Booking and fleet software for New Zealand campervan hire.
One hire lives in one place, from the first quote to the van back on the yard. No retyping between a spreadsheet and an inbox, no chasing certificates, and a clear view of what every van is doing.
Less admin
The same hire stops being typed into a spreadsheet, then an email, then a clipboard. You enter it once.
Fewer costly mistakes
No van promised twice, none booked while it is in the workshop, and an expiring certificate on the screen before the keys are in someone's hand.
Know how your fleet performs
No more guessing which class earns its place. Utilisation by class and by season, without losing a morning to a spreadsheet.
Screenshots use a made-up business and bookings.
How a hire runs
Enter a hire once and it carries everything it picks up on the way: the price the customer agreed to, the cover they chose, what they have paid, and the state the van came back in. Nothing is retyped between stages, so there is no spreadsheet to reconcile against the inbox at the end of the week.
Quote
Price a hire from your own rate bands, long-term discounts, extras and insurance tiers, instead of working it out again from scratch every time. Send it by email and the customer opens a page with your logo and your colour on it.
Booking
An accepted quote becomes a booking at the price the customer saw, so nobody goes back through the email to work out what was agreed. Pick up at one depot and drop off at another, with your one-way fee added. The confirmation goes out under your business name.
Handover
At pick-up and return, record the odometer, condition notes and photos against the booking. When a customer questions a dent six weeks later, the photos are on the hire, not on somebody's phone.
Payments
Record the deposit, the balance and the bond as they arrive, and every booking tells you what is still owed without anyone adding it up. A bond you are holding is never counted as revenue, so the month's figure is money you actually earned.
How bookings get in
You or your staff enter a hire once. A quote goes out by email, the customer opens a page with your branding on it, picks the cover they want and accepts it there, and the booking is created with nothing retyped. An agent booking goes in the same way, with the agent and their commission recorded against it.
There is no booking widget for your own website or connection to agent systems yet. A website booking embed is in development.
The quote your customer opens has your name on it
Quotes and booking confirmations carry your logo, your colour, your address and your GST number. Emails go out under your business name and replies come back to your inbox, and the browser tab says your business name too. Everything the customer reads is in your branding. The one place Vanbase appears is the web address, because the link sits on vanbase.co.nz. They see every insurance tier side by side with its excess, bond and cap, pick one, and accept or decline from the page, which is the end of the back-and-forth. No account and no login.
See the next four months in ten seconds.
Every van is a row, every day a column, and the view runs across as many months as you need instead of resetting at the end of one. The colour is the vehicle class and the markers at each end are the pick-up and drop-off depots, so a one-way hire is obvious on sight, and a van in the workshop reads as unavailable rather than as one more booking. Filter to one class and you can tell a customer in seconds whether there is a six-berth free in January.
What the season actually did
Utilisation is the number you cannot get out of a spreadsheet without losing a morning to it. Vanbase works it out as van-days booked against van-days available, over any date range you choose, and splits it by vehicle class, so you can see which class earns its place and which one sits still in May. That is the number that tells you what to buy next. Reports are owner-only: staff do not see the money.
Know which van is due before it is due
Finding an expired EWOF on pick-up morning is too late. Vanbase tracks the dates and distances a New Zealand van runs on, warns you as far ahead as you choose, and puts anything coming up on the dashboard and the calendar, overdue first, so the certificate gets booked in a quiet week instead of the morning a customer is standing at the counter.
- COF
- Certificate of fitness expiry date
- EWOF
- Electrical warrant of fitness expiry date
- Gas certificate
- Gas certificate expiry date
- RUC
- Road user charges, against the van's odometer
- Self-containment
- Self-containment certificate expiry date
It works on the phone in your hand at the depot
A handover happens standing next to the van, not at a desk. The same pages work on a phone: type the odometer reading, write down what you found, add photos straight from the camera. There is nothing to install and nothing to sync afterwards. What you record is on the booking by the time you walk back inside, which is the end of the clipboard that gets typed up on Friday.
Available now, and what is next
Available now
- Quotes priced from your own rate bands, extras and insurance tiers
- A quote page under your branding that the customer accepts or declines
- Bookings, one-way hires and more than one depot
- Handovers with odometer, condition notes and photos, on a phone
- Payments, bonds and what is still owed
- COF, EWOF, gas certificate, RUC and self-containment tracking
- Maintenance that blocks a van from being booked
- The whole fleet on one calendar
- Utilisation by class, and the owner-only reports
In development
- Card payments through Stripe
- Xero
- A booking embed for your own website
- Online check-in
Everything in this list is included in your plan on the day it ships.
Set up with you
Onboarding is not self-serve. We put your business into Vanbase with you, and you go live once you have checked it.
A conversation
We go through your fleet and how your season runs.
Send what you have
Spreadsheets, a list of vans, your rate card. We load your vans, classes, rates, insurance tiers, depots, extras and branding.
You check it with us
In person where we can get to you, otherwise over video.
Your first booking
You take it in Vanbase, on your own data.
There is no import for bookings you already have. They can be entered by hand, or left where they are until they finish.
One price. Everything included.
No setup fee, no add-ons, no commission, no per-van charge and no contract. Every feature we build is included as it ships, which covers Stripe payments, Xero, a website booking embed and online check-in when they arrive.
- 1 to 10 vans
- $199 / month
- 11 to 25 vans
- $349 / month
- 26 to 50 vans
- $549 / month
- 51 vans or more
- Talk to us
All prices plus GST.
Pay for the year and two months are free: $1,990, $3,490 or $5,490.
One peak-season hire pays for a whole year.*
*Based on a two-week peak-season hire at typical New Zealand campervan rates, against annual pricing. Your rates will vary.
Book a demo
In person where we can get to you, and over video where we cannot. The first step is a look at your fleet and how your season runs.
Book a demo