Sub-rent Management for
Car Rental Business

Ownima includes the “Sub-rent suppliers” section for tracking settlements with vehicle suppliers. It helps automatically calculate accruals and payouts for partners who provide cars, motorbikes, scooters or other vehicles for management by your rental business.

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.

In many rental businesses, not all vehicles belong directly to the rental company. Very often, an operator takes cars, motorbikes, scooters or other vehicles from private owners and manages them as part of the fleet.

The usual process works like this: the vehicle owner provides the vehicle for management, while the operator lists it for rent, finds customers, accepts reservations, hands over the vehicle, controls the return and receives payment from renters.

After that, the operator needs to settle with the vehicle owner. In most cases, the payout is calculated as a percentage of rental income. For example, the vehicle owner receives 70%, while the operator keeps 30% for management, customer acquisition and handling the rental process.

In practice, these calculations are often managed manually: in spreadsheets, notes, messengers or separate accounting files. This makes it easy to make a mistake, forget a payout, lose the accrual history or misunderstand how much has already been paid to the supplier and how much is still due.

The “Sub-rent suppliers” section in Ownima is designed to automate these settlements.

The system connects a vehicle supplier with specific vehicles, applies the agreed income distribution terms and automatically calculates the amount owed to the supplier after a rental is completed.

This helps the operator see how much was earned from the supplier’s vehicles, how much should be accrued to the supplier, which payouts have already been made and what balance is still due.

The “Sub-rent suppliers” section is especially useful for companies that manage a mixed fleet: some vehicles belong to the business itself, while others are provided for management by third-party owners.

Instead of calculating everything manually after each rental, Ownima automatically keeps a balance for each supplier and stores the history of accruals and payouts.

Below are the basic steps for setting up and using the sub-rent accounting system.

Note: vehicle supplier data is not published publicly. Information about vehicle ownership, settlements, accruals and payouts is used only inside your company. In the current version, the supplier does not have a personal account in Ownima and does not receive automatic notifications about accruals or payouts. The “Sub-rent suppliers” section is intended for internal use by the administrator or owner of the rental business.

Step 1.

Create a vehicle supplier

To create a vehicle supplier, open the “Sub-rent suppliers” section in the side menu of the Ownima app.

The supplier list will open. By default, it may be empty if you have not added any partners yet.

To add a new supplier, tap “+ New supplier”.

Step 2.

Fill in supplier details

Enter the name of the vehicle owner or the name of the supplier company.

Also add the contact details: phone number and email address.

After filling in the details, tap “Next”.

Step 3.

Set cooperation terms

At this step, you need to set the income distribution between the vehicle supplier and the rental business owner.

Move the income distribution slider to set the percentage shares.

“Supplier” is the share of the supplier or vehicle owner.

“Fleet owner” is the share of the owner of the car rental, motorbike rental or other vehicle rental business.

For example, if the supplier receives 70% and the operator keeps 30%, set the corresponding distribution.

After setting the terms, tap “Next”.

Step 4.

Select this supplier’s vehicles

Tick all vehicles that belong to this supplier.

After that, the system will track income from the selected vehicles and accrue the supplier’s share according to the selected distribution.

After selecting the vehicles, tap “Create supplier”.

Step 5.

Review supplier transactions

After the supplier’s vehicles are handed over to renters, the system will automatically accrue the supplier’s income share to their balance.

In the supplier profile, you can review the transaction history: rental accruals, payouts and the current outstanding balance.

This list helps you quickly understand how much was earned from the supplier’s vehicles, which amounts have been accrued and which payouts have already been made.

Step 6.

Record a payout to the partner

When you pay money to the vehicle supplier, record this operation in the system.

To create a payout transaction, tap “Make a payout”.

The payout form will open.

Send the funds to the supplier using any convenient method: bank transfer, cash, cryptocurrency or another payment method used by your company.

After that, enter the payout amount.

If needed, you can attach a transfer receipt and add a note to the transaction.

Check that all details are correct and tap “Apply”.

Note: Ownima does not process payments between you and vehicle suppliers. In the system, you keep records of accruals and payouts, while the actual payments are made independently using any method convenient for you.

Done

You can now track settlements with vehicle suppliers

You have learned how to create a vehicle supplier, set income distribution terms, link vehicles to a supplier and record payouts.

Use the “Sub-rent suppliers” section to automatically maintain partner balances, control accruals, store payout history and see the current outstanding balance for each vehicle supplier.