Loaner Fleet Management Software for Dealerships

From booking to return, every mile and dollar accounted for

At most dealerships the loaner fleet runs on paper. Here's one loaner on Kimoby Go, from the booking to the fees you used to eat.

Step 1: Book

The booking comes from the appointment.

Pull up the service appointment and assign an available loaner in a couple of taps, matched to what is actually free. Customer and vehicle details come from your DMS, so no double entry and no double-booking.

Auto-booked from CDK, Reynolds, PBS, Tekion, and more.

Step 2: Check out

Check-out takes five minutes, not twenty.

The customer scans their license, the contract fills itself, they sign on a tablet, and a photo walk-around captures the condition before the keys change hands.

Under 5 minutes, down from 15 to 20.

Step 3: Track

See every loaner on a live map.

Mileage, fuel, and location update automatically through OEM connectivity or an OBD2 device. Cross a boundary you set, and the team gets an alert.

Stay inside OEM limits without a single manual log.

Step 4: Return

Know the second it is due back.

When the RO closes, Go knows the loaner is due. The return reminder goes out, and on the OS it rides the same thread as "your car is ready."

Photos and timestamps back every claim.

Step 5: Recover

Recover every fee at return.

A quick walk-around checks new damage against the check-out photos. Fuel and mileage come straight off the vehicle. Add tolls, tickets, or damage, and the whole total goes to the card on file.

$688.75 recovered in week one at BMW Policaro.

Always on: Measure

See which vehicles to retire.

Utilization, revenue recovered per vehicle, days overdue, capacity versus demand. Retire a car before it blows past its OEM mileage limit.

Retire the right car at the right time, on data.

Digital contracts

Created, signed, and stored online. License and insurance scanned by the app. No photocopier, no lost paperwork.

Automatic mileage tracking

Every mile logged through OEM connectivity or an OBD2 device. Stay under OEM limits without a clipboard.

Fuel, toll & damage recovery

Fuel and mileage tracked automatically. Add tolls, tickets, or damage to the booking and charge it all to the card on file. No awkward conversations, no eaten costs.

Photo walk-arounds

Condition documented at check-out and return. Damage disputes end with the photos, not an argument.

Geofencing

Set the boundaries. Get an alert the moment a loaner leaves the zone.

Real-time availability & booking

See what is available, out, and overdue at a glance. Reservations, customers, and ROs stay in sync with your DMS.

Full-trip tracking

Every trip the vehicle takes, with route, distance, and timestamps. A full history per vehicle.

Fleet reporting & profitability

Utilization and revenue recovered per vehicle. Know which cars to keep, retire, or add.

OEM compliance

Track mileage against OEM limits so you keep the incentive dollars instead of paying penalties.

Loaner booking management, without the double-bookings

Your whole loaner reservation process in one real-time calendar. Always know what is available, what is out, and what is due back, so no customer is left waiting and no car sits idle.

✓ Real-time calendar: booked, available, and overdue at a glance
✓ Reservations, customers, and repair orders stay in sync with your DMS
✓ Automated booking confirmations by text or email
✓ Assign by date, customer, service type, or vehicle tier in seconds
✓ Smart return reminders so cars keep moving
✓ Self check-in from the customer's phone or a dealership tablet

The old way vs the Kimoby way

Before Kimoby

Paper contracts and photocopied licenses, 20 minutes a check-out
Mileage and fuel logged by hand, if at all
Damage disputes that come down to he-said-she-said
Fuel, tolls, and damage you end up eating
Loaners sitting out for days after the car is done

With Kimoby

License scanned, contract signed, five minutes a check-out
Mileage, fuel, and location tracked automatically
Damage settled with the check-out photos
Every fee charged to the card on file
Return reminders the moment the RO closes

Book a demo

Why dealers run Kimoby Go

Numbers from real dealership fleets.

Over 108,00

loaner bookings managed on Kimoby Go.

5,616

fleet vehicles tracked and counting.

+65.7%

Go adoption growth in nine months.

