Online Car Rental / Trip Management System

Online Car Rental / Trip Management System

Online Car Rental / Trip Management System is a full-featured web application for running a car-rental and fleet business of any size – from a single-branch operator with a handful of cars to a multi-branch fleet with drivers, categories and rate plans. It covers the entire rental lifecycle: taking a reservation, checking a vehicle out with a security deposit, checking it back in, auto-drafting the invoice, collecting payment, and recording every expense, fine and maintenance job along the way.

Built on CodeIgniter 3 with a clean modular (HMVC) architecture, it runs on any standard PHP host. Everything a rental manager needs – reservations, invoices, payments, deposits, reports and financial summaries – is available out of the box from a single, easy-to-install package.

Live Demo: Online Car Rental / Trip Management System
Email: admin@example.com
Password: 12345

Key Highlights

• 25+ Modules covering the complete car-rental & fleet lifecycle
• PHP 7.4 – 8.5 compatible – runs on virtually any host
• MySQL / MariaDB – shared hosting friendly, no CLI or Composer required
• Full Reservation Lifecycle – reserve, confirm, check-out, check-in, close, cancel, no-show
• Double-Booking Prevention – enforced at the database level with row locking
• Security Deposits – hold at check-out, apply or refund at settlement
• Auto-Drafted Invoices – rental + extras + km overage + fuel + late fee, computed at check-in
• Roles & Permissions – menu-level access matrix per user group
• Audit Trail – every important change recorded with before/after values
• CSRF Protection – tokens on every POST form

All Modules

• Dashboard – KPI summary cards, fleet-expiry alerts and charts
• Reservations – full booking lifecycle with conflict prevention
• Calendar – month / week / day view of every booking
• Check-out / Check-in – odometer, fuel, deposit capture and return snapshot
• Rental Agreement – print-ready agreement per booking
• Invoices – auto-draft, edit, issue, void, print
• Payments & Deposits – part-payments, receipts, deposit apply/refund
• Rate Plans – hourly/daily/weekly/monthly, free-km + overage, car- or category-scoped
• Rental Extras – billable add-ons (GPS, child seat, driver…)
• Cars / Fleet – vehicle records with image, category, branch, daily rate, status
• Vehicle Categories – bookings target a category, car assigned at check-out
• Branches – pickup / drop-off locations
• Production – brand, model, fuel type and body type reference data
• Maintenance – service records, next-due tracking, workshop status flip
• Insurance – policies per car with expiry tracking
• Fuel Log – fuel fills per car, optional reservation link
• Damage – reports with photo, severity, charge-to-client
• Documents – file + expiry vault for car / driver / client
• Traffic Fines – charge to company / client / driver
• Clients – profiles, KYC, blacklist, login account
• Drivers – profiles, licence, salary, commission, login account
• Expenses – categorized operating expenses with a managed category list
• Reports – revenue, utilisation, profit/car, top clients, cash-flow, receivables, fines, payroll
• Notifications – in-app bell plus optional email / SMS reminder cron
• Roles & Permissions – per-group, per-menu access matrix
• Audit Log – who changed what, and when
• Settings – business info, currency, language, email, backup / restore
• Profile & Auth – login, password reset via email, self-service profile

Reservation & Booking Lifecycle

• Take a booking against a vehicle category, branch and date range
• Quote the rental portion from the matching rate plan
• Reserve → confirm → check-out → check-in → close, plus cancel and no-show
• Database-level double-booking prevention (car and driver) with row locking
• KYC guards: blacklist and driving-licence expiry block risky rentals
• Assign the specific car at check-out from the available fleet only
• Security deposit held at check-out, settled at invoice time
• Print-ready rental agreement
• Full month / week / day calendar of bookings
• Free-cancellation window with automatic cancellation-fee invoicing

