Many rental agencies in Morocco start with a notebook, then an Excel file: one sheet for cars, one for reservations, one for customers. It works as long as the fleet fits on one screen and one person manages it. Then the problems always arrive the same way.
The signs that Excel is no longer enough
- Two customers on the same car. Nothing prevents entering a reservation on a period that is already taken.
- The contract is retyped every time. Customer and vehicle details are copied again, with the errors that come with it.
- Deposits get lost. Nobody knows anymore which deposit was returned, retained or forgotten.
- Unpaid balances do not surface. You have to reread the whole sheet to find who still owes money.
- The file lives on one computer. The team cannot work at the same time, and one wrong move erases weeks of data.
- Nobody knows the profitability of a car. Maintenance, insurance and fuel expenses are elsewhere, when they are written down at all.
What rental management software changes
Software like KriHani links objects together: a vehicle has reservations, a reservation has a customer and a contract, a contract has an invoice, payments and a deposit, a vehicle has expenses and services. That link is what removes double entry, blocks overlaps and makes the figures readable. The team works on the same data, each with their own permissions.
Preparing the migration: the data to gather
Before you start, gather this information. It forms the basis of your account:
| Data | What you need |
|---|---|
| Vehicles | Registration, category, fuel, gearbox, current mileage, daily rate, insurance, inspection and road tax dates |
| Customers | Name, phone, email, type of ID, licence number; for companies, company name and contact |
| Current and upcoming reservations | Vehicle, customer, pick-up and return dates, amount, advance received |
| Deposits held | Customer, vehicle, amount, method (cash, cheque, card imprint) |
| Unpaid invoices | Customer, amount still due, due date |
The first weeks
- Week 1: the fleet. Create every vehicle with its documents and due dates. Check that the statuses match the reality of the car park.
- Week 2: reservations. Enter every current and upcoming reservation. From then on, no reservation is taken outside the software.
- Week 3: contracts and money. Every departure generates its contract, invoice and deposit in KriHani. Payments are recorded as they are received.
- Week 4: the team and the figures. Create your employees' accounts with their roles, then look at your first reports: utilisation, revenue, unpaid balances, expenses.
These four weeks match the length of the KriHani free trial, which gives access to the Pro features without a credit card. It is the right moment to make the switch with your real data.
