Car rental software in Cameroon Know what every car earns and what every driver owes.
For rental agencies, chauffeur-driven hire and owners who put drivers on versement. Bookings that cannot clash, a signed photo record at every hand-over, the return bill worked out for you, daily or weekly versement with arrears, and an alert before any paper expires. Fleet tracking, maintenance, chauffeurs and the books sit in the same system.
- The driver says he will bring the versement tomorrow. It has been 'tomorrow' for two weeks.
- The client swears the scratch was already there, and you have no photo to prove otherwise.
- Nobody noticed the visite technique had expired until the car was stopped at a checkpoint.
A web login to one of our demo accounts, already filled with sample data. Nothing to install.
Car rental software in Cameroon: an edition of Fiap Systems, the all-in-one business management platform for African SMBs. It combines 22 modules built for this trade with 17 business modules shared by every edition, on web, mobile and desktop, priced in your local currency.
Six reasons to run your fleet on Fiap
Built around the keys, the papers and the money, not just a booking list.
No car or chauffeur booked twice
The server re-checks the dates at the moment a booking is saved, so two desk agents cannot rent out the same car. A chauffeur cannot hold two overlapping trips, and a car out on versement cannot be rented to a client.
A signed photo hand-over on the phone
At check-out and at return, staff photograph the car, mark damage on a diagram, record kilometres and fuel, and the client signs on the screen. The record cannot be changed afterwards and can be shared by link or QR code.
The return works out the bill
Extra kilometres, missing fuel, late days and damage are charged from the figures recorded at hand-over. The deposit refund can never exceed what the client actually paid.
Versement contracts for your drivers
Daily or weekly dues with rest days and a grace period, arrears worked out for you, the guarantor and their ID on file, and an optional rent-to-own price. The owner is emailed when a driver falls behind.
No paper expires unnoticed
Insurance, visite technique, carte grise, vignette and transport licence for every car, plus chauffeur and renter licences, colour-coded on screen. The owner gets an email alert 14 days before anything expires.
Keep or sell, car by car
Each car's revenue is set against its maintenance, damage and insurance costs and how often it goes out, and gets a verdict: keep, sell, review or idle.
Fiap vs WhatsApp + notebook
Most rental businesses run on phone calls, a WhatsApp group and a notebook. Here is what changes.
Keep WhatsApp for talking to your clients. Let Fiap keep the cars, the papers and the money.
Your data stays yours
The cars, the deposits and the renters' papers are what a rental agency has to protect. These are the controls built into Fiap, not promises on a brochure.
Walled off from every other business
Your records belong to your account alone. Every sign-in carries your account, the server reads and writes only inside it, and a request without one is refused and logged as a critical event. A desktop computer can only ever sync its own account, and cannot raise anyone to platform administrator or switch on modules you have not taken.
Each role sees its own work
Owner, admin, manager, staff, accountant and driver each get their own rights. A chauffeur sees only the trips they drive, never the rest of the bookings, and the agreement PDF that carries a renter's licence and ID numbers is limited to hand-over staff and booking editors. You can take a single right away from one person, or give one extra right from a safe list.
Each agency sees its own
Staff assigned to an agency see its cars, bookings, receipts and hand-overs, plus the cars and records you keep for the whole business. Another agency's records stay out of reach, even when they search.
Every change on the record
Who did what and when, with the before and after. The database itself refuses edits to the audit trail, and each entry carries a seal that can be rechecked from the audit-log screen. Signed hand-overs cannot be changed once saved, and payouts to chauffeurs and car owners, versement payments and voids each leave their own entry.
Passwords and keys locked away
Passwords are stored as one-way hashes, repeated wrong passwords lock the account for a while, and sign-in sessions rotate so a stolen session is detected and cut off. Your mobile-money merchant keys and mail password are encrypted (AES-256-GCM) and never copied to a desktop computer.
Watched around the clock
An automatic monitor checks the database, the mailbox, mobile-money payments, the books, scheduled jobs and desktop sync every minute, day and night. It emails the Fiap team when something goes wrong and applies a few safe fixes on its own, such as retrying stuck messages or re-running the ledger check. Your data is backed up every day.
