{"id":19317,"date":"2026-09-01T10:25:38","date_gmt":"2026-09-01T08:25:38","guid":{"rendered":"https:\/\/proaxia-group.com\/vss-rental-features\/"},"modified":"2026-09-02T09:19:42","modified_gmt":"2026-09-02T07:19:42","slug":"vss-rental-features","status":"publish","type":"page","link":"https:\/\/proaxia-group.com\/en\/vehicle-sales-service\/vss-rental-features\/","title":{"rendered":"VSS Rental Features"},"content":{"rendered":"

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Rental Features<\/h1><\/span>
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Manage your rental processes in a seamless, efficient, and customer-focused manner.<\/p>\n<\/div><\/h2><\/div><\/div><\/div>

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Digital customer experience for vehicle and equipment rental with proaxia VSS<\/h2><\/div><\/div><\/div>
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proaxia VSS connects the key steps of the rental process \u2013 from inquiry and reservation to rental contract, handover, return, billing and maintenance. Customer, rental asset, contract and pricing information is consistently available within one integrated system.<\/p>\n

Rental teams gain a central view of vehicles, equipment and rental transactions, can efficiently allocate available rental assets and support customers throughout the entire rental journey. Digital portals, automated workflows and integrated service processes reduce administrative effort and create the foundation for higher fleet utilization and profitable rental operations.<\/p>\n<\/div><\/div><\/div><\/div><\/div>

Your Benefits When Renting Through VSS<\/h2><\/div><\/div><\/div>
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Make rental operations easier<\/h3><\/div>

Manage reservations, contracts, handovers and returns within one continuous process. Centralized customer, rental asset and contract data reduces manual effort and enables employees to process rental transactions faster and more reliably.<\/p>\n<\/div><\/div><\/div>

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Create transparency across rental assets and transactions<\/h3><\/div>

Maintain a clear view of the availability, status and utilization of your rental fleet. A central data foundation helps you plan available rental assets effectively, track ongoing rentals transparently and make informed decisions about future fleet deployment.<\/p>\n<\/div><\/div><\/div>

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Increase Fleet Utilization and Revenue<\/h3><\/div>

Use fleet and rental data to make better use of available capacity and identify additional revenue opportunities. More efficient rental asset allocation, relevant additional services and transparent rental processes support higher utilization and profitability.<\/p>\n<\/div><\/div><\/div><\/div><\/div>

Rental Features<\/h2><\/div><\/div><\/div><\/div><\/div>
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Customer Portal for Retail Rentals<\/h3><\/div><\/div><\/div>

The Customer Portal for Retail Rental enables customers to complete the rental process conveniently online \u2013 from searching for available vehicles and selecting additional services to booking and payment. Customers benefit from an intuitive self-service experience, while administrative effort within the dealer and rental organization is reduced.<\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Easily find and reserve vehicles online<\/span><\/a><\/h4><\/div>
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Customers select a pickup and drop-off location as well as a rental period and are immediately shown suitable, available vehicles. Filters by model, features, or price make it easier to choose and ensure a quick and convenient booking process. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Customize Rental Offers<\/span><\/a><\/h4><\/div>
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Additional drivers, accessories, insurance, and other services can be selected directly during the booking process. Customers can customize their rental to suit their needs, while simultaneously creating additional revenue opportunities during the rental process. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Digitize Documents and Streamline Processes<\/span><\/a><\/h4><\/div>
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Driver’s license information and required documentation can be uploaded directly to the portal. This ensures that relevant customer data is available even before the vehicle is handed over, significantly reducing the administrative workload at the counter. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Complete the booking and payment process entirely online<\/span><\/a><\/h4><\/div>
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Customers can review their booking details and, depending on the process, pay directly online or choose to pay upon pickup. Automatic confirmations provide additional security and reduce the need for manual communication by staff. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage Customer Relationships Centrally and Digitally<\/span><\/a><\/h4><\/div>
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Customers can view current and past rental agreements, sign new agreements, make payments, and receive important messages through an integrated inbox. This ensures that the entire rental customer journey remains transparent and conveniently accessible in one place. <\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

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Rental Fleet Management<\/h3><\/div><\/div><\/div>

