Vehicle hire from online reservation to Peppol invoice

Who it is for

Car and van hire companies with one or more branches, and garage or dealer groups that run their own courtesy or hire fleet.

Every Tavuni module is optional. Hire works without the workshop module: a pure hire company sees no work orders, parts or repair screens. A business that does both switches them on side by side on the same platform, with the same customers, vehicles and invoicing.

What it does

1. 1. Public storefront

   Each hire company gets a public booking page, on its own subdomain or as a single script tag on its own website. It shows the vehicle classes with an indicative price and availability per branch. No login is needed, the page sets no cookie and uses no third-party captcha. When the hire module is not switched on, the page does not exist.

2. 2. Reservation with a temporary hold

   An online reservation immediately opens a file and a customer record and holds a specific vehicle for a short time. The customer receives a link to view or cancel the reservation. The number of open holds per hire company is capped, requests per IP address are rate-limited and a hold expires by itself.

3. 3. Confirmation at the counter

   A staff member confirms the reservation; only then does the confirmation email with the link to the hirer's file go out. A hire can also start at the counter: customer, vehicle class and branch are required and checked before anything is created. The counter sees hires as a list and as a day view.

4. 4. Driving entitlement as a recorded observation

   The counter records what it saw on the driving licence: number, expiry date, date of birth, category and the date that category was obtained. Each vehicle class sets a minimum age and a minimum number of years holding a licence; a driver who does not meet them is refused at handover, with the reason.

5. 5. Contract and signature

   The hire contract is produced in the hirer's language, with the hire company's own terms after the platform clauses. The hirer signs at the counter through a QR code on their phone, or through an email per signatory. A signature has four states: signed digitally, signed on paper, customer not present and customer refuses.

6. 6. Two readings at handover and return

   At handover and at return the mileage and fuel level are recorded; the difference determines what the hirer pays. The database refuses a mileage lower than the previous one. Fuel is stored in per mille, so eighths, tenths and quarters are exact. A meter nobody read stays unknown and is not charged as an empty tank. The vehicle condition walk-around is done in the mobile app.

7. 7. Extension

   A hire that is under way can be extended; the price is recalculated for the new period. A hire that has not started or has already been returned cannot be extended.

8. 8. Damage without a price

   At return, damage is recorded with zone, type, size and photo, without an amount. The system shows earlier findings on the same vehicle and asks whether it is the same damage. A fair-wear adviser advises on the standard that applied on the inspection date; it does not decide. The hirer can upload their own photos of the return.

9. 9. Settlement

   Hire days, mileage beyond the included allowance and missing fuel become charge lines on the file and, in one click, a draft invoice. Settlement refuses without a tariff, while the vehicle is still out, and for a surcharge in a currency other than the hire's. The invoice is issued by the legal entity that operates the pick-up branch. The hirer's share of a damage goes on a separate invoice, according to the per-incident excess and the exclusions that applied at handover; a deposit is its own line with its status.

10. 10. Peppol invoice

    An issued invoice to a recipient reachable on Peppol is produced as a UBL document following Peppol BIS Billing 3.0, validated before dispatch and delivered over the Peppol network. An invoice stays a draft until someone issues it; the pre-issue check refuses an invoice that lacks a mandatory statement.

11. 11. Verifiable evidence

    From the inspection report, the hire company hands a link to the hirer or their insurer. They retrieve the evidence chain and verify it against the public key, without an account at Tavuni. The chain is hashed and publicly verifiable.

What it does not do

• No online payment and no deposit through a payment provider: on the public lane no money moves and no means of payment is recorded. This is a deliberate boundary.
• No marketplace: the storefront shows only the hire company's own fleet, not anyone else's.
• Damage is recorded in the mobile app; the web application shows and assesses the findings.
• The verifiable evidence is a JSON manifest today, not a formatted report.
• No workshop management: work orders, parts and repairs are a separate, optional module.

Price

These prices come from Tavuni's published price list, also on Pricing

Questions?