Once a vehicle is out on hire, the work isn't over. RouleurCo keeps the conversation going — automatically.
Automated check-ins at 4 weeks, 6 weeks, 3 months, and through to return — collecting mileage, flagging damage early, and giving your hire desk visibility over every vehicle on long-term hire without lifting a finger.
Vehicles on long-term hire go quiet. That silence is a risk.
Once a vehicle leaves the yard on a monthly or contract hire, most rental businesses lose visibility completely until it comes back. Mileage builds up unchecked. Damage goes unreported. Renewal conversations happen too late — or not at all. And the hire desk only finds out about problems at return, when it is too late to act on them.
Mileage overruns
A vehicle goes 40,000 miles over the agreed limit before anyone notices. At return, the customer disputes the excess charge. The records show nobody asked.
Unreported damage
A scratch or dent happens in month two. By the time the vehicle is returned, the customer claims they never mentioned it because nobody asked. Evidence is gone.
Missed renewals
End of contract arrives and the customer has already arranged another vehicle. The conversation about renewal never happened. A long-term relationship walks out the door.
RouleurCo contacts your customers on your behalf at set points during every long-term hire.
No manual reminders. No forgotten calls. No surprises at return.
Seven touchpoints. Automatic from day one.
When a hire moves to Vehicle on Hire in your pipeline, the check-in sequence starts. It runs in the background until the vehicle is returned — no action required from your team unless something needs attention.
- Welcome on HireDay 1SMS + Email
Confirms the hire is live, introduces the check-in process, and gives the customer a direct line to your hire desk if anything comes up.
- First Mileage Check4 WeeksSMS
A short SMS asking for a mileage reading and whether anything needs flagging. If the customer does not respond within 48 hours, a chase message goes out. If still no response, a task is created for your hire desk to call.
- Full Check-In6 WeeksSMS + Email
A fuller check-in covering mileage, any damage, driver changes, and whether the customer is likely to extend or return early. Any mention of damage or intent to change triggers a priority task for your hire desk.
- Review & Renewal Opener3 MonthsEmail + Task
A full review email collecting mileage and condition, combined with an opening conversation about renewal. A task is automatically created for your hire desk to follow up by call before renewal discussions get left too late.
- Renewal Conversation30 Days Before ReturnEmail + Task
A structured email presenting the options — extend, swap vehicle, or return as planned. A hire desk task is created simultaneously so the renewal call happens while there is still time to act.
- Return Reminder14 Days Before ReturnSMS
A reminder that the hire end date is approaching and a prompt to confirm return logistics — time, location, and who is bringing the vehicle back.
- Final Confirmation5 Days Before ReturnSMS
Final check-in asking for current mileage and confirmation of the return plan. Everything your hire desk needs for a clean, undisputed handover.
The information your hire desk actually needs.
Current mileage reading
Logged against the hire record at each check-in. Tracked across all touchpoints so any overrun is visible well before return.
Damage or condition issues
If the customer mentions damage in any check-in response, a high-priority task is immediately created for your hire desk. Date and context are logged.
Driver changes
If the driver has changed since the hire started, the desk is notified so eligibility can be re-checked before the hire continues.
Extension or early return intent
Any signal that the customer wants to extend or return early triggers a follow-up task while there is still time to act on it.
Renewal decision
Captured at the 30-day touchpoint — extend, swap, or return. Logged against the opportunity so your team has the conversation with context.
Extension intent captured automatically — task created for hire desk
If a customer goes quiet, your hire desk is alerted.
Not every customer responds to a check-in message promptly. RouleurCo does not just move on. If there is no response within 48 hours, one chase message goes out automatically. If there is still no response after a further 48 hours, a task is created for your hire desk to call the customer directly.
A non-responsive long-term customer is a risk worth a human call — so the system escalates rather than silently continuing.
- 1Check-in message sentSMS or email at the scheduled touchpoint
- 2No response — 48 hoursOne automated chase message sent
- 3Still no response — 48 hoursTask created for hire desk to call
- 4Hire desk calls the customerHuman judgement takes over from here
The system your hire desk is currently running on.
- ✕Mileage tracked by memory or not at all
- ✕Damage discovered at return with no prior record
- ✕Renewal conversations that never happen in time
- ✕Driver changes that nobody knows about
- ✕A vehicle comes back 50,000 miles over — now a dispute
- ✕Long-term customers leave because nobody stayed in touch
- ✓Mileage logged at 4 weeks, 6 weeks, and 3 months automatically
- ✓Damage flagged in writing during the hire — not disputed at return
- ✓Renewal conversations opened 30 days before the hire ends
- ✓Driver changes surfaced immediately and logged on the record
- ✓Every non-response escalated to a hire desk call before it becomes a problem
- ✓Customers feel looked after — more likely to renew and rehire
Check-ins work best alongside these.
Stop finding out about problems when the vehicle comes back.
RouleurCo active hire check-ins run automatically on every long-term hire — no manual reminders, no forgotten calls.