Overview
Every quote is built the same way, by the server: the car's rate for the trip, minus a length discount, plus booking fees and location prices, plus tax, plus extras and protection plans. A security deposit is shown separately and is never part of the total.
Fees, deposits, taxes, mileage and discounts live in SettingsInvoicing. The first tax profile, booking fee and deposit you add becomes the company default straight away, and every car follows the defaults unless you give it its own on its Settings tab.
Prices are in US dollars, and bookings keep the prices they were sold with. Changing a fee or tax later only affects new bookings.
2022 Ford Mustang GT Convertible
Your total
Choose your dates to see the price.
Step by step7
- 1
Set each car's rate
On the vehicle's Overview tab, the Base rate card holds one rate and its period: per day, per week or per month. A weekly or monthly car is booked in whole weeks or months.
- 2
Add length discounts
In SettingsInvoicing, under Discount, press Add discount. Each rule reads Rentals of N days or more get a % or $ amount off. Only the biggest rule a booking meets applies, and a $ discount comes off once per booking.
- 3
Create a tax profile
Under Tax profiles, press New profile. Name it, choose what it Applies to (Daily rate, Booking fee or Total), and add each rate as a percentage or a flat amount, per trip or per day. Press Create profile.
- 4
Add booking fees
Under Booking fees, press Add fee. Give it a name, turn on Charge this fee, and set the amount in $ or %, per trip or per day. A % fee is worked out on the rental after the length discount. Add a note for guests if it needs explaining.
- 5
Set the mileage allowance
Under Mileage, set Miles included per day (or No limit) and the Extra mile fee. Going over is never charged by itself; the booking suggests the charge and you decide.
- 6
Change the default
Star a tax profile, fee or deposit to make it the default. Exactly one of each kind is the default, and a default that's switched off charges nothing.
- 7
Override for one car
On the vehicle's Settings tab, switch off Use company default on the Tax, Discount, Booking fees or Mileage card and choose the car's own. A car can carry several booking fees. Use + New tax profile or + New booking fee in the dropdown to create one without leaving the page.
Best practices
- Set up your tax profile before your first booking, so every invoice carries the right tax from day one.
- Use Total in a tax profile when the tax applies to everything on the bill, including fees, extras and protection plans.
- Reward longer trips with length discounts instead of changing rates. Bookings already made aren't affected either way.
- Add a short note for guests to any fee that isn't obvious, like an airport or cleaning fee.
Good to know
- Length discounts don't stack. A 14-day trip with rules for 7 and 14 days gets only the 14-day discount.
- There are no seasonal, weekend or demand-based rates, and no hourly rates.
- Location prices count as booking fees: they can be taxed under Booking fee or Total, and coupons don't discount them.
- A car whose tax profile is deleted is left with no tax until you pick another one.
What runs on its own
- Every quote and booking is priced by the server, never by the renter's browser.
- The first tax profile, booking fee and deposit you add becomes the default.
- Each booking keeps copies of the fees, taxes, mileage and discounts it was sold with.
Questions
Can I charge a cleaning fee?
Yes. Add it as a booking fee named Cleaning, per trip, and add a note for guests if you like.
How do I charge sales tax and a local surcharge?
Add both as rates in one tax profile. Each rate can be a percentage or a flat amount, per trip or per day.
Can a fee be charged per day?
Yes. Each booking fee is a fixed amount or a percentage, charged per trip or per day.
Can I charge in another currency?
No. RentHive works in US dollars only.