Rental Fleet Management provides a central, up-to-date overview of the entire rental fleet \u2013 from vehicles to machinery and equipment. Availability, status, location and relevant asset information are transparent and support efficient rental fleet planning and management.<\/p>\n

Fleet managers can deploy rental assets effectively, maintain transparent inventory information and manage the complete rental fleet lifecycle in a controlled manner.<\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Manage fleet availability with full transparency<\/span><\/a><\/h4><\/div>
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Maintain a central view of all vehicles and equipment in the rental fleet, including their availability and current status. Flexible filters based on location, region or technical characteristics help users quickly find and efficiently plan the right rental assets.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage rental assets flexibly within the fleet<\/span><\/a><\/h4><\/div>
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Manage individual or multiple rental assets within the rental fleet. Vehicles and equipment can be removed from the rental fleet, converted into replacement units, temporarily deactivated or prepared for further asset-related processes.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Move rental assets efficiently between locations<\/span><\/a><\/h4><\/div>
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Transfer vehicles and equipment transparently between company locations, plants or storage locations. Integrated inventory and logistics processes ensure that the location and availability of rental assets remain accurate and traceable at all times.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Keep rental inventory reliable and up to date<\/span><\/a><\/h4><\/div>
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Manage additions and removals of vehicles and equipment directly within the rental fleet. Integrated inventory management provides transparency across available rental assets and supports reliable operational and logistics planning.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage the rental fleet lifecycle end to end<\/span><\/a><\/h4><\/div>
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Connect rental assets with relevant asset information and manage maintenance, temporary deactivation or retirement from the rental fleet in a structured process. This keeps the complete lifecycle of vehicles and equipment transparent and under control.<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

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Customer Portal for Fleet Rental<\/h3><\/div><\/div><\/div>

The Customer Portal for Fleet Rental digitizes the rental of vehicles, machinery, and equipment for fleet customers. Customers can search for suitable rental items, create requests, select additional services, and process quotes digitally. This creates a convenient self-service process that simplifies customer interaction while reducing the administrative burden in the rental business. <\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Find the right equipment faster<\/span><\/a><\/h4><\/div>
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Customers can filter vehicles, machinery, or equipment by product category, features, and technical specifications. Images, models, and pricing information make it easier to compare options and help customers quickly find the right rental item for their specific needs. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Configure rental inquiries individually<\/span><\/a><\/h4><\/div>
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Customers can configure their rental inquiry according to their specific application and select relevant additional services, accessories and attachments. This allows the required equipment to be combined with the appropriate extensions and services.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Make Pickup and Delivery Flexible<\/span><\/a><\/h4><\/div>
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Customers can choose between picking up the vehicle themselves and having it delivered to a location of their choice. Delivery information is entered directly during the rental process, enabling better planning of logistics, vehicle allocation, and handover. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Process quotes digitally and close deals faster<\/span><\/a><\/h4><\/div>
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The back office is automatically notified of new requests and can generate a time-sensitive quote. Customers can then review, accept, or decline the quote in the portal, thereby significantly speeding up the decision-making process. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage rental operations centrally through self-service<\/span><\/a><\/h4><\/div>
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Customers can view their reservations and contract history and make payments digitally. This ensures that relevant information remains centrally available even after the initial offer phase, and recurring rental transactions can be processed more conveniently and with less manual coordination. <\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

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Rental Contract Management<\/h3><\/div><\/div><\/div>

