Set the price, fees, and deposit
What this is
Section titled “What this is”This is how you set the defaults FleetLoop uses to price a rental: each vehicle’s daily rate, the standard fees your shop charges (late returns, fuel, damage, and so on), and the default security deposit amount. Setting these once in Settings saves you from re-typing them on every rental — though you can always override the daily rate and deposit on an individual rental if needed.
Before you start
Section titled “Before you start”- You need owner-level access — these are shop-wide settings, not per-rental choices.
- Decide on your daily rate strategy per vehicle (set individually when you add a vehicle) and the flat fees and deposit amount you want as your shop-wide defaults.
- Go to Settings, then find the Rental pricing & fees card and click Manage pricing & fees.
📸 Screenshot: Settings, showing the Rental pricing & fees card.
- Under Admin & collection fees, enter dollar amounts for the fees your shop charges: a citation admin fee, a damage admin fee, a repossession fee, and a late return fee (charged per day the vehicle comes back past the authorized return time). Leave any of them blank if your shop doesn’t charge it.
📸 Screenshot: The Rental pricing & fees page, Admin & collection fees section.
- Under Fuel, enter your refill rate per gallon and an optional flat fuel service fee — these apply when a vehicle comes back with less fuel than it had at pickup.
- Under Optional insurance, enter daily rates for any of the optional coverage products your shop offers (Loss Damage Waiver, Supplemental Liability Protection, Personal Accident Insurance, Personal Effects Coverage). Leave a product blank if you don’t offer it.
📸 Screenshot: The Rental pricing & fees page, Optional insurance section.
- Under Deposit, enter your Default deposit amount — the amount held against the renter at pickup. You can always hold a different amount on an individual rental; this is just the starting point.
- If your shop charges younger renters more, turn on Enable surcharge under Young renter surcharge and set the daily amount and the age threshold. This charge is always paid by the renter — insurance never covers it.
📸 Screenshot: The Rental pricing & fees page, Deposit and Young renter surcharge sections.
- Click Save changes.
How to know it worked
Section titled “How to know it worked”FleetLoop shows a “Rental pricing saved” message. The next time you create a rental or send a contract, these amounts fill in automatically — you’ll only need to type something different if a specific rental needs an exception.
If something goes wrong
Section titled “If something goes wrong”A field shows “Enter a dollar amount (e.g., 12.50) or leave blank.” Only numbers with up to two decimal places are accepted — remove any stray letters or symbols other than the decimal point.
The age or state fields show an error. The young-renter age threshold must be a whole number between 16 and 30, and venue/governing-state fields must be a 2-letter state code (for example, IL).
You can’t find this page. The Rental pricing & fees card only appears for shops with the rental product turned on — if it’s missing, your account may not have rentals enabled yet.