Invoicing, Payments & Deposits

• Invoice auto-drafted at check-in: rental + extras + km overage + fuel shortfall + late fee
• Drafts are fully editable before issue
• Issue → record part / full payment → partial / paid
• Payment methods: cash, card, bank, mobile wallet, deposit
• Overpayment guard rejects amounts exceeding the outstanding balance
• Security-deposit apply or refund from the invoice page
• Damage repair costs and client-charged fines pushed onto the draft invoice automatically
• Void an invoice, print the invoice and payment receipts

Fleet Operations

• Maintenance / service records per car with next-due tracking
• Workshop status flip – a car in maintenance is hidden from bookings and check-out
• Insurance policies per car with expiry tracking
• Fuel log per car, optionally linked to a reservation
• Damage reports with photo upload, severity and charge-to-client
• Document vault (car / driver / client) with expiry dates and seeded document types
• Traffic fine management charged to company, client or driver
• Dashboard fleet-alert row: service due, policies and documents expiring soon

People, Expenses & Reports

• Client profiles with KYC (licence, NID/passport, date of birth) and blacklist flag
• Driver profiles with licence, hire date, salary and commission percentage
• Clients and drivers each get a login account (dual-write to the auth system)
• Categorized expense logging with a managed, editable category list
• Eight business reports, each with a period filter, CSV export and print
• Revenue by month, fleet utilisation, profit per car, top clients
• Income vs expense, receivables, outstanding fines, driver payroll
• Driver payroll = salary + commission on driven revenue − unpaid fine deductions

Security & Data Integrity

• Ion Auth library – industry-standard authentication
• bcrypt password hashing for user accounts
• CSRF tokens on every POST form
• Global XSS filtering on input
• Menu-level role-based access control (admin is a code-level superuser)
• Full audit trail: user, IP and before/after values on important changes
• Overpayment and negative-payment guards on every payment form
• Row-locked conflict checks so two bookings can never take the same car
• Server-side validation as the backstop behind client-side required-field checks
• Configurable encryption key and timezone via environment variables

Settings & Configuration

• Business info: system name, title, address, phone, email for documents
• Configurable currency symbol used across invoices and reports
• Timezone-aware datetimes (default Asia/Dhaka, override via env var)
• Multiple language folders (English strings ship enabled)
• DB-driven SMTP email settings for password-reset mail
• Booking-policy settings: free-cancellation window, cancellation fee, late fee, VAT
• Database backup & restore from the browser
• Searchable Select2 dropdowns and red-asterisk required-field validation everywhere

Technology Stack

• CodeIgniter 3.1.13 with HMVC
• PHP 7.4, 8.0, 8.1, 8.2, 8.3, 8.4, 8.5
• MySQL 5.7+ or MariaDB 10.2+
• Ion Auth, Bootstrap 3, jQuery, DataTables, Select2, CKEditor, FullCalendar, Morris.js

Server Requirements

Shared hosting compatible. No root access, Composer, Node.js, or CLI required. Upload via FTP, import the SQL, edit one config file – done.

What’s Included

• Full PHP source code (CodeIgniter 3 HMVC)
• SQL database file, ready to import
• All frontend assets (Bootstrap, jQuery, DataTables, Select2, FullCalendar, etc.)
• Sample data for testing
• Step-by-step installation documentation
• Standalone HTML documentation and live-preview pages

Change Log

v2.0.0 – 15 July 2026 (Current release – major update)

A large release that turns the original trip-booking tool into a complete car-rental and fleet-management platform. Dozens of new modules, a rebuilt framework foundation, and a long list of bug fixes and refinements.

