Hire Cars
Manage every courtesy hire.
Works on phone, tablet and desktop. Collections, returns, history, calendar and fines — one board for the workshop, not a folder.
From £12 per courtesy car / month, billed yearly.
Watch a complete hire →Why Hire Cars?
The board, the handover and the paper trail — without the folder.
Save staff time
No paperwork or hunting through pads for who had the car.
Protect your business
Signed T&Cs and vehicle condition on the hire, not a photocopy.
Handle PCNs faster
Find the driver, the licence and the signed fines clause in seconds.
Know your fleet
See what’s available, out with a customer, or in the workshop.
Cut the paper. Keep the evidence.
One unsigned hire can cost more than a year of Hire Cars.
The modern way to run courtesy cars.
Dashboard, collection, return, PCN search and calendar — one board the whole shop can use.
| Reg | Vehicle | Status | Customer |
|---|---|---|---|
| AB12 CDE | Golf | Out | A. Patel |
| FG34 HIJ | Fiesta | On site | — |
| KL56 MNO | Abarth | Out | J. Cole |
| PQ78 RST | Mini | On site | — |
Scale with control.
As the courtesy fleet grows, the board stays the same. Staff still see what’s out, what’s in, and what’s due back.
One board for every carDecide with confidence.
A PCN six weeks later is a search, not a drawer. Driver, licence, signed clause and collection photos in one hit.
Find the driver in secondsCapture the hire faster.
Phone or tablet on the forecourt. Licence, photos, signature, email — then the car leaves.
Collect on phone or tabletSee a complete hire in 60 seconds.
Select vehicle → customer → licence → photos → signature → email → return.
- Select vehicle
- Customer details
- Licence
- Photos
- Signature
- Email copy
- Return
Walk the same path on a call — book a demo below.
Everything stored against one hire.
One record. Staff and customer both have it.
Dashboard
See the whole courtesy fleet in one place. Available, out with a customer, or in the workshop — mileage and fuel included.
- Live status for every car
- Last customer and collection time
- Staff know what can go out next
| Reg | Vehicle | Status | Mileage | Customer |
|---|---|---|---|---|
| AB12 CDE | Golf | Out | 48,210 | A. Patel |
| FG34 HIJ | Fiesta | On site | 22,040 | — |
| KL56 MNO | Abarth | Out | 19,882 | J. Cole |
| UV90 WXY | Ibiza | Workshop | 54,009 | S. Khan |
Collection
Hand the car over on a phone or tablet. Capture licence, mileage, fuel, photos, damage notes, excess and terms. They sign. A copy goes to their email.
- Condition locked before they leave
- Photos and video on the hire
- Signed T&Cs on the same record
Return
When the car comes back, log mileage and fuel in, take photos again, note any damage. The hire closes and the board flips to available.
- Same file from collection to return
- Before and after photos side by side
- Ready for the next customer
A PCN arrives six weeks later? Find the driver in seconds.
Search the registration and the date. The driver, licence, signed fines clause and the car’s condition at collection come up in one hit.
- Search by reg, date or customer
- Signed terms already on the hire
- No rummaging through pads
Calendar
See who is out, who is due back, and what is overdue. Filter history by date range. A penalty date is just another day on the board.
- Due-backs at a glance
- Date filters on hire history
- Less chasing, fewer surprises
Mini due20212223
Abarth out24
PCN 252627
Overdue28293031
Every customer gets a digital copy automatically.
When they sign, the hire details, photos and T&Cs go to their email. You keep the same record. They keep a copy.
- No photocopying, no “we’ll email it later”
- Signed fines clause already in the message
- The workshop file and the customer copy stay in step
Your workshop data stays on the hire.
Licences, signatures and photos sit against the record — not in a drawer or a shared inbox.
Secure access
The board runs over HTTPS on your Hire Cars site. Staff use it from the workshop phone, tablet or desktop.
On the record
Each hire keeps the customer, licence, photos, signature and T&Cs together. History stays searchable.
Hosted backups
The site is hosted and backed up with the rest of the workshop system — not a laptop folder.
GDPR on request
You remain the data controller. Hire records and files can be found, exported or removed when you ask.
Any workshop. Any courtesy fleet.
If you hand customers a car while theirs is in, this is for you.
Used on a real shop floor.
Customer quotes will sit here once other workshops are live. Until then, this is ours.
Built for our own courtesy fleet so the workshop could stop chasing paper. Collections, returns and PCNs on one board. CBS Automotive · Cambridge · our courtesy cars
How it works
From first chat to cars on the board.
Tell us about your fleet
How many courtesy cars, how you hand them out today.
We set up your account
Your Hire Cars board, terms and vehicles ready to use.
Add your vehicles
Regs, names and status — or we load them with you.
Start managing hires
Collect, return and search from phone, tablet or desktop.
Simple pricing. Per courtesy car.
Same product for every workshop. You pay for the cars you run — so a 3-car shop is not priced like a dealer.
Small workshop
3 cars
- Dashboard, collection and return
- Signed T&Cs, photos and email copy
- PCN search and hire history
Most workshops
5 cars
- Dashboard, collection and return
- Signed T&Cs, photos and email copy
- PCN search and hire history
Busy fleet
10 cars
- Dashboard, collection and return
- Signed T&Cs, photos and email copy
- PCN search and hire history
Your fleet
Prices exclude VAT. No app fee. Setup included. Add or remove cars when the fleet changes.
Questions workshops ask
Short answers. Book a demo if you want to see it.
How much does it cost?
Hire Cars is £12 per courtesy car per month when you pay yearly, or £15 if you pay monthly. A 5-car workshop is £60 / month billed yearly. Prices exclude VAT. Larger fleets can ask for a volume rate.
Can I add cars later?
Yes. You pay for the cars on the board. Add or remove vehicles and the subscription follows the fleet.
Is there a contract or setup fee?
Setup of your current courtesy cars is included. Yearly billing is one payment for the year. Monthly is available if you would rather not prepay.
Does it work on phones?
Yes. Collections and returns are built for phone and tablet. The dashboard and history work on desktop too.
Do I need to install an app?
No. It runs in the browser. Add it to the home screen if you want it to feel like an app.
Can multiple staff use it?
Yes. It’s a workshop board — anyone on the floor with the site can collect or return a car. Named staff logins are not required to run a hire.
Can I upload existing vehicles?
Yes. We add your current courtesy cars when we set the board up. You can add more later.
Are customer signatures stored?
Yes. The signature sits on the hire with the T&Cs, licence and condition photos.
Can I retrieve old hires?
Yes. Search history by registration, date or customer — including when a PCN arrives weeks later.
How are PCNs handled?
Search the reg and the date. You get the driver, licence, signed fines clause and the photos from collection.
Is my data backed up?
Yes. Hire records live on the hosted site, not a workshop PC, and are included in hosting backups.
Can I cancel or export my data?
Yes. Ask and we will export or remove hire records and files. You remain the data controller for your customers.
Ready to see Hire Cars?
Book a demo. From £12 per courtesy car / month, billed yearly.
Book a demoQuestions? Call 01223 563030
See Hire Cars in action.
Book a demo and see how it could work with your courtesy fleet. From £12 per car / month, billed yearly.