Van Rental Software | Streamline Pickups & Returns

Storefronts

Make it easy for customers to book vans anytime, anywhere

Turn every channel into a revenue stream. Whether customers book from your website, walk up to your lot, or find you through a partner location, TWICE's reservation system makes it seamless.

Online bookings

Launch a fully hosted rental website where customers browse your fleet and book instantly. Your vans are listed with real-time availability, so you never worry about double bookings or manual calendar updates.

Site pickups

Serve walk-ins on the spot or enable contactless rentals with automated key lockers. Let customers pick up vans 24/7 — whether you're staffed or running lights-out, your rental operation stays open and earning.

Partner portals

Grow your reach by partnering with self-storage facilities, gas stations, or retail locations. Give partners a simple portal to rent vans on your behalf. You handle the fleet, they bring the customers.

Flexible payment options

Don't lose bookings over payment friction. Let customers pay upfront, put down a deposit, or pay on pickup. Accept credit cards, digital wallets, or invoices — whatever fits your business model and keeps conversions high.

Inventory management

Fleet management with real-time tracking and financial clarity

Manage your rental fleet with total control. Know where your vans are, what they're earning, and when they need attention.

Serialized tracking

Every van gets its own digital profile. Track mileage, rental history, maintenance records, and physical condition across its entire lifecycle. With optional GPS integration, you'll know exactly where each rental vehicle is.

Income and expense tracking

Stop guessing if a van is profitable. Log acquisition costs, insurance, fuel, and maintenance fees against rental income to calculate your true ROI per vehicle. Know which vans are your money-makers and which ones are draining your margins.

Multi-location management

Running vans out of multiple depots or city hubs? Manage everything from one system. Set unique operating hours, pricing, and availability for each location without losing visibility. Perfect for scaling your rental business across neighborhoods or cities.

Asset activity log

A complete audit trail for every van. Log every rental, damage report, service action, and status change. When a customer disputes a damage charge or you need proof of maintenance, you've got the receipts.

Catalog

Maximize revenue with dynamic pricing and strategic bundles

A catalog that meets customer needs attracts more customers, increases average order value, and keeps you competitive. With TWICE, you can define your offering without limits, optimize pricing, and maximize revenue with a high-converting checkout.

Versatile listings

Organize your fleet by van size, type, or features so customers find the right vehicle fast. Whether they need a cargo van for a business move or a passenger van for a weekend trip, your listings guide them to the perfect match.

Bundles & add-ons

Boost your revenue per booking by bundling vans with moving supplies, equipment rentals, or insurance add-ons. Customers get everything they need in one checkout, and you increase your average order value without extra marketing spend.

Dynamic pricing

Automate your rates based on demand, season, or day of the week. Set higher prices for peak moving weekends and lower rates for slow Tuesday afternoons. Your pricing adjusts automatically according to the rules you set, so you maximize earnings without constant manual updates.

Adaptive checkout

Capture exactly what you need from each customer — driver's license details, delivery address, special requests — with checkout forms that adapt based on what they're renting. No more chasing customers for missing info after they've already booked.

Order fulfillment

Speed up pickups and get customers on the road faster

The rental process should be quick, professional, and drama-free. TWICE handles the logistics so you can focus on customer service, not paperwork.

Smart auto-assignment

Let the system pick the best van for each booking based on your rules — lowest mileage, closest location, or the next in service rotation. Balance wear across your fleet automatically, so you're not running one van into the ground while others sit idle.

Security deposits

Hold and release deposits automatically to protect your vans without creating friction. Customers authorize a hold at checkout, you inspect the van on return, and funds are released or captured based on damage.

Centralized documents

Digitally sign rental agreements and contracts, upload insurance certificates, and store damage photos — all linked to each booking. Everything lives in one digital folder, accessible whenever you need proof or have to resolve a dispute.

Calendar view

See your entire operation at a glance. Toggle between daily, weekly, or monthly views to track upcoming pickups, returns, and maintenance windows. Your team knows exactly which vans need to be prepped, cleaned, or serviced.

