Common Questions from Dealership Operators

Common Questions from Dealership Operators

This page answers the questions our dealership customers ask most often during evaluation and the first month of running a rental program. If yours is not here, email [email protected] and we will add it.

Does TrailerBase replace my DMS?

No. TrailerBase is a rental management platform, not a dealer management system. It does not handle F&I, purchase contracts, manufacturer reporting, or floor-plan financing. Your DMS continues to own all of that. TrailerBase sits next to your DMS and runs the rental side of the business — calendar, bookings, invoicing, contracts, and lead capture for prospects who came in through the rental funnel.

Can I use my existing inventory?

Yes. Any trailer already on your lot can become a rental unit by editing it in TrailerBase and setting Inventory Type to RENTAL or DUAL_PURPOSE. You do not need to buy a separate rental fleet. Many dealers start by opening up two or three slow-moving sale units as DUAL_PURPOSE so the trailer earns rental income while the sale listing stays live.

How long does it take to set up?

For a dealer adding a small rental fleet, expect:

• Day 1: Onboarding, business type, branding, the first two or three trailers tagged.
• Day 2: Rate setup, contract template, pickup and return checklist.
• Day 3 or 4: Public booking widget embedded on your dealer site.
• Day 5: First test booking and first paying renter.

Three to five business days is a realistic estimate when one person on your team owns the project end to end.

Can I track conversions from rental to sale?

Yes. Every renter has a Sales Lead section that moves through PROSPECT, DEMO_TAKEN, NEGOTIATING, CONVERTED, and LOST. The Sales Leads page filters and counts conversions, and the rental-to-sale conversion rate is a tracked metric. The companion article on converting renters covers this workflow in detail.

Do I have to commit my whole fleet?

No. You can run the program with as few as one rental trailer. We actively recommend starting small. One or two units lets you learn the workflow without disrupting your sales floor or overwhelming your team.

What about insurance?

Rentals carry different insurance requirements than sale inventory. Talk to your commercial insurance carrier before your first rental and ask specifically about a rental endorsement or a rental-trailer policy. Most carriers can add this at modest cost. TrailerBase captures the renter's insurance information at booking time and stores it on the reservation, but we are not your insurance provider — your carrier of record is.

How much lot space do I need?

Most dealers can run 5 to 10 rental trailers without dedicating new lot space, because the trailers are out on rentals or near the customer entrance for pickup. If your rental fleet grows past 10 to 15 units, plan a dedicated rental staging area near the office so pickups do not disrupt the sales floor.

How do we handle weekend coverage?

Rental demand peaks Friday through Monday, when most dealerships staff lighter. A few common approaches:

1. Saturday-only desk coverage. One person handles pickups and returns on Saturday morning; nothing scheduled on Sunday.
2. Self-serve pickup with smart locks. Pair a smart lock to each rental trailer and let renters pick up after hours with an access code. See the smart locks articles in this help center.
3. Reduced Saturday hours. Open from 8 AM to noon for pickups, closed otherwise.

What about wear and tear on dual-purpose units?

Renting a unit that is also for sale will accelerate wear. Most dealers price this in by adjusting the asking price on a DUAL_PURPOSE unit downward by 5 to 10 percent after it has run a season of rentals, or by limiting how many rentals a single unit takes before it goes back to sales-only.

Can my sales team see rental activity?

Yes. Anyone on your team with the Sales role can see the Sales Leads page, the renter detail pages, and the lead notes. They cannot edit reservations or invoices. This is the right permission set for most sales teams.

What if a renter wants to buy the trailer they are renting?

Walk it through the standard sales process via your DMS. In TrailerBase, set the renter's lead status to NEGOTIATING, and once the deal closes, mark it CONVERTED. End the rental cleanly so deposit logic releases. You then mark the trailer Sold and it leaves the rental pool.