In the Wheelbase ecosystem, a Quote is a preliminary document that outlines dates, vehicle selection, and estimated costs. Converting a quote into a Reservation is the formal process of locking in the vehicle on your calendar and initiating the financial and legal requirements of the booking.
Why might you need to do this?
While many renters complete their own bookings via your website, hosts often need to manually complete a reservation from a temporary quote to:
Finalize Direct Inquiries: Convert "soft-holds" from phone or email leads into confirmed trips.
Manage Custom Pricing: Apply specific discounts or add-ons before officially charging the guest.
Technical Assistance: Assist guests who may be struggling with the self-checkout flow.
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Inventory Control: Immediately remove a vehicle from the available pool to prevent double-bookings.
Step-by-Step: Finalizing the Booking
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Select the Quote:
Open the desired quote from your Reservations dashboard.
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Verify that the pricing, dates, and vehicle details are correct.
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Initiate Completion:
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Click the Complete Reservation button located in the top menu bar.
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Configure Payment:
Review the Reservation tab to see the total amount due.
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Choose the payment method: Reserve with cash, Reserve with credit card, or other methods (check, external payment, etc.).
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Schedule Security Deposit:
Navigate to the Security Deposit tab.
The system will show the scheduled date for the automatic authorization (typically a few days before the reservation starts).
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Choose to either Collect cash now or Schedule with card (using the same card or adding a new one).
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Review and Send Message:
In the final Review tab, you can add a personalized message to the guest.
Click Complete Reservation.
Host Guidance & Best Practices
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Lead Time Management: To ensure you have enough time to prep the vehicle, we recommend disabling "Instant Book" initially and requiring a 1–2 day lead time. This prevents you from being caught off guard by a last-minute booking.
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Timing Payouts: It is best practice to match your Remainder Due timing with your cancellation policy. For example, if a booking becomes non-refundable 5 days out, schedule the final payment to be charged 5 days before pickup.
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Roamly Rental Shield Limitation: If a guest needs to purchase the Roamly Rental Shield (specifically for "Liability Only" policies), please note that Rental Shield currently cannot be applied to a same-day rental. It must be added at least 24 hours prior to the trip start.
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Verification Checklist: Once the reservation is confirmed, ensure the guest completes their Driver's License and Insurance Verification through their Renter Dashboard.