• Automotive
  • B2B & B2C
  • Fleet rental
  • Web application

A web application for fleet rental that generates bookings from the first days.

See how we created the most ambitious project for our partner Cygan Group (Toyota and Lexus). A comprehensive web application connected to a fleet of cars, a reservation system and a user panel. A solution that attracted customers from the start and generated the first short- and long-term rentals.
Client
TMFlota / Gypsy Group
Industry
  • Automotive
  • B2B & B2C
  • Fleet rental
  • Web application
Technology
  • Custom Development
  • External API Integration
  • Online reservations
  • Wordpress
Zespół
  • Integration Specialist
  • Project Manager
  • UX/UI Designer
  • Web Developer
A web application for fleet rental that generates bookings from the first days.

About the Project

TMFlota is a company operating in the automotive market since 2007, offering comprehensive mobility and fleet management solutions. They specialize in car and van rentals – short, medium and long-term – as well as Car Fleet Management (CFM), including full fleet management, optimization and operational support.
The Cygan Group (Toyota and Lexus) is our long-time partner, with whom we have already completed several projects. TMFlota, however, was the most ambitious challenge – the client needed a comprehensive web application that not only presents the offer, but above all automates the entire rental process – from browsing available vehicles, to online booking, to managing rentals in the user panel.
The project was to combine an elegant corporate business card with an advanced online booking system that would be integrated with an external fleet management and lead collection system. All based on custom code, bundled with a WordPress engine and a proprietary design that emphasizes the premium nature of the Toyota and Lexus brand.

Expectations

The main goal of the project was to create a comprehensive web platform that would streamline the fleet rental process and automate service for individual and business customers. The client expected a solution that would:

  1. Elegant business card – the site is to reflect the professionalism and experience of the company operating since 2007, emphasizing the premium nature of the brands offered (Toyota, Lexus).
  2. Online reservation system – users need to be able to check the availability of specific vehicles, choose a rental term (short or long-term) and book a car without calling or emailing.
  3. Integrated with real-time fleet – the application is to be connected to an external fleet management system so that vehicle availability is always up to date and reservations automatically lock cars.
  4. User panel – customers must be able to access their reservations, rental information, history and documentation after logging in.
  5. Effective in generating leads – the contact form and booking system are supposed to automatically collect inquiries and forward them to the appropriate people in the company.
  6. B2B and B2C user-friendly – the application must support both individual customers looking for a car for the weekend and companies in need of long-term fleet rental.
  7. Built on a solid technological foundation – proprietary code combined with WordPress for performance, security and ease of maintenance.

Challenges

Prior to the partnership, TMFlota struggled with the limitations of traditional customer service methods, which did not allow for dynamic business growth in the digital age. We identified several key challenges:
  • Lack of booking automation – customers had to call or email to check vehicle availability and book rentals. This generated a huge amount of administrative work and prolonged the service process.
  • Lack of transparency of fleet availability – potential customers had no insight into what cars were available on the selected date. They had to wait for the team’s response, which often resulted in losing their reservations to competitors.
  • Communication was fragmented – bookings, inquiries and documentation were scattered between phones, emails and various systems. There was a lack of a central place where customers could manage their rentals.
  • Lack of a tool for mobile customers – in the age of smartphones, customers expect to be able to quickly check availability and book a car online, without having to call during office hours.
  • Ineffective collection of leads – inquiries came in through various channels and were not automatically aggregated, which hindered quick response and sales follow-up.

Project Process

We began with an in-depth understanding of TMFlot’s business processes – from customer acquisition to booking to rental fulfillment and after-sales support. We conducted research with B2B and B2C users to understand their expectations and frustrations with current rental methods.
We designed an intuitive user path – from browsing the fleet, checking availability, selecting a date, booking and managing the rental in the panel. The key was to simplify the process so that the customer could book a car in a few clicks, without unnecessary forms and barriers.

One of the key aspects was to develop a modern, premium design to emphasize the exclusivity of the products offered.