Returns and maintenance

Handle returns in minutes and catch maintenance issues before they cost you

Returns shouldn't slow you down, and maintenance shouldn't be an afterthought. TWICE helps you turn vans around quickly while catching issues before they become expensive problems.

Effortless returns

Move vehicles fast from cleaning and inspection back to available. Release security deposits automatically once inspections clear, and trigger feedback requests to build reviews and improve customer satisfaction.

Inspections and maintenance

Route returned vans through inspection workflows that catch damage, mechanical issues, or wear before the next rental. Set up automated maintenance scheduling based on mileage or calendar intervals to keep your vehicle fleet safe and reliable.

Automated buffer times

Reserve time between bookings so your team can refuel, clean, and inspect each van before it goes back out. Set buffer rules by van type or rental length. Your calendar blocks the time automatically.

Task lists

Standardize how your team handles vehicle inspections, cleaning, and maintenance checks. Create checklists for common tasks — check tire pressure, verify cleanliness, test lights — so nothing gets missed, even when you're training new staff or managing seasonal volume.

Helsinki Party Tent

“If we didn’t have such good tools, it would be much more difficult for me to run the business on my own.”

Anton

Entrepreneur

Read the story

Helsingin Juhlateltta rents tents and party equipment.

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Frequently asked questions

What features should I look for in van rental software?

The must-haves are real-time availability to prevent double bookings, GPS tracking for fleet security and logistics, and automated maintenance scheduling so vans stay road-ready. You also want flexible payment processing (deposits, upfront payments, invoicing), digital rental agreements to eliminate paperwork, and a comprehensive dashboard that shows your entire operation at a glance. Don't overlook mobile access — you're often on-site, not behind a desk—and multi-location management if you plan to scale beyond one depot. The right van rental software should save you time on manual work while giving you full control over your fleet, bookings, and financials.

How do I prevent double bookings in my van rental business?

Double bookings happen when your availability isn't synced in real time across all your booking channels —website, phone reservations, walk-ins, partner locations. The solution is van rental management software with centralized inventory that updates instantly when a van is booked or unavailable. Look for a system with automated reservation management that blocks out maintenance windows, buffer times for cleaning, and existing rentals. Calendar view helps your team see what's booked and what's available at a glance, so there's no confusion. Manual spreadsheets or disconnected systems are recipes for disaster. To avoid this, you need one source of truth for your entire fleet.

How do I track maintenance for my rental van fleet?

Set up automated maintenance scheduling based on mileage intervals or time-based triggers, like oil changes every 5,000 miles or inspections every 3 months. Your van rental software should track each vehicle's usage history and send alerts when service is due, so you're not scrambling with a breakdown mid-rental. After each return, route vans through inspection workflows to catch damage or mechanical issues before they become expensive problems. Log all service actions in each van's digital profile so you have a complete maintenance history for resale value and liability protection. Proactive maintenance keeps your fleet earning instead of sitting in the shop.Can I manage my van rental business from my phone?

Can I manage my van rental business from my phone?

Yes. Look for cloud-based vehicle rental software with mobile access so you can check bookings, update vehicle status, and process returns from anywhere. Whether you're at the lot helping a customer or managing a second location across town, you need real-time visibility without being chained to a desktop. Mobile-friendly features should include scanning barcodes to check vans in and out, reviewing your calendar for upcoming reservations, and handling payment processing on the spot. The best systems work seamlessly across mobile devices, tablets, and computers, so your team can operate however makes sense for your workflow.

Is a van rental business profitable?

It can be — if you manage your numbers carefully. Profitability comes down to utilization rates (how often your vans are booked versus sitting idle), your cost structure (acquisition, insurance, fuel, maintenance), and your pricing strategy. Most successful van rental operators aim for 60-70% utilization during peak seasons and optimize pricing with dynamic rates for weekends and end-of-month moving rushes. The hidden profit-killer is maintenance and downtime. Neglected vans cost you rental income plus expensive repairs. Track income and expenses per vehicle to identify which vans are money-makers and which are draining margins. Van rental software with financial reporting helps you make data-driven decisions instead of guessing whether you're actually profitable.

Van rental software built for moving things