If you have sales reps out in the field —at hotels, at the port, at the airport terminal, or simply finding customers away from the office— you know this problem well: the contract is signed on paper, and until that paper reaches the counter and someone types it in, that car still shows as "available" in the system.
The result: double bookings, the "hey, is the white Corsa rented or not?" phone call, and a whole afternoon at the end of the day entering contracts by hand, one after another.
We've launched a feature that solves this problem at its root: create the contract by taking a photo of the paper one. Artificial intelligence does the rest.
How it works, step by step
- The sales rep closes the rental with the good old paper contract, filled in by hand with the customer in front of them.
- They open car-rent.es on their phone (installed as an app) and take a photo of it.
- Within 10–30 seconds, the AI reads the handwriting: name, ID number, driving licence, licence plate, dates, times, price per day, insurance and total.
- The form appears already filled in. The sales rep takes a quick look, corrects whatever is needed and saves.
- The contract is created and the car is instantly marked as rented in fleet control.
This isn't classic OCR that only reads printed text: it's state-of-the-art vision AI, the same technology behind the assistants you use every day. It reads ordinary handwriting surprisingly well.
And most importantly: it doesn't make up data
When an AI reads a document, the temptation is to trust it blindly. You don't have to here: anything it can't read with certainty it leaves blank and flags as a "doubtful field". It never invents an ID number or a date. You always review before saving, with the photo in front of you.
The warning that saves you a headache: unpaid debts
This is the part rent-a-car owners like most. When the AI reads the ID, it cross-checks it against your database of defaulting customers. If that customer —or the driver— is flagged as a defaulter, a clearly visible red warning appears with the reason and the date, before you hand over the keys.
It warns, it doesn't block: the decision is always up to your team. But the information arrives in time, not after they've already driven off with the car.
Fleet control, always up to date
This is the big operational change. With a traditional paper contract, real fleet availability is always "behind": the car is rented out on the street but shows as free on screen. With a contract created from a photo, the sales agent sends it the moment it is signed, so:
- The office sees real availability, not the situation from three hours ago.
- No other sales agent rents out the same car by mistake.
- Nobody has to type up a whole contract at the end of the day: it's already entered.
The office validates at its own pace
And quality control? Every contract created from a photo arrives at your office as "pending validation". The operator opens a split screen: the photo of the paper on the left, the data on the right. They compare, correct anything the AI didn't read well, and validate. Who validated it and when is recorded.
That way you get the best of both worlds: your sales agent works fast out in the field, and the office makes sure no incorrect data slips through.
A mode designed for sales agents
Sales agents install car-rent.es as an app on their phone with its own screen, the "sales agent mode": big buttons to send a contract by photo, create a booking, check contracts and look up customers. Everything is one tap away, with no getting lost in menus designed for the counter.
And the original paper?
It isn't lost. The photo of the signed contract is archived in the customer file, in a protected folder (it can't be opened through a loose URL: only someone logged in to your own company can see it). Your documentary evidence is digitized and easy to find, and GDPR-compliant.
Which plan includes it?
Contract from photo with AI and the mobile sales agent mode are exclusive to the Business plan. It's the feature that makes the biggest difference for a rent a car business with sales agents out in the field. The 14-day free trial includes it, so you can see it work with your own contracts and your own handwriting.
Want to see it in detail first? We explain it all on the contract from photo with AI page, or call us on 623 63 48 00 and we'll give you a demo with one of your own contracts.