Vehicles are the core of your fleet, and in VEVS Car Rental Software each one carries its own identity, technical details, status, availability and financial records. A vehicle is not just a row in a list: it belongs to categories and locations that decide where and how it can be booked, and it accumulates the history that supports maintenance, damage handling and reporting. This guide walks through adding a vehicle and completing its record with confidence.
What vehicle management covers
Vehicle management is where you create the fleet record for each car, van or motorhome and keep it accurate over time. Every vehicle has a license plate, make and model, a category assignment, a location list, an odometer reading, a live status, and a set of financial and operational details. Because reservations, availability and pricing all depend on these records, a well-maintained vehicle list is the foundation of a smooth rental operation.
The fleet list is a working overview: license plate, make and model, category, odometer reading, current status, upcoming task and open damage count for every vehicle. That single view answers what staff ask most often: what is on rent, what is blocked, what needs attention, and which vehicle still has unresolved damage.
Where to access vehicles
In the admin area, open Configurator then Vehicles, also reachable through Fleet Operations then Vehicles. Both paths lead to the same list. Click any row to open that vehicle's full edit page, where details are organised into tabs.
Adding a vehicle
Click Add Vehicle to begin. The quick form asks for three core fields: Make, Model and License Plate. Saving creates the vehicle as a draft marked Inactive and takes you to the full edit page so you can complete the rest. You can also start a full Add Vehicle form directly when you already hold all the information.
Overview: status and availability
The first tab carries the decisions that control whether the vehicle can be rented at all. Status is either Active or Inactive, and only active vehicles are offered for booking. Available for lets you tick the channels the vehicle can be used for: Rental, Lease and Sale, with the lease and sale options appearing only when those modules are enabled.
Fleet Categories assigns the vehicle to one or more categories. A warning appears if none is selected, because the vehicle must belong to a category to be available for reservations. This is not cosmetic: categories drive which vehicles appear in search, which rates apply, and which return fees are offered on inspection.
Locations
The Assigned Locations tab lists where the vehicle can be picked up from and returned to, optionally grouped by Branch when branches are enabled. Tick one or more locations. A vehicle parked at one depot but allowed to be returned elsewhere should reflect both facts here, so availability and drop-off rules match how you actually operate.
Vehicle identity and technical details
Make and Model are entered per language when the system runs in multiple languages, which matters for a multilingual booking website. License Plate is the registration number and VIN is the vehicle identification number. Accurate values here make searching and reporting far more reliable later.
The technical section describes the vehicle as customers and staff experience it. Color is chosen from a palette and shown as a swatch next to the vehicle everywhere it appears, so it doubles as a visual identifier in lists and calendars. Fuel type can be Diesel, Petrol, Gas, Electric or Hybrid, and Transmission Automatic, Manual or Semi-automatic. Odometer Reading records current mileage in your configured unit, Manufacture Year records when the vehicle was built, and Tank size and battery capacity hold capacity values used for operations and maintenance.
- Color — the swatch used for identification across the software.
- Fuel type — Diesel, Petrol, Gas, Electric or Hybrid.
- Transmission — Automatic, Manual or Semi-automatic.
- Odometer Reading — current mileage in your configured unit.
- Manufacture Year — the year the vehicle was built.
- Tank size and battery capacity — operational and maintenance values.
Vehicle financials
The financial tab summarises activity with counts and total values for Reservations, Damages and Maintenance tasks, and records how the vehicle was acquired. Enter Date purchased and Purchased from, then choose Type: New or Used. Choosing Used reveals a Mileage purchased field so the starting point is documented.
Acquisition Type is either Purchased or Lease, and choosing Lease reveals the Lease Details tab. For purchased vehicles you can record the Purchase price and Initial Setup Costs. Keeping these figures current turns the fleet list into a cost-control tool.
Lease details
When the acquisition type is Lease, a dedicated tab captures the contract: Lease Contract Number, Lease Type (Operating Lease, Finance Lease or Other), Lease Start Date, Lease End Date, Lease Term (months), Initial Payment / Down Payment, Monthly Lease Payment, Payment Due Day, Number of Payments, Final / Balloon Payment, Residual Value, Buyout Price, Annual Interest Rate (%), Mileage Allowance, Excess Mileage Rate, Current Lease Mileage, Security Deposit, Included Maintenance and Included Insurance as yes or no values, Early Termination Fee / Terms, and a Contract Document upload.
Sale details
When a vehicle is marked Available for Sale, a sale tab appears with Price, Exterior Condition, Interior Condition and Tyre Condition, each rated Excellent, Good, Average or Poor. It also holds Power, Engine size, Emission Class from EURO1 through EURO9, a Description, and Photos.
Map, damages and reservations
When Telematics is enabled, a Map tab shows the vehicle's current location with read-only Latitude and Longitude. The Damages tab shows a vehicle diagram with currently open damage locations, plus inspection data and pick-up and return photos from the last completed reservation. The Reservations tab lists the reservations associated with the vehicle.
Searching and filtering
Search by Make, Model, License Plate or VIN, and use the Category dropdown to narrow the list, including an Unassigned option. Vehicles without a category show a warning and cannot be booked, so the unassigned filter surfaces records that need attention before a customer discovers the problem.
Setting up a vehicle step by step
- Open Configurator then Vehicles.
- Click Add Vehicle and enter the Make, Model and License Plate.
- Set Status and Available for, and assign at least one Fleet Category.
- Fill in the identity, technical and location details.
- Complete the financial, lease or sale sections as needed.
- Click Save.
After saving, the vehicle appears in the fleet list and becomes bookable once it is Active and assigned to a category and location. Changes to an existing vehicle are recorded and can be reviewed later under History, and you can add internal Notes for your team.
Important behaviour and special cases
A vehicle must be assigned to at least one category to be available for reservations, and a warning is shown until one is selected. A vehicle created through the quick form stays Inactive until you complete and save its details. The current status column shows On Rent, Blocked or Available based on live bookings and blocks.
Best practices
Use the quick form to get a new vehicle in fast, then complete the rest later. Set the color accurately, because it becomes the identifying swatch in the fleet list and calendar. Keep the odometer reading up to date so maintenance and mileage-based reminders fire at the right time, and review the unassigned filter regularly.
Conclusion
Good fleet management starts with a complete vehicle record. Adding a vehicle takes seconds, but the value comes from finishing the job: the right category, the right locations, accurate technical data and clear financial or lease details. With those in place, availability, pricing and reporting all work from reliable information, and the fleet list becomes a genuine operational dashboard for owners, managers and staff.