Pool cars for your team.
Without owning the fleet.
If your company needs vehicles for staff but you don't want the burden of buying them, hiring drivers, scheduling them, or chasing receipts — this is your guide. Reserve a managed pool from a vetted leasing company, give your staff self-serve access, and run finance on clean monthly invoices.
At a glance
- Who you are
- Business administrator
- Where you log in
- Business portal
- Typical commitment
- 1 month or 1 year
- Billing
- Up-front, per reservation
Getting started
A business in PoolCar is your company. You sign up, set up your organization profile, and invite your admin team — all free.
Create your business
Sign up with your work email or Google account. Pick a name, a logo, your office address, and you're live. There is no setup fee.
Verify your profile
Add your registration details so leasing companies and our finance team can reconcile invoices to your business.
Invite your admin team
Bring in colleagues who will help you run the pool — finance, ops, HR. Each gets their own login under your business.
Marketplace and reservation
The marketplace is where you discover vehicles offered by vetted leasing companies. You filter, compare, and reserve a vehicle for a period that suits your team — typically a month or a year.
Browse available vehicles
Filter by city, vehicle class, hourly rate, operating hours, and minimum bookable hours. Each listing shows the vehicle, the leasing company, and what's included.
Configure your reservation
Pick how many hours per day and how many days per week. We compute the total hours committed and the all-in price, no surprises at checkout.
The reservation cart
Add multiple vehicles to a single cart. Review terms, accept the leasing company's policy, and check out everything together as one invoice.
Pay through Paystack
Hosted checkout — cards, bank transfers, USSD. Your invoice flips to paid the moment Paystack confirms, and your reservation order activates.
Your reserved fleet
Once a vehicle is reserved, it appears in your fleet. From here you control which staff can use it, who drives it, and how the hours get spent.
Active reservations
See every vehicle currently reserved to your business with start/end dates, hours committed, and hours used to date.
Groups and access control
Create staff groups — Sales, Execs, Field Ops — and assign each vehicle to one or more groups. Staff only see vehicles their groups can use.
Live fleet calendar
A unified calendar across every reserved vehicle. See who has booked what, when, and where — color-coded by group or driver.
Overlap protection
Two staff cannot book the same vehicle for the same time. Enforced at the database level — there is no way around it, by design.
Team and access
Inviting staff is built for the realities of mid-market companies — bulk imports, no-expiry invitations, optional auto-join by domain.
CSV bulk import
Invite a thousand staff at once with a CSV. Upload, send. Invitations don't expire — staff can activate any time via password reset.
Domain auto-join (optional)
Turn on auto-join for your email domain so anyone with @yourcompany.com signs up directly into the role you choose, no invite needed.
Roles: admin and member
Admins manage the pool, billing, groups, and team. Members book against the pool. Switch roles at any time from the team page.
Email notifications
Booking confirmations, schedule changes, invoice flips, and payment receipts go to the right people automatically.
Billing and invoices
One vehicle is one reservation order. One reservation order is one invoice. Finance gets clean, line-itemized PDFs they can file or forward.
Server-rendered PDF invoices
Every invoice comes as a PDF: subtotal, the platform service fee, Paystack processing, total. Downloadable any time, attached to email.
Transparent fee breakdown
You see the leasing company's rate, our service fee, and the Paystack processing cost separately — before you click pay.
Usage and history
Hours used vs. hours committed, per vehicle and across the fleet. Spot underused reservations before the next renewal.
Renewal reminders
We email you ahead of reservation end so you can renew, adjust, or let it lapse — no auto-renewals without your say-so.
Oversight and audit
Pool cars work for finance teams because every action is logged and reviewable. No black boxes.
Booking audit trail
Every booking, reschedule, reassign, and cancellation is recorded with the actor, the timestamp, and the reason given.
Per-vehicle settings
Cap maximum trip duration, set vehicle nicknames, restrict which days a vehicle is bookable — all per vehicle, all reversible.
Driver-confirmed trips
Drivers tap Start at pickup and End at dropoff. Your audit trail is grounded in what actually happened on the ground.
Related roles
Other people who use this part of PoolCar
Reserve your first vehicle
It takes 10 minutes to create a business account, browse the marketplace, and quote your first reservation order. We'll show you the all-in invoice — no surprises.