Fleet utilization and profitability calculator for rental vehicles

For each vehicle and date, assign rented, available, maintenance, damage, administrative block or not-in-fleet. Sum rented, available and blocked days for the analysis period.

Use a documented rule for partial days and same-day turnaround. Apply it consistently across vehicles and months.

Calendar utilization uses all owned days; sellable utilization uses rented plus genuinely available days. Revenue per available day divides completed rental revenue by sellable days.

Exclude refundable deposits from revenue and treat cancellations consistently. Use completed rental revenue to avoid comparing collected cash for future rentals with work already delivered.

Subtract costs attributable to the vehicle: maintenance, cleaning, delivery, payment or channel fees, insurance allocation, registration, financing and depreciation according to the shop's accounting policy.

Keep contribution separate from accounting profit if not every overhead is allocated. The calculator supports decisions but does not replace financial statements or professional accounting advice.

Test the effect of five more rented days, a higher daily price, fewer maintenance blocks or a different channel mix. Change one assumption at a time and note the capacity required.

Do not buy another vehicle only because a class reached high sellable utilization. Check lost qualified demand, seasonal duration, cash requirement and whether existing downtime can be recovered first.

Review every vehicle against the same operational states: available, reserved, active, returning, inspection, maintenance or blocked. Confirm that the public availability and the team's next action match the real physical vehicle.

Record mileage, condition, downtime and revenue at consistent moments. A vehicle that looks busy may still perform poorly after maintenance days, turnaround time and unpaid balances are included.

Compare vehicles within similar classes and seasons. Track available days, rented days, completed revenue, direct costs and unexpected downtime rather than relying on a general impression of which model is popular.

Keep the reason for every block or maintenance event. Over time, recurring causes reveal which vehicles, suppliers or operating practices are reducing capacity.

Create a BikeYa account, add the vehicles, photos, prices and booking rules, and the online rental shop is ready to share in minutes. Each business gets its own shop URL: place it on Google, the business website, Instagram, TikTok, Facebook, WhatsApp, email and partner messages so interested customers reach real vehicles instead of another unstructured chat.

BikeYa also creates a QR code for the shop. Print it at the counter, place it on a vehicle, flyer, hotel desk or partner material, or share the image through social media. A customer scans the code, opens the shop, checks real-time availability and prices, and submits the booking request from a phone.

The mobile app immediately notifies the shop about new web requests and customer messages, then alerts the team to rental changes, starts and scheduled returns. For the rental record, BikeYa automatically generates a rental summary or receipt with the customer, vehicle, dates, charges and recorded payments. The shop's terms and conditions are easy to customize and are included with the rental document.