Hotel, travel and food
Car Rental and Vehicle Hire Software for Nepali Operators
Know which vehicle is free, which driver is assigned, what is due for service and who still owes you money, without calling around the garage.
A rental business sells the same asset again and again, and every day a vehicle sits idle or double booked is money lost. In many Nepali rental offices the availability chart is a whiteboard or a notebook, the driver roster lives on the owner's phone and the service dates are remembered by the mechanic.
Car rental software from WebsNP gives you a live calendar for every car, jeep, van and bus, links each booking to a driver and customer, tracks fuel, service and document expiry, and produces proper invoices with payment history.
It is built for self-drive and with-driver hire, local day trips and long tourist routes. If you manage a larger company-owned fleet rather than rentals, see our fleet management software.
Who Car Rental Software is for
Tourist vehicle operators
Companies hiring cars, hiaces and jeeps with drivers to tour agencies, hotels and individual travellers.
Self-drive and local rental shops
Owners lending cars or bikes by the day who need deposit, licence and damage records.
Wedding and event car hire
Operators with decorated cars and microbuses booked on specific dates and times.
Corporate and NGO contracts
Businesses supplying monthly vehicles to offices, with trip logs and one consolidated bill.
Owner-driver associations
Groups of vehicle owners sharing bookings and settling income fairly.
Problems it solves
| The problem today | How the software fixes it |
|---|---|
| Two customers are promised the same vehicle on the same day | A live availability calendar blocks a vehicle the moment it is booked, serviced or out of action. |
| Drivers are assigned by phone and forgotten | Every booking carries a named driver, and a driver cannot be assigned to overlapping trips. |
| Service and document dates are missed | Reminders for service, insurance, road tax and route permit renewal dates, which you enter and we track. |
| Customers disagree about distance, days and extra charges | Start and end readings, extra hours and tolls are recorded per trip and appear on the invoice. |
| Damage claims have no proof | Check-out and check-in notes with photos attached to the booking record. |
| You cannot tell which vehicle really earns | Income, fuel, repair and driver cost per vehicle show profit for each one. |
Features and modules
Availability calendar
See every vehicle by day, with bookings, maintenance blocks and gaps you can sell.
Vehicle register
Plate, model, seats, fuel type, ownership and documents for each vehicle.
Bookings and quotes
Enter pickup, destination, days and rate, then send a clear quote or confirmation.
Driver management
Driver contacts, licence details, duty history, allowances and trip assignments.
Trip and odometer log
Start and end readings, extra kilometres, waiting hours and tolls recorded per trip.
Maintenance tracker
Service schedules, repairs, parts and workshop bills by vehicle with next-due reminders.
Fuel records
Log fuel by vehicle and trip to spot unusual consumption.
Invoices and receipts
Invoices with 13% VAT where applicable, deposits, part payments and receipts.
Customer records
Licence copy, citizenship or passport, references and rental history.
Document expiry alerts
Reminders for insurance, route permit, tax and driver licence renewal dates you enter.
Profit by vehicle
Revenue, running cost and idle days per vehicle, month and driver.
Built for how Nepal works
Route and permit differences
Vehicles for tourist routes, hill routes and inside the valley are handled differently. We configure vehicle categories and rates by route type.
Driver allowance and night halt
With-driver hire often adds meal and night-halt allowances. These can be set per trip and shown on the invoice.
Seasonal peaks
Tourist season, Dashain and wedding months fill every vehicle. The calendar and waiting list help you decide what to accept.
Document renewals
Vehicle tax, insurance and permit renewals follow dates you enter, shown in BS and AD. Rules and fees come from the authorities, so confirm them with the official offices.
Fuel price changes and road conditions
Fuel logs and trip readings let you review real cost per kilometre rather than a fixed guess.
How we get you started
- List your vehicles and rules We note your vehicles, rate types, driver arrangements and the documents you track for each.
- Configure and import Vehicles, drivers, customers and rate cards are entered or imported, with upcoming bookings added to the calendar.
- Train the office and drivers Short sessions on booking, check-out, trip logs and billing, using your real vehicles.
- Run both systems for a week Keep the notebook beside the software until the team trusts the calendar.
- Go live and review After a month we review idle days, collections and reminders and tune the setup.
Get a demo and quote for Car Rental Software
Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.
Chat on WhatsAppOr call / WhatsApp +977 9846280400
Guides: Car Rental Software
How to Choose Car Rental Software for a Nepali Business
Which features matter for a vehicle rental business in Nepal, which claims to question and how to test a system before paying.
Read guide ›How to Avoid Double Booking and Manage Rental Vehicles
The booking, check-out and return routine that keeps every vehicle and driver accounted for, with or without software.
Read guide ›Vehicle Renewals and Invoicing for Rental Companies in Nepal
A record-keeping guide to document expiry dates, invoices and VAT for car rental businesses, without quoting rules that may change.
Read guide ›Car Rental Software vs Notebook: Profit and Cost Compared
A fair look at what a notebook costs you in idle days, missed charges and disputes, and what drives the price of software.
Read guide ›Car Rental Checklist: Deposits, Damage and Common Mistakes
Use this checklist to prevent damage disputes, forgotten extras and unpaid balances on every rental.
Read guide ›Frequently asked questions
Can it handle both with-driver and self-drive rentals?
Yes. Each booking is marked with driver or self-drive. With-driver trips assign a named driver and allowances, while self-drive trips capture licence copies, deposits and check-in condition notes.
Does it stop double booking?
The calendar shows when a vehicle or driver is already assigned, and the system warns you before a clashing booking is saved. Maintenance blocks also remove a vehicle from the available list.
Can I track fuel and repairs per vehicle?
Yes. Fuel fills, services, repairs and parts are logged against each vehicle, so you can compare income with running cost and see which vehicles are truly profitable.
Can it track GPS locations?
Live GPS tracking depends on separate hardware and services. We can discuss what is realistic for your vehicles, but the core system focuses on bookings, records and billing.
Will it send reminders for insurance and tax renewal?
It keeps the expiry dates you enter and alerts you in advance. The actual rules and fees come from the authorities, so check current requirements with the relevant offices.
Can it produce VAT invoices?
It can be configured to add 13% VAT where it applies to your service. Your accountant should confirm the treatment for your registration, and we set up the invoice format accordingly.
Can customers book online?
An enquiry form or booking request page can be added, which sends the request to your office for confirmation. Whether you want automatic confirmation is a decision we discuss at setup.
What does it cost?
It depends on the number of vehicles, users and customisations. We share a quote after a demo and a short discussion about how you operate.