New Features – Booking & Billing

• Full reservation booking engine – complete lifecycle (reserve → confirm → check-out → check-in → close, plus cancel and no-show), with check-out / check-in condition snapshots and a printable rental agreement.
• Double-booking prevention – database-level row locking rejects overlapping reservations for the same car or driver.
• Booking calendar – FullCalendar view of all reservations at a glance.
• Vehicle categories & branches – book by category and assign the specific car at check-out; manage multiple pickup / drop-off locations.
• Rate plans & rental extras – hourly / daily / weekly / monthly pricing with free-km allowance and overage charges, plus an add-on catalogue (GPS, child seat, etc.).
• Invoicing – invoices auto-draft at check-in (rental + extras + km overage + fuel + late fee), then edit → issue → part-pay → paid, with void and print.
• Payments – record part-payments against an invoice by cash, card, bank, mobile wallet or deposit, with a printable receipt.
• Security deposits – held at check-out, applied or refunded at settlement.

New Features – Fleet Operations

• Maintenance / service records – per-car service history with next-due tracking; a car in the workshop is automatically taken out of the bookable pool.
• Insurance policies – per-car policies with expiry tracking and alerts.
• Fuel log – per-car fuel fills, optionally linked to a reservation.
• Damage reports – photo upload and severity; repair cost can be charged to the client’s invoice.
• Document management – file + expiry attachments for cars, drivers and clients (registration, fitness, tax token, licence, NID and more).
• Traffic fines – record fines charged to the company, client or driver; client fines flow onto the invoice, driver fines into payroll.
• Car details page – tabbed view of a vehicle’s maintenance, insurance, damage, fuel and documents, with one-click move-to-workshop / back-in-service.

New Features – People, Access & Reporting

• Client & driver KYC – licence number and expiry, NID / passport, date of birth and a blacklist flag; expired-licence and blacklist checks block ineligible bookings.
• Human-readable client / driver codes – identifiers such as CLT-0111 and DRV-0021.
• Roles & permissions – a menu-level access matrix per user group so each role sees only what it may use.
• Audit trail – every important change recorded with user, IP and before/after values, with a filterable viewer.
• Reports – eight reports (revenue, fleet utilisation, profit per car, top clients, income vs expense, outstanding fines, driver payroll and more), each with period filter, CSV export and print.
• Notifications – in-app notification bell in the header, plus an optional email / SMS reminder engine (return reminders, licence / insurance / document expiry alerts) and an automated nightly database backup.
• Managed expense categories – maintain the expense-category list from the UI instead of a hard-coded array.
• Email (SMTP) settings – mail configuration is now managed from the Settings screen.

Improvements

• Rebuilt on CodeIgniter 3.1.13 (HMVC) and verified on PHP 7.4 through 8.5 – runs on virtually any modern host.
• CSRF protection enabled on every POST form.
• Searchable dropdowns everywhere – every select field is now a type-to-search Select2 widget.
• System-wide required-field UX – a red asterisk and inline validation message on every required field, on both admin and login pages.
• Correct time-zone handling so late fees and daily pickup widgets read local wall-clock time.
• Built-in database backup & restore from the Settings screen.

Bug Fixes

• Driver creation failed silently on submit (a broken validation rule) – drivers can now be added again.
• Editing a client no longer resets their login password to a default value; a blank password field now keeps the existing password.
• Editing a driver with a blank password field no longer wipes the stored password.
• Deleting a client or driver now also removes their login account, so removed people can no longer sign in.
• New clients no longer get a shared default password – the admin sets each client’s password (with confirmation) on the create form.
• Edit forms now pre-select the record’s saved dropdown values (brand, model, fuel, body, client, car, driver) instead of always showing the first option.
• Expense date is now saved correctly.
• Numerous smaller stability and PHP 8 compatibility fixes across the codebase.

v1.0.0 – December 2017 (Initial release)

• First public release.
• Core trip / booking management for cars, drivers, clients and trips.
• Expense and basic payment tracking.
• Admin dashboard with clients, trips, cars and drivers overview.
• User authentication with admin, driver and client roles.

Thank you for choosing Online Car Rental / Trip Management System. For any questions or issues, reach out through the support page or contact us at chaoscoding404@gmail.com, and we will get back to you as soon as possible.