The Problem: Launching Van Hire Without a Purpose-Built Platform
Peacock Van Hire is a new UK van rental business. They needed digital infrastructure from the outset — not a retrofit of phone diaries and paper. Without a dedicated system, every hire would depend on manual availability checks, separate payment chase-ups, emailed licence photos, and ad-hoc agreements — with no shared record staff and customers could both trust.
Generic booking tools did not cover UK hire specifics in one workflow — DVLA share codes, deposit holds, check-out/return inspections, and refundable vs non-refundable rate rules. Starting without a purpose-built platform meant real risk from day one: double-bookings and unclear fleet status, incomplete documents at pickup, deposits and damage disputes without a clear trail, and no live view of utilisation or revenue as the fleet grew.
No way for customers to self-serve a full hire — book, upload docs, sign, and pay — without staff hand-holding
Phone, walk-in, and online enquiries would otherwise live in separate notes with no single booking record
Document checks and rental agreements needed a place to verify, store, and resurface at the counter
Deposits, extras, and refunds needed a single payment log tied to each hire
Check-out and return condition needed structured inspections with evidence — not informal notes
Managers needed live utilisation, revenue, and fleet performance as the business scaled
The Solution: An All-in-One Car Rental Platform for Customers and Counter Staff
Peacock Van Hire CRM + Public Booking
AI 101 built a production van hire platform on dual hosts: customers book on the public site without creating an account; staff run the business on a secure CRM. The product connects live availability, document verification, e-signed rental agreements, Stripe card payments and deposit holds, payment links with QR at the counter, fleet status, and check-out/return inspections — so every hire has one record from enquiry to completed return.
Key Features
- Self-serve online booking: Customers pick dates and van size, upload licence and ID, sign the agreement, and pay by card — with live availability and automatic status emails
- Unified booking desk: Staff create Phone and Walk-in hires alongside Online bookings, then approve, mark incomplete, change vans/dates, or cancel with refund rules by rate type
- Payments & deposits in-flow: Stripe for rental and card deposit holds; payment links by email or QR; cash/card at the desk; refunds, damage deductions, and price adjustments on the same hire
- Documents & agreements: Verify or reject uploads, generate PDFs, e-sign or attach signed scans, and keep an activity timeline for the hire
- Check-out & return inspections: Mileage, fuel, photos, and damage markers drive van status and hire completion — with a clear evidence trail
- Fleet, customers & analytics: Van availability and MOT/insurance visibility, repeat-hirer CRM, enquiry inbox, and admin analytics for revenue, utilisation, and channels
Built for Secure, Realtime Rental Operations
A modern web stack with role-based staff access, private document storage, card payments, transactional email, and optional bot protection on public forms.
Technical Stack
The Results: One Hire Record — From Website Click to Clean Return
Built from scratch for launch, the platform gives Peacock a single hire lifecycle from day one — online booking through payments, documents, and clean return. Outcomes below are product capabilities confirmed in the shipped app.
Self-Serve Booking Without Accounts
Customers complete vehicle choice, details, documents, agreement, and payment online — no login required — with enquiry fallback when vans are unavailable.
Counter Ops in One CRM
Staff run Online, Phone, and Walk-in hires from one desk: approvals, docs, payment links/QR, notes, and lifecycle status through to completed return.
Deposits & Damage with a Clear Trail
Card deposit holds, settlement after return, damage deductions, refunds, and extras sit on the booking payment log — not in a separate spreadsheet.
Live Fleet & Management Visibility
Dashboard and realtime updates surface today's pickups and returns; analytics give admins revenue, utilisation, and channel insight across the fleet.
Key Takeaways
Purpose-Built Beats Generic Booking Widgets
Van hire needs UK-specific docs, deposits, inspections, and rate rules — not just a calendar embed.
Dual Surfaces, One Hire Record
Separate public book and staff CRM hosts keep customer UX simple while giving ops full control — without duplicating data.
Evidence at Check-Out Protects Both Sides
Structured inspections with photos and damage markers turn disputes into documented facts tied to the hire.
Channels Belong in One Workflow
Phone and walk-in must live alongside online bookings, or staff will keep a parallel paper process forever.
Still taking rental bookings by phone and chasing documents by email?
See how a purpose-built car rental platform can connect booking, payments, fleet, and inspections for your hire business.