Turn Vehicle Substitutions Into Tracked, Costed Data
Every time a customer drives off in a different class than they booked, this app captures the swap — ACRISS-based direction, reason and cost impact — so nothing disappears into a note.
The problem
Front-desk agents hand out a different vehicle class than the one booked almost every shift — the reserved car is unavailable, a mechanical issue forces a downgrade, or a goodwill upgrade keeps a customer happy. Today that swap gets scribbled into a free-text note or an offline spreadsheet, so managers cannot search it, finance cannot cost it, and auditors cannot verify why the delivered class did not match the booking.
The solution
Car Rental Upgrades & Fleet Substitution gives every swap a structured record: the booked and supplied ACRISS class, an automatically derived upgrade, downgrade or lateral direction, a reason code, and the rate difference and compensation tied to it. A Draft to Confirmed to Done workflow, bulk actions and built-in analytics turn a disappearing note into an auditable, reportable fact.
Everything a rental desk needs to track a swap
Every capability below is implemented in the module.
ACRISS-Based Class Comparison
Every substitution compares a controlled booked ACRISS class against the supplied class, using the industry-standard four-letter vehicle-class taxonomy instead of free text.
Automatic Upgrade/Downgrade Direction
Each ACRISS class carries a rank, so the app automatically classifies every substitution as an upgrade, downgrade or lateral move by comparing ranks — no manual tagging required.
Reason & Cost-Impact Tracking
Capture why a substitution happened alongside the rate difference and compensation, with a computed net cost so finance always has a defensible figure per record.
Draft to Confirmed to Done Workflow
Button-driven status transitions give every substitution a controlled lifecycle, so agents and managers always know what is pending versus settled.
Bulk Status Actions
Select multiple substitutions from the list and confirm, mark done, or reset to draft in a single action — no repetitive one-by-one clicking for high-volume branches.
Rental Agreement Smart Button
A stat button on every rental agreement opens its full substitution history in one click, keeping agents in a single workflow and surfacing repeat substitutions.
Substitution Dashboard & Analytics
Graph and pivot views break down substitution volume, upgrade/downgrade ratio and cost by month, agent and reason, so managers get answers without manual filtering.
Visual Direction Indicators
Upgrade, downgrade and lateral swaps are color-coded on list and kanban views, so staff read the direction of every substitution at a glance.
Complete Audit Trail
Chatter tracking, internal notes and scheduled activities on every agreement and substitution give finance and dispute resolution a full record of who changed what and when.
How it works
Log the Agreement
Record the rental agreement with the customer, agent and booked ACRISS class when the reservation is made.
Capture the Substitution
When a different vehicle is supplied, open a substitution from the agreement and record the supplied class, reason and cost impact.
Confirm & Settle
The direction, net cost and status move through Draft, Confirmed and Done — individually or in bulk — as the swap is settled.
Review the Trends
Managers check the dashboard and pivot views for substitution volume, direction ratio and cost totals by agent, reason and month.
Frequently asked
No sales fog. If your question isn't here, email us and we'll answer it the same way.
No. It is a self-contained substitution tracker with its own lightweight rental agreement anchor. It is designed to sit alongside your reservation, invoicing and fleet-maintenance systems and own the substitution sub-workflow specifically.
Buy it on the Odoo App Store
Purchase, download and install directly from the official Odoo Apps Store — you'll always get the latest supported build.
Car Rental Upgrades & Fleet Substitution
ACRISS-based class comparison, automatic upgrade/downgrade direction and reason and cost-impact tracking for every vehicle-class swap — linked to the rental agreement with a full audit trail.
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