Rental Contract Management serves as the central foundation for creating and managing rental contracts in proaxia VSS. Available vehicles or equipment, prices, additional services, contract information, and documents are consolidated into a single, end-to-end process. This allows rental transactions to be created more quickly, configured flexibly, and managed transparently all the way through to billing. <\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Find available rental assets faster<\/span><\/a><\/h4><\/div>
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Quickly identify available vehicles and equipment using dynamic real-time filters. Rental assets can be filtered by criteria such as availability, location, technical characteristics, daily rate and additional parameters to match specific customer requirements.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Configure rental contracts individually<\/span><\/a><\/h4><\/div>
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Add compatible accessories, attachments and additional services such as maintenance, insurance or assistance directly to the rental contract. Agreed mileage or operating hours as well as relevant documents can also be centrally maintained within the rental contract.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage all rental information in one place<\/span><\/a><\/h4><\/div>
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Status, components, related assets, documents, and other information about each leased vehicle are available in one central location. This gives employees a complete overview of the contract and the vehicle, reducing the need to search for information across different systems. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Seamlessly integrate downstream processes<\/span><\/a><\/h4><\/div>
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Service orders, measurement records, and other relevant business documents can be initiated directly from the rental agreement. At the same time, customer, asset, material, and sales data remain linked, supporting a seamless rental process without unnecessary media breaks. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage billing directly from within the rental process<\/span><\/a><\/h4><\/div>
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Invoices can be generated directly from Rental Contract Management and sent to the customer. Integrated payment options link contract management and billing, thereby speeding up the financial settlement of the rental transaction. <\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

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Rental Delivery Management<\/h3><\/div><\/div><\/div>

Rental Delivery Management controls the delivery and return of rental vehicles, machinery and equipment within one continuous process. Goods movements, rental asset status, equipment structures and relevant documents are managed centrally and connected with one another.<\/p>\n

This provides full transparency across outbound and inbound deliveries \u2013 from preparation and goods movement to documented handover or return.<\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Centrally Manage Shipments and Returns<\/span><\/a><\/h4><\/div>
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Both the handover to the customer and the return at the end of the rental period are tracked directly in VSS. This creates a standardized process for outbound and inbound movements and ensures that the current status of each rental item remains transparent. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Keep Inventory Up to Date Automatically<\/span><\/a><\/h4><\/div>
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Vehicle and equipment inventories can be automatically updated upon delivery or return. This reduces the need for manual updates, improves data quality, and ensures that available rental items can be quickly reallocated for new rentals. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Find Rental Properties and Documents Quickly<\/span><\/a><\/h4><\/div>
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Employees can search for specific transactions based on vehicle, equipment, or document information. This allows them to quickly identify relevant orders and units\u2014even in large rental fleets\u2014and handle operational processes more efficiently. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Trace the Entire Process Transparently<\/span><\/a><\/h4><\/div>
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The Document Flow links the request, quote, lease agreement, delivery, goods movement, return, and invoicing. This gives employees a complete view of the leasing process and allows them to track the current status at any time. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Correcting Errors Flexibly<\/span><\/a><\/h4><\/div>
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Incorrect shipments or postings can be canceled or reversed as needed. This allows operational errors to be corrected in a controlled manner without losing transparency regarding inventory, documents, and downstream processes. <\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

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Rental Handover<\/h3><\/div><\/div><\/div>

Rental Handover supports the structured and digital handover of rental vehicles and equipment. Checklists, photos, comments, measurement values and digital signatures are captured directly within the handover process and documented centrally.<\/p>\n

This creates a transparent rental asset handover with clear documentation for both the rental company and the customer, while providing a reliable basis for the subsequent return process.<\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Implement Handover Processes Consistently<\/span><\/a><\/h4><\/div>
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Digital checklists guide employees through all necessary handover steps in a structured manner. Mandatory and optional checkpoints can be defined individually and ensure that relevant checks are reliably performed during every vehicle or equipment handover. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Document rental asset condition transparently<\/span><\/a><\/h4><\/div>
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Document the condition of the rental asset in a structured way using configurable checklists. Photos and comments can be assigned directly to individual checklist items, creating clear and traceable documentation at handover.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Capture relevant operating data directly<\/span><\/a><\/h4><\/div>
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Capture mileage, operating hours or other relevant measurement values directly during the handover process. The documented values provide transparency into rental asset usage and can be used in subsequent rental, service and billing processes.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Confirm Delivery Digitally and in Compliance with Legal Requirements<\/span><\/a><\/h4><\/div>
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Employees and customers can sign the handover document digitally right away. This serves as documentation that the condition, equipment, and agreed-upon handover items have been confirmed, and it significantly reduces paper-based processes. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Automatically Provide Customers with Documents<\/span><\/a><\/h4><\/div>
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Once the handover is complete, a notification\u2014including digitally signed handover documents\u2014can be sent automatically to the customer. This improves transparency and ensures that all parties involved have immediate access to the complete documentation. <\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

