Income and Expense Tracking
for Car Rental Business

Ownima includes a finance section for vehicle rental businesses. It helps you track rental income, add business expenses and quickly understand the financial result for a selected period.

Note: the screenshots in this guide are shown in English. The interface is available in the following languages: Russian, English, Thai, Portuguese, Spanish, Indonesian and Vietnamese.

Step 1.

Understand what the “Finances” section is used for

The “Finances” section is designed for internal management accounting in a rental business.

It helps the owner or administrator see the general financial picture: how much the business earned, how much was spent and what amount remains after expenses.

Income transactions are created automatically by the system when a vehicle is handed over to a customer under a reservation.

Expense transactions are added manually. These can include vehicle maintenance, repairs, insurance, office expenses, salaries, contractor services and other costs related to running the rental business.

Note: the “Finances” section does not replace official accounting and does not calculate taxes. Questions about taxation, reporting and mandatory payments should be clarified with a local accountant, tax consultant or government authorities in your country.

Step 2.

Open the “Finances” section

To open financial accounting, tap “Finances” in the bottom menu of the app.

The main screen shows a financial summary for the current month:

• “Total”. The final result for the selected month.
• Income. Total income for the selected month.
• Expense. Total expenses for the selected month.
• Transaction list. A list of all financial operations for the selected month.

By default, the system shows data for the current month.

To view another period, tap the name of the current month and select the required month.

You can also filter transactions by type:

• “Income”. Shows only income transactions.
• “Expense”. Shows only expense transactions.

 

Step 3.

Check income transactions

An income transaction cannot be created manually without a reservation.

It is created automatically when the vehicle is handed over to the renter and the reservation status changes from “Confirmed” to “Collected”.

The rental administrator does not need to take any additional action. When the vehicle is handed over to the customer, the system automatically adds the income transaction to the “Finances” section.

The income transaction shows the rental amount for a specific reservation. This helps you track actual income from vehicle rentals.

Note: if the reservation is cancelled after vehicle handover, for example if the customer immediately refuses the vehicle, the related financial transaction will be removed from the income list.

Step 4.

Add an expense transaction

Expense transactions are added manually by the rental business administrator.

To add a new expense, tap “+” in the top right corner of the screen.

The expense transaction form will open.

Fill in the fields:

• Operation type. For example maintenance, repair, salary, office, insurance or another expense type.
• Amount. Enter the amount in your accounting currency.
• Date. Select the date of the expense.
• Vehicle. This field is optional. Fill it in if the expense belongs to a specific car, motorbike or another vehicle.
• Description. Add a free-form comment about the transaction.

If the expense belongs to a specific vehicle, select that vehicle in the vehicle field. In this case, the transaction will be included in the analytics for that vehicle.

If the expense belongs to the whole business, for example office rent or staff salary, you can leave the vehicle field empty.

Check that all details are correct and tap “Add expense”.

After saving, the expense will appear in the list of financial transactions for the selected month.

Note: the “Finances” section does not include Ownima commission payments for aggregator orders. These operations are shown in a separate section. It also does not show sub-rent supplier settlements. To work with vehicle suppliers, use the “Sub-rent suppliers” section.

Done

You can now use financial accounting

You have learned how to use the “Finances” section in Ownima.

Now you can track vehicle rental income, add expenses, view the monthly financial result and analyze costs for specific vehicles.

Use “Finances” for internal business control: record expenses on time, check rental profitability and monitor the overall financial picture of your company.