Everything in the car rental edition
Fleet management
Keep every vehicle in one register: make, model, year, registration number, VIN or chassis number, category, fuel, gearbox, seats, mileage, photos and status (available, rented, maintenance). Set daily, weekly and monthly prices per vehicle category. Where a GPS tracker is fitted, follow each car in real time on the fleet map.
Bookings & reservations
Check which cars are free on the dates asked, assign a car to a customer and follow each booking from reservation to active rental to return. The rental charge is worked out from the duration and the vehicle category, with a live bill preview, and the server refuses a booking that overlaps another. Customers can also find your fleet and request a booking from the public Fiap Discover mobile marketplace, paying by mobile money (MoMo, Orange Money).
Customer profiles
Keep customer records with contact details and rental history. The driving licence (number and expiry), a second ID and an emergency contact are recorded at every hand-over. Build loyalty by tracking repeat customers and offering them a personal discount or VIP treatment. Mark a renter VIP, keep their licence and ID on their profile, and record that staff saw the original papers: the check stays valid only while those details are unchanged, and the hand-over marks the licence verified only when it matches.
Vehicle papers & expiry alerts
Record the insurance, visite technique, carte grise, vignette and transport licence of every car, with each paper in force shown green, amber or red. The owner gets an email alert 14 days before a paper, a chauffeur licence or a renter licence expires.
Chauffeurs & driver pay
Manage your pool of drivers for chauffeur-driven hire: licences, availability and assignments. Link a driver to a booking; a driver who already has a trip at those times is refused. Each driver has a pay rule (per day, per trip, a percentage of the booking, or a mix), and wages or commissions are calculated from completed trips. Paying a statement records the expense in the books, and a trip can never be paid twice. A driver's own login shows only the trips they drive.
Damage tracking & inspections
Log vehicle condition before and after every rental: photos taken on the phone, damage marked on a car diagram, kilometres and fuel, and the customer's signature. The record cannot be altered afterwards and can be shared by link or QR code. Track new incidents with severity and repair cost, hold the security deposit and charge repairs on the return bill, so disputes are settled with evidence.
Checkout & returns
Record the odometer reading, fuel level and vehicle condition at every hand-over and return; the odometer can never go backwards. Extra kilometres, missing fuel, late return (1.5 times the daily rate per late day) and damage are charged from real numbers, so nothing slips through and every deposit deduction is backed by evidence.
Versement contracts
For owners who hand a car to a driver for a fixed daily or weekly sum (Yango-style). Set the amount, rest days and grace days, record the guarantor with their phone and ID, and optionally a rent-to-own price that ends the contract once it is paid. Arrears and credit are worked out for you. A payment is never edited: a mistake is voided and reversed in the books.
Fleet tracking (GPS)
Register each GPS tracker against a car with its own secure key, then see the latest position of every car on a live map. Works today with trackers or tracking platforms that can send positions to a web address, in our format or through Traccar forwarding. Connections for local tracking providers are being added as their technical documentation arrives.
Vehicle maintenance
Schedule servicing, repairs and inspections, and keep each car's repair history and costs. Set reminders for oil changes, tyres and inspections by mileage or by date. A car in the workshop is off sale until the job is closed, so your fleet stays safe and breakdowns are fewer.
Billing & invoicing
Produce a detailed, branded bill on the spot: rental fees, additional driver charges, insurance or damage-waiver cover sold as an extra, tax, discounts and late return penalties. Take cash, card, bank transfer, MTN MoMo or Orange Money, track part-payments and print a receipt showing total, paid and balance, or share it by link and QR code. A booking paid partly in cash and partly by card or MoMo keeps each part with its own payment method, so the day report adds up per tender.
Rate plans
Set a daily price per car or per category, with weekly and monthly prices that apply by themselves when the rental is long enough. Add a one-way fee, a mileage cap with a price per extra kilometre, a fuel policy and a deposit on each booking.
