From spreadsheets

From workbook chaos to one source of truth

Spreadsheets do not break when you are five vehicles deep. They break the moment two people edit the same cell. Here is what changes when the booking, the inspection, the contract, and the invoice live in one place — and what you give up to get there (nothing important).

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Where workbooks break

Four problems Excel cannot solve

Not because Excel is bad — because the rental business is not a spreadsheet problem.

Two staff edit at once
Double-booked vehicle on Friday. Customer turns up, the car is in another city. Trust is gone before the first conversation.
No live availability
Phone bookings are guesses against yesterday's workbook. The booker who answers fastest wins; the customer who hesitated loses.
Cell history is not an audit log
When the dispute hits — who changed the deposit amount, when, why — Excel cannot tell you. The shouting match starts.
Re-keying everywhere
Booking in one sheet, inspection on paper, contract in Word, invoice somewhere else. The same four fields, typed in four times, wrong in at least one.
Side by side

What the workbook does vs what we do

Operations
  • Live availability
    Spreadsheets: Manual refresh; collisions on shared sheets
    Renviq: Real-time, every change visible immediately
  • Audit log
    Spreadsheets: Per-cell history at best
    Renviq: Full who / what / when / before / after
  • Drag-to-extend a rental
    Spreadsheets: Edit start / end cells by hand
    Renviq: Drag the booking on the calendar; pricing updates
  • Buffer between rentals
    Spreadsheets: Tracked in the head, sometimes
    Renviq: Per-vehicle or per-fleet, enforced automatically
Pricing & invoicing
  • Seasonal pricing rules
    Spreadsheets: Lookup tables that grow until nobody trusts them
    Renviq: Declarative rules, preview before saving
  • Tax per line item
    Spreadsheets: One tax rate, applied at the bottom
    Renviq: Per-line VAT / reverse charge as the law requires
  • Long-term monthly billing
    Spreadsheets: Hand-built schedule, re-typed each month
    Renviq: Monthly invoices auto-issued from one rental
Compliance & docs
  • Inspection photos with damage diff
    Spreadsheets: Phone gallery, lost when the device dies
    Renviq: Pickup-vs-return diff side by side, attached to the rental
  • Renter signature
    Spreadsheets: Print, sign, scan, file, lose
    Renviq: On-device signature, captured in the agreement
  • Document expiry tracking
    Spreadsheets: Conditional formatting, ignored when busy
    Renviq: Alerts on insurance, registration, driver licence
Growth
  • Add a vehicle
    Spreadsheets: Copy a row, hope you copied the right columns
    Renviq: Structured catalog with categories, options, photos
  • Add a teammate
    Spreadsheets: Share the sheet, share the risk
    Renviq: Roles, permissions, single sign-on
  • Add a second location
    Spreadsheets: A second workbook, drift between them within a week
    Renviq: One workspace, multiple locations, one report

Everything is included in every plan

Free and Max ship the exact same product. The only difference is capacity.

Bookings & calendar

  • Booking lifecycle
  • Availability & calendar
  • Half-day & timezone-aware dates

Fleet & vehicles

  • Vehicles & categories
  • Pick-up / drop-off inspections
  • Fast vehicle search

Customers & CRM

  • Customer profiles & history
  • Required-field rules

Pricing & invoicing

  • Tarification & seasonal rules
  • Invoices with per-line tax
  • B2B reverse charge

Documents & e-signatures

  • Rental agreements
  • Dual-signer e-signature
  • PDF templates

Team & roles

  • Users & RBAC
  • Staff access scopes
  • Invitations

Analytics & reporting

  • Dashboard analytics

Multi-language & currency

  • English, Russian, Arabic UI
  • Currency context

Notifications

  • Check-in / check-out alerts
  • Messaging adapters

Explore each feature

Related glossary terms

Questions

Switching FAQ

Can we keep our spreadsheets running in parallel for a while?

Yes. The most common pattern is one week of double-entry while the team builds muscle memory, then dropping the workbook. We do not enforce a cut-over date.

Will we lose the formulas we built?

Pricing formulas, deposit logic, and seasonal adjustments translate into declarative rules in the pricing engine. We do not import the .xlsx itself; we re-create the intent.

Our reports are very specific to how we run. Can we still build them?

Yes. The dashboard covers the common cases (utilisation, revenue per vehicle, booking-to-pickup conversion). For the rest, exports to CSV cover what pivots in the workbook used to do.

How long does an import take?

A few minutes for the vehicles and locations. Bookings depend on volume — a year of history is usually under an hour.

Does it work offline like Excel does?

It is a web app — it needs the connection. In practice the staff who used to edit the workbook offline are the ones the cloud serves best, because they no longer collide with each other.

What about the data we never put in the workbook because it was painful — photos, signatures, contracts?

Those are first-class objects. Inspection photos with a damage diff, renter signature on-device, agreement PDF stored against the rental. The hard parts that fell out of Excel are the parts that pay back fastest.

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