience Upgrade:

The client-facing apps introduced a ride-hailing level of convenience while maintaining the structure and professionalism expected in corporate rentals.