Total visibility over every taxi, PCO and private-hire vehicle in your fleet.
Track real-time availability, mileage, depot assignment, MOT test expiry dates, and council roadworthiness from one central command screen. Cut vehicle downtime with automated service intervals.
| Vehicle & VRN | Depot Location | Assigned Driver / Agreement | Odometer & Telematics | MOT / Council Expiry | Status | Weekly Yield |
|---|---|---|---|---|---|---|
|
LD72 WXP
Toyota Prius 1.8 Hybrid Business TfL PHV Plate: #319401 • 2023 Reg |
London – Heathrow Yard Bay B-14 |
MK
Mohammad Kamran
PCO Rental • Auto-Pay OK
|
48,210 mi Live sync: 2m ago | MOT: 14 Oct 2025 TfL Test: Valid (182d) | On Rent | £245.00/wk |
|
OE23 GKV
Kia Niro EV 64kWh ‘2’ Manchester City Licenced • Electric |
Manchester Central Hub Depot Compound |
–
Unallocated – Inspection
Reserve requested: D. Miller
|
29,480 mi Battery SOH: 98% |
timer
MOT due in 9 days
Council inspection booked
|
Depot Yard (Audit) | £0.00 (-£38/d VOR) |
|
BV21 XRF
Skoda Octavia 2.0 TDI SE First Birmingham Licenced • Diesel EU6 |
Birmingham North Workshop Ramp 2 • WO #4892 |
TM
Tariq Mahmood
Courtesy MG5 EV issued
|
78,140 mi Clutch Flywheel Replacement | MOT: 28 Jan 2026 Plates Valid till Nov 25 | VOR (26 hrs) | £240.00/wk |
Zero Paperwork Handover
Tablet check-in • Digital condition report • Timestamped photos
Grounded cars don’t make money. Turn vehicles around in hours, not weeks.
From driver changeovers at London Heathrow to major 60,000-mile hybrid services in Manchester, Rentfleet standardises the entire depot journey.
Capture body scratch photos, fuel/charge level, and exact tyre depths directly into the rental record on return.
Every minute a vehicle spends in the workshop counts against lost rental revenue, alerting managers when parts delay releases.
Keep your licensed drivers driving. Swap an active agreement from a grounded Prius to an available Octavia in 4 clicks.
Why traditional fleet spreadsheets cost UK PCO operators £1,200+ per car each year.
Manual paper records and disconnected telematics create blind spots that lead to missed MOT dates, groundings by TfL compliance officers, and unbilled driver over-mileage.
- close TfL & Council Expiry Blindspots: Cars dispatched with licences expiring tomorrow, risking immediate £1,000 operator penalty notices.
- close Unrecorded Yard Damage: Drivers dispute bumper scratches because handwritten inspection carbon sheets have gone missing.
- close Endless Workshop Idle Time: Cars sit in ramps for 6 days waiting for brake pads because no parts were ordered in advance.
- close Mileage Bleed: Private-hire drivers clock 1,400 miles/week on 800-mile contracts with no automated mileage surcharges.
- check Continuous DVLA & Council Sync: Automated alerts 30, 14, and 3 days before any MOT, council test, or tax expiry date.
- check Timestamped 360° Walkaround: Driver signs iPad digitally with high-res photo proof for every panel, tyre, and windscreen chip.
- check Real-Time VOR Clock & Parts Reordering: Live counter of repair downtime with pre-emptive booking linked straight to your suppliers.
- check Live CAN-Bus Odometer Sync: Instant telemetry matches mileage caps to driver invoices automatically every Monday morning.
Engineered exclusively for UK licensed fleet realities.
Every tool, metric, and automation is pre-calibrated to Transport for London and provincial licensing council standards.
Real-Time VOR Financial Clock
Assign hourly cost penalties when cars sit off-road. Track technician bottlenecks, delayed part supplies, and exact insurance repair liability timelines.
Live Odometer & Excess Billing
Connect directly via Geotab, Webfleet, or OBD tracking. Detect contractual mileage breaches instantly and trigger automated driver rent add-on surcharges.
TfL PHV & Council Expiry Guard
Lock vehicles automatically from allocation if the MOT, Council Fitness Certificate, or PHV licence has less than 72 hours before expiry.
Depot Compounds & Yard Gates
Manage allocations across London Heathrow, Manchester Airport hub, Birmingham, and regional storage compounds with gate pass check-ins.
Workshop Job Cards & Servicing
Track hybrid battery health checks, brake pads, tyres, oil filters, and council inspection prep with parts inventory and supplier PO tracking.
Vehicle P&L & Depreciation
Know the net profit per vehicle. Compare weekly rental yield against leasing finance payments, insurance allocation, and CAP/BCA residual valuations.
From scheduled service to active revenue in 5 automated stages.
Rentfleet coordinates fleet dispatchers, workshop mechanics, and PCO drivers without a single back-and-forth phone call.
Telematics Trigger
Mileage hits 10,000-mile interval or MOT approaches 21 days from expiry.
Courtesy Switch
System allocates backup licensed vehicle or coordinates replacement vehicle check-in.
Job Card & VOR
Depot ramp technician gets tablet checklist. Parts deducted from live stock.
Digital QA Sign-Off
Yard manager confirms roadworthiness, valeting, and uploads newly issued MOT certificate.
Active Pool Re-Entry
Vehicle unlocked on booking board. Live for immediate private hire dispatch.
Built specifically for UK private hire fleet operators.
Clear answers on compliance, hardware integrations, and migration from existing systems.
How does Rentfleet sync with DVLA and TfL licensing databases?
Rentfleet integrates directly with the DVLA Vehicle Enquiry Service (VES) API and TfL’s Public Register for Private Hire Vehicles. When you enter a UK registration mark (e.g. LD72 WXP), Rentfleet instantly populates make, model, engine size, tax status, and current MOT expiry date. Any status changes or MOT test results sync automatically every 24 hours.
Can we use our existing telematics and tracking hardware?
Yes. We provide native plug-and-play integrations with leading telematics hardware providers including Geotab, Webfleet, Quartix, Verizon Connect, and Samsara. Mileage readings, odometer sync, vehicle diagnostic fault codes (DTCs), and GPS location updates stream directly into your Rentfleet inventory board without changing trackers.
How does Rentfleet handle vehicles operating outside London under regional councils?
While Transport for London has specific 6-month inspection schedules, Rentfleet includes pre-configured compliance engines for over 80 UK licensing authorities including Manchester City Council, Birmingham, Leeds, Wolverhampton, and Glasgow. You can set bespoke council plate test intervals, badge validity, and local mechanical compliance testing rules per vehicle depot.
What is required to migrate from our current fleet spreadsheets?
Our UK onboarding team imports your entire fleet roster (VRNs, VINs, current drivers, weekly rent amounts, and deposit balances) within 24 hours. We reconcile active agreements and configure your depot yards so your operations team can start managing check-ins and handovers without any downtime.
Ready to optimize your taxi, PCO, and private-hire fleet operations?
Join hundreds of UK operators who eliminated paper condition sheets, cut vehicle downtime by 62%, and ensure 100% TfL and Council compliance.
UK Operator Guarantee
Live within 48 hours or free migration