$688.75

recovered in week one

9.8/10

onboarding satisfaction

+7 pts

retention lift for customers given a loaner (observed)

**Francesco A. Policaro** VP of Operations, Policaro Group

Works with your DMS

CDK Reynolds & Reynolds PBS Tekion Keyloop Serti Dealer Vu Quorum

Recover every fee

Fuel, tolls, mileage overages, and damage charge automatically to the card on file. The money you used to absorb comes back to you, starting the first week.

Stay OEM compliant

Automatic mileage tracking keeps every loaner inside the manufacturer limits that protect your incentives, with no manual sheet and no surprise penalty.

Run it from one screen

See who has each vehicle, when it is due back, and where it is right now. No paper, no spreadsheets, no whiteboard on the wall.

How does Kimoby Go track vehicles?

Two ways, so every vehicle in your fleet is covered, whatever the make.

OEM over-the-air

Direct OTA connectivity

Live vehicle data straight from the manufacturer, with no hardware to install, for:

Mercedes-Benz BMW Toyota Lexus

Any make, any model

Plug-in OBD2 device

A plug-and-play OBD2 device reports mileage, fuel, and location on any vehicle. Universal coverage regardless of brand.

Some manufacturers block third-party connectivity, so OEM eligibility is confirmed per brand and region. The OBD2 device is the universal fallback that works everywhere.

Loaner management software FAQ

What is the best loaner management software for dealerships? +

The best loaner management software for a dealership handles the full loaner lifecycle in one digital flow: booking from your DMS appointments, digital contracts with ID scanning, automatic mileage and fuel tracking, damage documentation with photos, and recovery of fuel, toll, and damage fees to the card on file. Kimoby Go does all of this, works on its own, and plugs into the Service Lane OS so the loaner is part of the customer's service experience.

Does Kimoby Go help with OEM mileage compliance? +

Yes. Go tracks every mile automatically through OEM connectivity or an OBD2 device and flags a vehicle before it reaches its program limit, so you keep the incentive dollars instead of paying penalties. Go is OEM approved for Toyota, Lexus, Mercedes-Benz, and BMW loaner programs.

Can Kimoby Go track loaner vehicles in real time? +

Yes. Go tracks mileage, fuel, and location automatically through OEM over-the-air connectivity or a plug-in OBD2 device that works with any make and model. It is not a stick-on GPS box, it is vehicle data that replaces manual logs and odometer photos. Geofencing alerts you the moment a vehicle leaves the area you set.

Does Kimoby Go replace paper loaner contracts? +

Yes. Contracts are created, signed, and stored digitally. The customer scans their license and insurance, the contract fills itself, and they sign on a tablet or their phone. Check-out drops from 15 to 20 minutes on paper to about five minutes, with nothing to misfile or lose.

Can Kimoby Go recover fuel and damage costs? +

Yes. Fuel and mileage are tracked automatically off the vehicle. Tolls, tickets, and damage are added to the booking and charged to the customer's card on file at return. The check-out and return photos back every charge, so there are no awkward conversations and no costs you quietly absorb.

Is Kimoby Go approved for OEM loaner programs? +

Yes. Kimoby Go is OEM approved for Toyota, Lexus, Mercedes-Benz, and BMW loaner programs. Mercedes-Benz and BMW also support direct over-the-air mileage tracking, and an OBD2 device provides the same data for any other make.

Can I use Kimoby Go without the rest of Kimoby? +

Yes. Go is the one Kimoby product that runs standalone, you do not need the Service Lane OS to use it. Many dealers start with Go for the loaner fleet, then add the OS later so the loaner experience and the service experience run in one place.

Which DMS systems does Kimoby Go integrate with? +

Go integrates with CDK, Reynolds and Reynolds, PBS, Tekion, Keyloop Serti, Dealer Vu, and Quorum. Reservations, customer records, and repair orders stay in sync with your DMS, so there is no double entry.

Loaner fleet management that recovers every fee and keeps you OEM compliant.

Built for the loaner programs your OEM runs

From booking to return, every mile and dollar accounted for