Car rental software should show at any moment which vehicle is available, accept bookings online, calculate the price correctly and cover your obligations to AADE (the Greek tax authority). If a car rental system can't do these four things, you'll keep working with Excel, phone calls and notes. Below is the checklist we use when we talk to rental companies.
1. A fleet availability calendar
The foundation of any fleet management system is a calendar that shows every vehicle, every booking and every gap. Check that:
- you can see the whole fleet on one screen, by day and by week
- you can group vehicles into categories (economy, SUV, van)
- the system automatically prevents double bookings
- vehicles that are off the road for service or a roadworthiness test (KTEO) are clearly shown
2. Online bookings from your own website
Booking platform commissions are the biggest cost for many small companies. A booking form (booking engine) on your own website turns part of those bookings into direct sales. Ask whether the form:
- reads fleet availability in real time
- accepts a deposit or full payment by card
- works properly on mobile, where most searches happen
- is available in Greek and English
3. Seasonal pricing
In Greek tourism, the same vehicle category can cost several times more in August than in April. The software should apply the right rate automatically based on the dates, with no manual calculations, and support rates for holidays and special periods.
4. Rental agreements, handovers and damage records
Most disputes with customers are about damage. Good software generates the rental agreement from the booking details and lets you add photos and notes at pick-up and return, so there is a complete history for each vehicle. Choose an app that works on your staff member's phone at the handover point.
5. Payments and deposits
Check which payment providers the system supports (for example Viva or Nexi) and whether you can see on one screen what has been paid and what is outstanding for each booking.
6. AADE compliance: myDATA and the digital customer register
Since 1 July 2025, car and motorcycle rental businesses in Greece have been required to join the digital customer register (psifiako pelatologio), which records every rental electronically. On top of that, invoices and receipts are transmitted to myDATA. Software that covers both from the booking data itself saves you from double entry and errors. Always confirm your current obligations with your accountant.
7. Customer records, reminders and reports
- rental history and preferences for each customer
- automatic reminders for service and roadworthiness tests (KTEO)
- usage and revenue reports per vehicle, so you know which vehicles are worth keeping
8. Cloud, support and cost
Cloud software works from any computer or phone, with no installation and no local backups. Before you decide, ask for:
- a clear monthly price and what it includes (booking form, payments, users)
- support in Greek, especially during the season
- help moving your fleet, rates and customers from your old system
- a demo with your own vehicles and scenarios
Checklist at a glance
| Feature | Why it matters |
|---|---|
| Availability calendar | Zero double bookings |
| Online booking engine | Direct bookings with no commission |
| Seasonal rates | The right price with no manual calculations |
| Agreements and damage records | Fewer disputes with customers |
| Online payments | Deposits and fewer no-shows |
| myDATA and customer register | Compliance without duplicate work |
| Cloud and mobile | Work from the office and the handover point |
How Ridebly covers it
Ridebly's car rental software combines an availability calendar, dynamic pricing, rental agreements, damage records, online bookings and payments through Viva or Nexi in a single Greek cloud platform. If you also run transfers, see our tourist transport software or how Ridebly works, step by step. For what to look for in transfer, van and minivan software, read our guide to choosing transfer software.