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7 Hacks How Corporates Can Save Cost on Corporate Car Rental Services in India

7 Hacks How Corporates Can Save Cost on Corporate Car Rental Services

In today’s lightning-fast business ecosystem, managing cost centers is more crucial than ever. Car rentals—a seemingly minor detail in the grand corporate schema—have burgeoned into a significant chunk of companies’ travel budgets. 

This revelation, spotlighted by a Motus article, underscores a pervasive challenge: the escalating costs of straightforward services. However, this guide doesn’t just illuminate the problem; it offers a robust arsenal of solutions. 

Here's a handpicked collection of seven unique tips, each of which offers hope to budget-conscious organizations. These tactics offer not only to reduce your automobile rental expenditures but also to push your organization in a greener, more sustainable direction. 

1) Route Planning/Rostering

Route Planning for corporate cab services

Route optimization is a key advantage in reducing fuel consumption and increasing energy efficiency in corporate car rental services. By carefully planning routes and schedules, companies can minimize idle time, reduce unnecessary detours, and avoid congested areas, all of which contribute to significant fuel savings

This not only lowers operating costs but also aligns with sustainability goals by reducing carbon emissions and environmental impact. Optimizing routes, ensuring effective vehicle utilization, and delivering maximum value for every mile driven can improve overall fleet productivity for companies. 

Route optimization is indeed a powerful advantage that can drive significant benefits for businesses looking to cut costs and operate more sustainably.

2) Cut Down Transport Desk Team (End-to-End Automation Software)

End-to-End Automation Software for corporate cabs

Let’s talk about simplifying your life with some tech magic. According to the American Productivity and Quality Center (APQC), automation can deliver efficiency gains of 20–35% in business processes. 

Imagine your transport desk right now—a bit of a hectic scene, right? The phone’s ringing, emails are piling up, and it’s all about managing those car rentals. But what if I told you there’s a way to calm the storm?

Here’s the scoop: end-to-end automation software. This isn’t just any tool; it’s your ticket to a smoother operation. With a few clicks, booking, approving, and tracking car rentals become a breeze. 

No more back-and-forth emails or chasing down approvals. It’s all about efficiency and cutting down on the need for a big team just to handle rentals.

3) Switch to EVs (electric vehicles)

Ev corporate cabs

It’s time to think beyond traditional fuel-powered vehicles and embrace the future with electric vehicles (EVs). Sure, upfront costs might raise a few eyebrows, but let’s look at the bigger picture. 

EVs offer significant long-term savings by slashing fuel costs and minimizing maintenance expenses. Plus, they align with corporate sustainability goals, reducing carbon emissions and promoting environmental stewardship.

But here’s the kicker: Before making the switch, it’s crucial to analyze potential savings. Consider factors like fuel savings, tax incentives, and maintenance costs over the lifespan of the vehicle. Many governments offer incentives and subsidies for EV adoption, further sweetening the deal.

Driving EV Adoption in India: Exciting developments like a recent partnership between Rego, India's leading corporate car rental company, and Reliance Jio-BP signal a major shift towards EV adoption nationwide. 

This initiative aims to provide convenient access to EV infrastructure and streamline the adoption process for corporates across India. Rego's commitment to sustainable solutions underscores the company's role in shaping the future of corporate transportation.

Did you know electric vehicles can convert around 60% of the electrical energy from the grid to power the wheels? This impressive efficiency means more bang for your buck and a reduced environmental footprint.

Investing in EV charging infrastructure shows a commitment to sustainability and positions your company as a forward-thinking leader in the industry. By making the switch to EVs, not only do you save money in the long run, but you also contribute to a cleaner, greener future for generations to come.

4) Implement usage policies and tracking

Corporate cabs tracking system

In the pursuit of corporate savings, the devil is in the details. Imagine the impact of implementing clear usage policies and diligent tracking of rental details—it’s like uncovering hidden treasure troves of savings. 

By analyzing rental data, businesses unearth inefficiencies and opportunities for improvement, leading to substantial cost reductions.

Leveraging Rego's Expertise: Companies like Rego, a leading corporate mobility company in India with a fleet size exceeding 4,117 cabs and 4,240+ chauffeurs and serving over 213 clients across 256+ cities, can offer invaluable support in implementing robust usage policies and tracking systems.

