Speed Car Rental Software (CRS) Features for UK Vehicle Hire Operators
Speed Car Rental Software (CRS) has been built and refined over more than 20 years of working closely with vehicle hire businesses around the world.
Every feature exists because real operators asked for it, and every update is shaped by feedback from customers who use the system day in and day out. The result is one of the most comprehensive vehicle hire management systems available to UK operators today.
What follows is a detailed walkthrough of the core features of Speed CRS, with a focus on how each one applies to the UK market specifically.
Cloud-Based Platform Access Your Business From Anywhere
Speed CRS runs entirely in the cloud. There is no software to download, no server to maintain and no dependency on a single office computer. Your team can access the full system from any web browser on any device, whether that is a desktop in your main branch, a laptop at home, a tablet at an airport collection point or a smartphone while out on a delivery run.
This matters more than ever for UK hire businesses that operate across multiple locations, use remote staff or need managers to stay connected to operations outside office hours. Cloud access is not a luxury, It is the foundation of a flexible, resilient business.
Reservation and Booking Management
The booking management module gives you a single, clear view of all reservations across your operation, regardless of where they came from. Walk-in customers, phone bookings, website bookings and broker-generated reservations all appear in the same availability calendar, updated in real time. You can create, modify, extend, cancel and invoice bookings from the same screen without switching between systems.
The module supports multiple vehicle categories, multiple pick-up and drop-off locations, after-hours collection arrangements, airport transfers and long-term hire agreements. Rate management is flexible, with support for daily, weekly, monthly and custom tariff structures, along with seasonal pricing and corporate account rates.
Digital Rental Agreements With Electronic Signature
Speed CRS generates fully digital rental agreements based on your own branded templates. These can be configured to meet UK consumer contract regulations and any specific terms your business requires. Agreements are sent to customers for electronic signature via the mobile app, a web link or a signature pad at your branch.
Once signed, the agreement is automatically saved against the booking record and emailed to both you and the customer. It is available instantly from any device at any time, so there is no searching through filing systems when a customer queries something weeks later.
Vehicle Mobile Inspection App for iOS and Android
The Speed CRS Mobile Inspection App is available as a free download from the Apple App Store and Google Play. It allows your team to conduct thorough vehicle inspections from any location, whether that is your forecourt, a delivery address or a customer’s workplace. Staff can photograph every panel and surface of the vehicle, record fuel levels and mileage, note any existing or new damage and capture the customer’s electronic signature on the completed inspection report.
All inspection data is uploaded automatically to Speed CRS and linked to the booking. Photos are stored with a date, time and location stamp. This is your best protection against unfair damage claims and gives customers confidence that any pre-existing damage has been properly recorded.
DVLA Driving Licence and Document Scanning
At high-volume UK hire locations, manually typing customer passport and driving licence details is both slow and error-prone. Speed CRS integrates with specialist document scanners and DVLA checking services so your team can scan a licence or passport and have the details populated automatically in seconds. Digital copies of all documents are stored securely against the customer record in full compliance with UK GDPR requirements.
For airport branches and city-centre locations where customer throughput is high and speed of check-in is critical, this feature alone can meaningfully reduce queue times and improve the overall customer experience.
Fleet Management and Vehicle Lifecycle Tracking
The fleet management module gives you complete visibility of every vehicle from the day it joins your fleet to the day it leaves. You can record vehicle specifications, track MOT expiry dates, road tax renewals and service intervals, manage fuel consumption, record damage history and assign workshop jobs. The system sends you automatic alerts when important dates are approaching, so nothing slips through.
Total cost of ownership reporting helps you understand which vehicles in your fleet are genuinely profitable and which are costing more than they earn, giving you better information for future purchasing and disposal decisions.
Broker and OTA Integration
Speed CRS connects directly with car rental brokers and Online Travel Agents. Bookings from platforms including Europcar, Avis, Budget, National, Hertz, Sixt and Thrifty flow automatically into your Speed CRS availability calendar without any manual data entry. Fleet availability updates in real time as bookings arrive, so double-bookings become a thing of the past.
For UK operators who rely on broker channels for a significant share of their revenue, this integration removes a whole category of administrative work and reduces the risk of costly booking conflicts.
Driver Live Tracking and GPS Fleet Monitoring
The GPS tracking module allows you to monitor the real-time location of every vehicle in your fleet from the Speed CRS dashboard. You can set geofence alerts for vehicles that leave a defined area, review full trip histories and coordinate deliveries and collections more efficiently. For operators who offer delivery and collection services, or who manage vehicles in high-risk urban areas, live tracking adds an important layer of operational control and security.
Financial Management, Invoicing and Payments
Speed CRS handles invoicing, VAT-compliant billing, payment processing and accounts receivable management within the same platform. Online payment links can be sent to customers via SMS or email, allowing them to pay before collection and speeding up the check-in process further. The system integrates with popular UK accounting packages so your financial data flows cleanly into your existing bookkeeping setup.
Management reports cover revenue by vehicle, revenue by booking source, outstanding balances and fleet utilisation, giving you the financial intelligence you need to track performance and plan for growth.
Integrated CRM: Know Your Customers Better
The CRM module in Speed CRS stores a complete profile for every customer, including their booking history, document records, payment history, any damage notes and all communications. You can segment your customer base, manage corporate account relationships and identify your highest-value customers. For hire businesses that want to build long-term customer loyalty rather than relying on one-off transactions, the CRM module provides a solid foundation for doing that well.
Human Resource Management
The HR module in Speed CRS helps you manage your team alongside your fleet. Record employee details, manage contracts, track working hours, handle leave requests and maintain compliance documentation for all staff. For growing hire businesses where managing people is becoming as complex as managing vehicles, having HR integrated into the same platform simplifies operations significantly.
Workshop and Maintenance Management
The workshop module links your vehicle maintenance activity directly to your fleet availability calendar. When a vehicle goes into the workshop, it is automatically marked as unavailable for hire. Job cards, parts costs and technician time are all recorded against the vehicle record. This gives you a clear picture of your true maintenance costs and prevents vehicles being allocated to bookings while they are still being serviced.