How Billing Works - Active Vehicle Count

Kurt Lingohr -

PoolCar is licensed on a subscription basis, per-vehicle. Using this method, customers only pay for what they need and the fees are commensurate with fleet size and total fleet expenditure.

We do not have any minimum or maximum fleet sizes - our smallest customer has 1 vehicle and our largest 450+. There are also no no minimum terms other than the smallest unit of billing frequency (see below).

Current pricing can be found here and a quote can be generated from within the PoolCar system, on the Accounts > Subscription page. The worked calculations using an example rate of USD$7.50 per vehicle per month, for a fleet of 50 vehicles the pricing would be:


  • 50 x 7.50 = $375 per month

  • 375 x 12 = $4,500 per year (an annual discount of 10% may also apply).

Please refer to your quote for specific pricing and included benefits, such as support and training. You can generate a quote from within your PoolCar system by going to Sysadmin > Subscription (under Accounts & Billing heading).

Billing Methods

Billing can be handled in the following ways:

  1. Credit card. Credit card details are stored on the secure credit card payment gateway servers (a third party; credit card details are not stored on the PoolCar servers). The nominated credit card is automatically billed each billing cycle for the “Active Vehicle Count” (AVC), plus any debits and credits where the AVC has varied in the previous billing cycle - see below.
  2. Invoice - by arrangement only - for payment by your accounts payable department. Invoices are raised quarterly or yearly for the “Active Vehicle Count” (AVC), plus any debits and credits where the AVC has varied in the previous billing cycle - see below.

Varying the Fleet Size - Active Vehicle Count ("AVC")

The AVC is the number of vehicles entered into the Vehicle Register, that have not been deleted (i.e. in active service). Note that if you have entered non-vehicle asset types into the Vehicle Register, such as meeting rooms or machinery/plant, these also count towards the AVC.

Vehicles that have been flagged as ‘hidden from the booking system’, such as the CEO’s car for example, also count towards the AVC because they are in active service (for servicing reminders, recall notices, etc.)

Deleted vehicles do not count towards the AVC even though they are still present inside the PoolCar system (for archival record keeping purposes). A deleted vehicle is a vehicle record that was at one time in active service, and the administrator has clicked the ‘delete’ button to flag to the system it is no longer in active service.

Where the AVC is increased during the billing period (registered new vehicles during the period resulting in a net increase of AVC), the next bill is adjusted on a pro-rata basis for the number of days remaining in the billing period. For example, if at the start of the billing cycle your vehicle register had 22 vehicles and a new vehicle was added on the 13th of the month, then the next bill would be:

23 cars x $7.50 (for the coming month) = $172.50


(17/30) x $7.50 (pro-rata in arrears) = $4.25



Credit card is the preferred way to remit.

For invoices, we accept remittance by either EFT (preferred), PayPal or Cheque. Banking details are on the invoice, including international SWIFT routing codes.

For credit card payments, the amount to be billed is charged to the nominated credit card. Successful payments result in a tax invoice/receipt emailed to the administrator. If a billing attempt fails, the following process is followed:

  • Email to card holder advising of billing problem

  • Resubmit the billing attempt 48 hours later

  • If this second attempt also fails another email will be sent to the card holder advising the card holder to make alternate payment arrangements.

  • If the account is not settled within seven (7) days the PoolCar account will be suspended, meaning no users will be able to sign in.

Discounts for Annual Billing

Opting for an annual billing cycle, as opposed to monthly or quarterly, entitles you to a discount (refer quotation) and also reduced administration expenses.

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