Extras & add-ons
Offer child seats, GPS units, additional drivers and other extras priced per day on each booking. Add-ons flow straight onto the invoice, turning every rental into an opportunity for extra revenue. Sell an extra as a damage waiver with an excess: a renter who bought it pays at most the excess for damage found at return, while the full repair cost is still recorded against the car.
Fleet analytics
Dashboards that show revenue against the previous period, fleet utilisation, cars out, overdue returns, revenue per vehicle and your top-earning vehicles at a glance. Spot idle days that are costing you money, compare booking patterns across the week and see which vehicle categories deliver the best return. Export any report as PDF or CSV for meetings or tax preparation.
Keep-or-sell report
For any period, each car's revenue, amount collected and outstanding are set against its maintenance, damage and insurance costs, with days rented and utilisation. Every car gets a verdict: keep, sell, review or idle.
Client blacklist
Flag problem renters so they never slip past the front desk again. A blacklisted customer is kept out of the booking form and refused by the server, even when they come back as a new customer record, protecting your fleet from repeat late returners, non-payers and reckless drivers.
Online booking page
Your own booking page on the web, plus your listing in the Fiap Discover phone app. Customers choose dates and a car, see the price and can pay by MTN MoMo or Orange Money. Every request waits for your staff to confirm, and open requests are capped per phone number and per day so nobody can block your fleet.
Multi-location control
Manage several rental branches from one dashboard. Each location runs with its own fleet, staff and branding, while headquarters gets consolidated reporting across every branch. Open new pick-up points in minutes, compare performance by location and keep full oversight without switching systems. The branch report puts your agencies side by side, and the booking-pattern report shows bookings and revenue by weekday of pick-up.
Owners' cars (consignment)
Rent out cars that belong to other owners and keep your commission. Set the terms per car, a share of the rental revenue or a fixed amount per day, and charge repairs, damage and expenses to the owner, never above what they cost. Each period you get the owner's statement: rentals, versement payments, your commission, the charges and what is owed, as a PDF in English or French that you can email. The payout posts to your books, and a rental or a charge is never paid out twice. Damage, fuel, late return and other return charges go to the car's owner in full, without commission; mileage over the allowance counts as ordinary rental revenue.
Rental agreement PDF
Print the rental agreement for any booking as a PDF in English or French, with your letterhead (or the agency's own branding), the booking's figures as stored, the standard clauses on use, fuel, mileage, late return, damage, waiver and deposit, and your own clauses added at the end.
Owner app on the phone
The Fiap app on Android shows the owner the day: money collected by payment method against yesterday, rental balances, deposits held, what is owed to private car owners, cars out, pick-ups, returns and overdue cars, papers expiring and maintenance due. Reports over 7 or 30 days split revenue between rental days, mileage, damage, fuel and extras, show your top cars, your own cars against owners' cars, and chauffeur trips and pay.
API and webhooks
Connect your own website or tools. Each integration gets its own API key with only the rights you choose; keys are stored hashed, can be rotated or revoked, are rate-limited, and every call is logged. Read bookings and customers, and receive signed webhooks when a booking or a payment comes in. Available as an option.
Plus everything every business gets
Staff, payroll, expenses, accounting, automation and the assistant: the same shared core in all eight Fiap editions.
- Staff & role management
- Staff attendance
- Payroll
- Expense tracking
- Double-entry accounting
- AI business assistant
- Workflow automation
- Internal messaging
- Document management
- Notifications & alerts
- Audit trail
- Leave management
- Shift management
- Performance reviews
- Announcements
- Settings & branding
- Offline desktop app
What each one does
- Staff & role management
- Built-in roles including Owner, Admin, Manager, Staff, Cashier and Driver, each with its own access. Cashiers log in with a quick PIN for fast shift changes. Control exactly who can see, edit or manage each part of the system, keeping sensitive data safe. Owners and admins can also take a single right away from one person, or give one extra right from a safe list, and every change is logged.
- Staff attendance
- Record clock-in and clock-out times for every employee with late arrivals detected automatically. Get attendance reports by day, week or month, with the data fed directly into payroll. No more paper timesheets. Staff can clock themselves in and out on the server's clock, not the phone's, and the attendance report totals each person over any period, by department.