As Steve Jobs once said, “Details matter; it’s worth waiting to get it right.” By paying attention to the nuances of car rental usage, companies can optimize operations and make every penny count. 

From minimizing unnecessary expenses to maximizing resource utilization, usage policies and tracking pave the way for a more efficient and cost-effective journey.

Let’s harness the power of data and strategic oversight to drive corporate car rental efficiency. After all, in the world of business, it’s the minor details that often yield the greatest rewards.

5) Choose a partner who has pan-India operations

Corporate car rental pan india service providers

 In India, eight major metropolitan cities stand as hubs of corporate and IT activity: Mumbai, Delhi, Kolkata, Chennai, Bangalore, Hyderabad, Ahmedabad, and Pune. These cities host numerous multinational corporations and tech giants, making corporate travel a frequent necessity. However, managing transportation across these diverse locations can be a logistical nightmare, often involving dealing with multiple local car rental companies in each city.


To alleviate this challenge, selecting a pan-India car rental partner becomes essential. Companies can eliminate the hassle of coordinating with numerous local agencies by choosing a single pan-India provider to handle corporate travel needs across all these cities. This saves both time and money while ensuring a consistent experience nationwide. 


With access to a diverse fleet of vehicles across India, businesses benefit from greater flexibility and convenience. Additionally, centralized billing and reporting simplify administrative tasks, while the ability to negotiate rates on a larger scale enhances cost-effectiveness. 


Whether employees are travelling for business in Mumbai, Delhi, or any other city, a pan-India rental partner provides a seamless solution for all transportation needs. This approach optimizes efficiency, standardizes processes, and ultimately enhances the overall corporate travel experience.

6) Early bookings and flexible dates

Pre booking the corporate cars for rent

Think of early bookings and flexibility in travel dates as your insider tips for scoring the best deals on corporate car rentals. It’s like getting the inside scoop on when to buy to bag the biggest bargains. 

By booking your cars way ahead of time, you’re not just getting ahead of the curve; you’re ensuring you get the cream of the crop at prices that’ll make your finance team smile.

Now, let's discuss the freedom to adjust those travel dates. Imagine you’re shopping for the best deals, but instead of clothes, you’re hunting for the perfect rental rates. Shifting your travel dates by just a day or two can sometimes snag you those off-peak prices, like finding a designer label in the clearance rack—top quality at a fraction of the cost.

Together, booking early and flexing those travel dates are like your secret handshake into the world of savings. It’s a straightforward strategy, but boy, does it matter. It’s all about playing the long game and knowing when to make your move.

7) Negotiate contract terms

Booking corporate car cabs

Did you know? 30% of buyers step into contract negotiations less prepared than they should be. Here’s your chance to break away from that statistic and harness significant savings and better conditions.

Dive into the details: Start with the essentials: insurance coverage, mileage limits, and damage liability. Each of these terms is an opportunity waiting to be unlocked.

Leverage Your Knowledge: Negotiating favourable contract terms goes beyond price alone. Consider factors like long-term commitment, consistent usage volume, and a proven track record. 

Rego, a leading corporate mobility company, boasts impressive loyalty statistics, with 67% of its chauffeurs and 81% of clients onboard for more than a decade. This kind of stability and commitment provides valuable leverage when negotiating with rental providers.

  • Bargain Smart: This is where the magic happens. Every term you negotiate is a stride toward cost efficiency and enhanced protection for your company.

  • The Outcome? You transform routine contract prep into a strategic advantage, ensuring that your corporate car rentals are both cost-effective and suited to your needs. Don’t just sign; sign smart.

Conclusion: The Road to Smarter Corporate Car Rentals

These seven strategies are just the beginning of your journey toward more efficient and cost-effective corporate car rentals. By implementing these tactics, you'll not only unlock significant savings but also position your company as an environmentally conscious and forward-thinking leader.

Remember, the key to optimizing your corporate travel expenses is to stay adaptable and proactive. As your transportation needs evolve, so should your approach to managing them.

Ready to simplify your corporate car rentals?

Rego offers tailored solutions to streamline your employee transportation management. Our innovative platform combines powerful automation tools, extensive rental car options, and dedicated support to make business travel more efficient than ever before.

Explore Rego today and discover how we can take the hassle out of corporate car rentals.

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