What it does
Loaner and rental software manages the dealership's courtesy fleet. It handles digital rental agreements, driver's license and insurance checks, fuel and mileage, damage photos and billing. Many tools use connected-car data to track where vehicles are and when they come back.
Loaners are a big part of the service experience and a big cost. Vehicles that sit unused, come back damaged or never get billed to the OEM or warranty eat into fixed ops profit. Good tools show utilization and help capture every reimbursement the OEM program allows.
Check how the tool fits OEM loaner programs, since many manufacturers set rules for fleet size, age and claim submission. Mobile check-out and check-in with photos saves time at the service drive and settles damage disputes.
Who in the store uses it
- Loaner coordinators: check vehicles out and in and manage the fleet.
- Service advisors: reserve loaners with appointments.
- Service managers: watch utilization and costs.
- Warranty administrators and accounting: submit claims and bill customers.
What it connects to
- Service scheduling (reservations)
- DMS (repair orders and accounting)
- OEM loaner and warranty programs
- Connected-car and telematics data
- Payment processing
- Collision software (rental for body shop customers)
Loaner and rental products in the index
See all 21
What to ask vendors
- Does the tool support our OEM's loaner program rules and claims?
- How are licenses and insurance verified?
- Can staff check vehicles out and in from a phone with photos?
- How does it track location, fuel and mileage?
- Does it link to our scheduler so loaners are reserved with appointments?
- What reporting shows utilization and unbilled days?
- How are tolls, tickets and damage charged back?
- What are the cost and contract term?
Signs it's time to switch
- Agreements are on paper.
- Loaners are lost or overdue without anyone noticing.
- OEM reimbursement is missed or rejected.
- Damage disputes have no photos to settle them.
- You can't see how often each loaner is used.
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