- Payroll
- Calculate salaries with deductions, bonuses, tax withholdings and employer and employee contributions. Get an accurate net salary every pay period and a professional pay slip for each team member. Overtime hours are paid at each person's own rate and, if you switch the rule on, absences not covered by approved leave and late arrivals from the attendance register come off the pay as separate lines on the payslip.
- Expense tracking
- Record and categorise every expense: rent, utilities, salaries, supplies, transport, marketing, maintenance, taxes and insurance. See where your money goes with filterable, exportable reports.
- Double-entry accounting
- A full chart of accounts covering assets, liabilities, equity, revenue and expenses. Journal entries are checked so debits equal credits, move from draft to posted to voided, and feed financial reports that show the health of your business. For your accountant: the bilan and compte de résultat in the SYSCOHADA format, and the journal, general ledger and trial balance exported for Sage or Ciel. A cash-flow statement is drawn from the posted entries too.
- AI business assistant
- Ask about your bookings, fleet or renters in plain language: "Which vehicle earned the most last week?" or "How many cars are free this weekend?" The assistant remembers the conversation and asks for your approval before it changes anything.
- Workflow automation
- Set up if-then rules that run when something happens. When a new booking is created, notify the manager. When a vehicle is due for maintenance, raise a service reminder. Let the system handle the routine so your team can focus on renting cars.
- Internal messaging
- Direct messages and group chats with your team, with files and images, and unread badges so nobody misses an important conversation, at the counter or across town.
- Document management
- Upload, store and organise your business documents by category. Generate documents from templates for invoices, receipts, contracts and more, all in one searchable place.
- Notifications & alerts
- Automatic alerts for upcoming returns, overdue rentals, vehicles due for maintenance and daily revenue summaries. Notifications follow the location, so each branch sees what matters to it.
- Audit trail
- Every action is logged with the user, what changed (before and after) and the exact time. Filter by feature, user or date range to investigate any activity. The database itself refuses edits to an audit entry, and each entry carries a seal that the audit-log screen can recheck.
- Leave management
- Annual, sick, maternity, paternity and unpaid leave with an approval workflow. Leave balances are tracked automatically, so managers decide with full sight of who is available.
- Shift management
- Define morning, afternoon and night shifts, assign employees by date and see the schedule in a calendar so coverage gaps are easy to spot.
- Performance reviews
- Structured reviews with ratings, written comments, goals and review periods, building a performance history that helps you develop and keep your best people. Build your own review criteria with weights that add up to 100, score each one, and follow each goal through to achieved or missed.
- Announcements
- Broadcast to all staff or to specific teams and branches. Set a priority, pin critical updates to the top and add an expiry date so outdated notices clear themselves.
- Settings & branding
- Your brand name, logo, favicon and main colour, your currency, timezone and language (English or French). Every receipt, report and screen carries your brand.
- Offline desktop app
- The Windows desktop app keeps working with no internet. From desktop version 1.3.0 it is a full two-way copy of your account: your business screens work offline, and what was done on the computer and in the cloud comes together when the connection returns, with money posted once and stock counted once, even when two computers worked offline at the same time. Actions that need the internet by nature, such as a mobile-money request or sending an email, work from the desktop while it is online and say so when it is not.
A price list built for your trade
Every industry is priced on what actually drives its work. Prices are shown in US dollars and in your local currency.
Car rental & fleet prices
For car rental companies and fleets. Priced per vehicle.
Up to 10 vehicles
- Up to 10 vehicles
- Web + Mobile + Desktop
- Automatic backups
- Free updates
- Desktop app for 1 computer (connects at least every 14 days)
11 to 30 vehicles
- 11 to 30 vehicles
- Web + Mobile + Desktop
- Automatic backups
- Free updates
- Desktop app for 1 computer (connects at least every 14 days)
31 to 75 vehicles
- 31 to 75 vehicles
- Web + Mobile + Desktop
- Automatic backups
- Free updates
- Desktop app for 1 computer (connects at least every 14 days)
Every cloud plan includes the web and mobile apps, the desktop app (1 computer unless your plan states more), automatic backups and free updates.