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Billing and Payment<\/h3><\/div><\/div><\/div>

Billing and Payment integrates billing, credit checks, and payment processing directly with the VSS rental process. Flexible billing plans enable periodic, usage-based, or event-based invoices, while credit limits and payments are managed centrally. This allows even complex rental models to be billed transparently and financial risks to be controlled. <\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Bill rental services flexibly<\/span><\/a><\/h4><\/div>
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Bill rental contracts flexibly according to the respective business model \u2013 as one-time, periodic, event-based or usage-based charges. Operating hours, mileage or other recorded measurement values can be used as the basis for billing and linked directly to the rental contract.<\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage Credit Risks Early On<\/span><\/a><\/h4><\/div>
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Credit checks can be performed at various stages of the process. If a customer exceeds their defined credit limit, further processing can be automatically blocked and subsequently approved on a case-by-case basis by authorized employees. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Process payments centrally and flexibly<\/span><\/a><\/h4><\/div>
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The VSS Cash Desk can process various payment methods, such as cash, cards, or other locally supported methods. This ensures that payment processing remains directly linked to the respective lease agreement and the corresponding invoice. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Manage Deposits Transparently<\/span><\/a><\/h4><\/div>
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Required advance payments can be recorded using a separate payment request or directly as a general customer deposit. This allows deposits and other advance payments to be clearly assigned to the respective rental transaction. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Automatically Update the Books<\/span><\/a><\/h4><\/div>
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Once payment has been successfully received, open documents are automatically reconciled and the corresponding accounting entries are updated. This reduces manual follow-up work and ensures a consistent link between operational leasing and financial processes. <\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

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Service \/ Repair<\/h3><\/div><\/div><\/div>

Service \/ Repair connects rental operations directly with maintenance and repair processes for vehicles and equipment within the rental fleet. Maintenance or repair orders can be initiated directly from the rental applications and subsequently processed through the integrated VSS service process.<\/p>\n

Service, warranty, body-building or goodwill work, required parts and external services can be coordinated within a single order. This keeps rental asset status and availability transparent for both rental and service teams and helps reduce downtime.<\/p>\n<\/div><\/div><\/div>

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<\/i><\/i><\/span>Initiate maintenance and repairs directly from the rental department<\/span><\/a><\/h4><\/div>
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Maintenance or repair orders for vehicles and equipment in the rental fleet can be created directly from the rental applications. This eliminates the need for separate process steps, and all relevant information remains linked to the respective rental item. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Flexibly bundle different tasks into a single order<\/span><\/a><\/h4><\/div>
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Service, warranty, bodywork, or goodwill services can be recorded as separate jobs within a single order. Costs can be specifically allocated to different cost centers, and complex repair scenarios can be managed in a structured manner. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Efficiently Plan Work and Service Packages<\/span><\/a><\/h4><\/div>
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Work items can be selected from the catalog, customized, or added as predefined service packages. This makes it possible to quickly put together maintenance and repair tasks and perform them consistently across the rental fleet. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Check part availability directly within the process<\/span><\/a><\/h4><\/div>
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Service advisors and parts staff can check for needed replacement parts, request them from other locations, or, if necessary, initiate a procurement process directly. This helps reduce delays and gets rental items back into service more quickly. <\/p>\n<\/div><\/div><\/div>

<\/i><\/i><\/span>Track Repair Status Transparent<\/span><\/a><\/h4><\/div>
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Status information can be managed at the order, job, item, and task levels. This provides the rental team with transparency regarding ongoing work at all times and allows them to better estimate when a vehicle or piece of equipment will be available for rental again. <\/p>\n<\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>

proaxia VSS offers more than just rentals<\/h2><\/div><\/div><\/div>

Discover how proaxia VSS also integrates sales and service<\/strong> into end-to-end, SAP-based processes. Learn more about VSS features or speak directly with our experts about how VSS can support your specific business processes. <\/p>\n<\/div><\/div><\/div>

Talk to our VSS experts<\/span><\/a><\/div>
Go to the VSS Overview<\/span><\/a><\/div>
About VSS Service Features<\/span><\/a><\/div>
About VSS Sales Features<\/span><\/a><\/div>