We created a proprietary design that captures the premium nature of the Toyota and Lexus brands and the professionalism of a company that has been in business since 2007. The color scheme, typography and visual elements build trust and emphasize the quality of service. The layout is clear, elegant and focused on key actions.
We built the application based on WordPress extended with our own dedicated code. It was crucial to create an integration with an external fleet management system (real-time availability) and lead collection system. We implemented a reservation system, user panel and all necessary e-commerce functionality.
We conducted tests of functionality, integration, performance and user experience. After implementation, the application started attracting users from the first days and generating the first bookings – both short-term and long-term.

Solutions

To create the most ambitious project for our partner, we designed and built a comprehensive web application combining the functions of a company business card, online booking system and rental management panel. The solution, based on our own code and proprietary design, attracted customers from the start.
  • Automation from start to finish – from checking availability to booking to rental management – all without the need to call.
  • Real-time synchronization with the fleet – vehicle availability always up-to-date thanks to integration with an external management system.
  • Premium experience – elegant design and intuitive UX that reflect the level of service of TMFlot and Toyota/Lexus brands.

  1. Online booking system with real-time availability

    We have developed an advanced reservation system that allows users to check the availability of specific Toyota and Lexus models on a selected date and immediately book a rental – short or long-term. The system is integrated with a third-party fleet management platform, so availability is always up to date and reserved vehicles automatically lock into the system. This eliminates overbooking and customer frustration.

  2. User panel to manage reservations

    We have implemented a dedicated panel for logged-in users, where customers can view their current and historical bookings, check rental details, download documentation and manage their data. All in one place – no need to sift through emails or call the office. This greatly improves the customer experience and builds loyalty.

  3. Integration with fleet and lead management system

    The application has been integrated with TMFlota’s third-party fleet management system, which ensures automatic synchronization of vehicle availability, reservations and inventory. In addition, every inquiry and reservation automatically goes into the CRM system, eliminating manual transcription of data and allowing the team to respond quickly to customer needs.

  4. Dual experience - B2B and B2C in one application

    We designed the app to serve equally well individual customers looking for a car for the weekend (B2C) and companies needing long-term fleet rental or Car Fleet Management (B2B). User paths are context-specific, but the interface remains consistent and intuitive. This allows TMFlota to serve both segments without having to build two separate platforms.

  5. Custom code on WordPress - the best of both worlds

    We built the application based on WordPress as the CMS, but extended it with our own dedicated code that handles advanced booking, integration and user panel functionality. This combination gives the best of both worlds – ease of content management for the client and full control of business logic for us. The application is efficient, secure and easy to maintain.

  6. Premium proprietary design

    We created a complete design from scratch that captures the premium nature of the Toyota and Lexus brands and the professionalism of TMFlot as a company that has been in business since 2007. The elegant color scheme, modern typography, high-quality car photography and clear layout build trust and encourage bookings. The design is fully responsive and works equally well on desktop, tablet and smartphone.

Effects

The implementation of the TMFlot project has brought tangible benefits to both our partner and its clients. The application started generating bookings from the first days of operation and significantly improved business processes.

The most ambitious project for a partner – TMFlota is the broadest and most comprehensive project we have completed for the Gypsy Group, combining multiple functionalities in a single application.

Bookings from the first days – the app has started attracting users and generating the first rentals both short and long term since launch. This confirms the relevance of the solution and the intuitiveness of the UX.

Automated customer service – integration with a fleet management system and automated collection of leads has eliminated dozens of hours of manual work each week.

Transparency of fleet availability – customers can see in real time which vehicles are available on the selected date and can book immediately, without waiting for confirmation.

Dual experience B2B & B2C – the application serves residential and business customers equally well, allowing TMFlota to maximize the potential of both segments.

User panel to increase loyalty – customers have full control over their bookings and rental history, which builds a positive experience and encourages them to return.

Solid technological foundation – custom code on WordPress ensures performance, security and ease of further application development.

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