Prices exclude onboarding, installation, training and support, which are quoted separately.
Your questions, answered
What is Fiap Systems Car Rental?
Fiap Systems Car Rental is an all-in-one car rental management platform that combines fleet management, bookings and reservations, vehicle maintenance, and damage tracking with signed photo inspections in one system. It also covers vehicle papers with expiry alerts, chauffeurs and their pay, versement contracts for drivers, customer profiles, billing and invoicing, and double-entry accounting, so a rental business runs from a single dashboard.
How is this better than WhatsApp and a notebook?
A notebook records who took which car. Fiap also refuses a booking that clashes, keeps a signed photo record of every hand-over, works out the return bill, tracks each driver's versement and arrears, and warns you before a paper expires. Keep WhatsApp for talking to your clients; let Fiap keep the cars, the papers and the money.
Can I try it before paying?
Yes. Ask for a demo login and we give you access to a demo rental business on the web, already filled with sample data. There is nothing to install.
Does it handle drivers on versement?
Yes. A versement contract links a driver to a car with a daily or weekly amount, rest days, a grace period and a guarantor. Fiap works out what is due, what has been paid and the arrears, and emails the owner when a driver falls behind. A contract can also be rent-to-own: it ends once the agreed price is paid. Every payment is recorded in the books, and a mistake is voided, never edited.
Does fleet tracking work with my GPS tracker?
Fleet tracking works today with trackers or tracking platforms that can send positions to a web address, either in our format or through Traccar forwarding: each tracker gets its own key and each car appears on the live map. Connections to local tracking providers are being added; we need each provider's technical documentation, so tell us which provider you use.
Does the car rental system work offline?
Yes. The Offline plus Cloud Sync edition keeps bookings, the fleet and billing working with no internet, then syncs automatically once you are back online. From desktop version 1.3.0 the desktop is a full two-way copy of your account: vehicle papers, signed hand-overs with their photos, chauffeurs and their pay, versement contracts and payments, owners' cars and their payouts, damage waivers and rental agreements work offline too, and the last seven days of GPS positions are on the desktop. A trip is paid to a chauffeur once and a payout is made once, even when two computers worked offline. Things that need the internet by nature, such as a mobile-money request, live GPS positions or emailing a statement, work from the desktop while it is online and say so when it is not. There is also an Offline Standalone edition that runs entirely on your own computers and needs no internet connection at all.
What currencies is the car rental system priced in?
Pricing is shown in your local currency, including FCFA, Naira, Cedi, Rand, Kenyan Shilling and more, detected automatically for your location. Renters can pay by mobile money such as MoMo and Orange Money, as well as cash, card and bank transfer. Customers can also find your fleet and book online, on your own booking page or through the Fiap Discover mobile marketplace, paying with mobile money at the time of booking.
Does it track the fleet and log vehicle damage?
Yes. Fleet management keeps every vehicle with make, model, registration, VIN and status, plus daily, weekly or monthly pricing per category, and cars fitted with a compatible GPS tracker show in real time on the fleet map. Damage tracking logs vehicle condition before and after every rental with photos, a damage diagram and the customer's signature, holds the security deposit and charges repairs, keeping a transparent record to resolve disputes.
I also run a garage. Can Fiap handle the repair jobs?
Yes, as an option. Garages and repair shops use Fiap's workshop job cards, which come with the shop edition: the customer, the vehicle with its plate and mileage, the complaint and the diagnosis, labour and parts from stock, an estimate the customer approves, then one invoice at the till. Tell us about your setup and we will show you how it fits.
Can it manage multiple rental branches?
Yes. Multi-location control manages several rental branches from one central dashboard, each with its own fleet, staff and branding. Headquarters gets consolidated reporting across every branch, and you can open new pick-up points in minutes and compare performance by location.
Other industries we support
See your fleet in a demo account
Ask for a demo login and try a rental business already set up with sample cars, bookings and customers. It runs in your browser, nothing to install.