Comparison
Rental Flow AI vs spreadsheets.
Spreadsheets feel free until you total the leaked revenue: unbilled overruns, invoices that don't match the contract, and intakes that eat half an hour. Here's the side-by-side.
| Capability | Rental Flow AI | Spreadsheets |
|---|---|---|
| Rental intake time | ~3 minutes, one screen | 20–30 minutes, manual |
| Driver licence capture | AI OCR autofill | Typed by hand |
| Digital agreements & e-sign | Branded, shareable link | Paper or PDF + email |
| Authorization & extension tracking | Per-rental, tied to invoice | Tracked in a cell |
| Inclusive day counting | Automatic, matches contract | Calculated by hand, drifts |
| Split invoicing (insurer + driver) | One click, no re-keying | Two invoices, re-typed |
| Per-vehicle profit & expenses | Live, by car | A single fleet blob |
| Fleet availability & calendar | Color-coded live grid | A separate spreadsheet |
| Walk-around damage evidence | Photos on the agreement | Photos in a folder |
| Referral source attribution | Per-rental leaderboard | Guessed |
| Multi-tenant security & audit | RLS + audit logs | Shared drive permissions |
Frequently asked
Is Rental Flow AI built for insurance replacement or retail rentals?+
Both. The same platform runs retail counter rentals and insurance replacement work, with type filters across list and board views. Authorization tracking, extensions, and split billing are built for replacement; the rest applies to any rental.
Can I migrate off spreadsheets without losing history?+
Yes. We import your vehicles, customers, and historical agreements during onboarding, and Premium includes guided onboarding so your team is live without a data gap.
Do invoices reconcile to the contract automatically?+
Yes. Billed dates, odometer, and day counts are derived from the agreement's pickup and return timestamps, so the invoice matches the contract by design — the main cause of insurer short-pays is removed.
Is my data isolated from other agencies?+
Yes. Every table is protected by row-level security scoped to your company. No agency can see another's rentals, customers, or invoices.
What does it cost compared to spreadsheets?+
Spreadsheets look free but cost you in leaked revenue and staff time. Rental Flow AI starts at $299/month — see pricing for the full breakdown.