Version: 2.0 | Status: Draft | Last Updated: 2026-01-15
Change Log
| Version | Date | Changes | Author |
|---|
| 2.0 | 2026-01-15 | Converted to business-focused format: added measurable outcomes, success metrics, consolidated requirements, prioritized user stories | PRD Conversion |
| 1.0 | Initial | Original technical PRD | - |
1. Executive Summary
1.1 Purpose
Enable rental companies to increase revenue per transaction through insurance options and extra services (add-ons) that customers can select when renting vehicles. This module allows customization of rental packages to meet diverse customer needs while providing operators with flexible pricing tools.
1.2 Business Value
| Value Claim | Measurable Outcome | Target | Measurement Method |
|---|
| Revenue Enhancement | Increase average order value through insurance and extras attachment | +15-25% average order value | Compare order totals with/without extras over 90 days |
| Service Differentiation | Higher customer satisfaction through customizable offerings | 85%+ satisfaction rating on extras availability | Post-rental surveys |
| Pricing Flexibility | Reduced order amendments requiring manager approval | 50% fewer price override escalations | Track override requests vs. operator-level adjustments |
| Inventory Management | Reduced “unavailable extra” complaints at pickup | 90% extras availability match at pickup | Track promised vs. delivered extras |
| Multi-language Support | International customer self-service without support tickets | 80% international bookings completed without language support | Track support tickets tagged “translation” |
1.3 Target Users
| Role | Business Context | Primary Goals |
|---|
| Admin | Fleet manager responsible for service catalog and pricing strategy | Maximize revenue per rental, maintain competitive offerings |
| Operator | Rental desk staff processing bookings and customer requests | Quick order configuration, accurate pricing, minimal errors |
| Client | End customer (Future phase) | Easy selection of relevant extras, transparent pricing |
1.4 Scope
In Scope:
- Insurance plan creation and catalog management
- Extra services creation with localization support
- Vehicle-specific extras assignment
- Order attachment with pricing calculation
- Per-order price and quantity overrides
Out of Scope:
- Payment processing (see 09-payments)
- Vehicle management (see 03-vehicles)
- Order workflow and lifecycle (see 06-orders)
2. Success Metrics
| Category | Metric | Definition | Baseline | Target | Measurement Method | Timeframe |
|---|
| Revenue | Extras Attachment Rate | % of orders with at least one extra service | TBD (30-day baseline) | 60%+ | Orders with extras ÷ total orders | 6 months |
| Revenue | Insurance Attachment Rate | % of orders with insurance selected | TBD (30-day baseline) | 40%+ | Orders with insurance ÷ total orders | 6 months |
| Revenue | Average Revenue per Extra | Revenue from extras ÷ count of extras sold | TBD | +10% YoY | Monthly extras revenue analysis | 12 months |
| Operational | Catalog Setup Time | Time to add new extra service to catalog | Manual process | <5 minutes | Admin time tracking | 3 months |
| Operational | Order Configuration Time | Time to add extras during order creation | TBD (time study) | <30 seconds per extra | Operator workflow timing | 3 months |
| Quality | Extras Fulfillment Rate | Promised extras delivered at pickup | TBD | 95%+ | Pickup verification audit | 6 months |
| Quality | Price Override Accuracy | Override requests without errors | TBD | 99%+ | Order audit sampling | 6 months |
| Efficiency | Bulk Assignment Completion | Time to assign extra to entire fleet | Manual per-vehicle | <10 seconds | Admin workflow timing | 3 months |
3. User Stories
3.1 Admin Stories
| ID | Priority | User Story | Business Value |
|---|
| US-01 | P0 | As an Admin, I can create insurance plans with coverage details and pricing so customers have damage protection options | Core revenue stream; required for regulatory compliance in some markets |
| US-02 | P0 | As an Admin, I can create extra services with pricing, images, and availability limits so operators can upsell during booking | Primary mechanism for increasing average order value |
| US-03 | P1 | As an Admin, I can set whether extras charge once or daily so pricing reflects actual usage costs | Accurate pricing prevents revenue leakage and customer disputes |
| US-04 | P1 | As an Admin, I can localize extra service content for multiple languages so international customers understand offerings | Enables market expansion without translation support overhead |
| US-05 | P1 | As an Admin, I can bulk-assign extras to vehicles so fleet-wide offerings deploy in seconds not hours | Operational efficiency; faster response to market opportunities |
| US-06 | P2 | As an Admin, I can soft-delete services to remove availability while preserving historical order data | Compliance with data retention requirements |
3.2 Operator Stories
| ID | Priority | User Story | Business Value |
|---|
| US-07 | P0 | As an Operator, I can add insurance and extras to orders so customers receive complete rental packages | Core transaction capability |
| US-08 | P0 | As an Operator, I can see which extras are available for the selected vehicle so I only offer what’s deliverable | Prevents customer disappointment and fulfillment failures |
| US-09 | P1 | As an Operator, I can override extra prices for specific orders so I can accommodate negotiations and promotions | Empowers front-line staff to close deals without manager involvement |
| US-10 | P1 | As an Operator, I can modify extras on existing orders so changes don’t require order cancellation | Reduces order rework and improves customer flexibility |
| US-11 | P2 | As an Operator, I can create new extras during order creation so urgent customer needs are met immediately | Captures revenue from unplanned requests |
3.3 Client Stories (Future Phase)
| ID | Priority | User Story | Business Value |
|---|
| US-12 | P1 | As a Client, I can view and select insurance options during self-service booking | Reduces operator workload, increases attachment through convenience |
| US-13 | P2 | As a Client, I can add extras to my booking with clear pricing per option | Enables upselling without staff involvement |
4. Functional Requirements
4.1 Insurance Management
| ID | Requirement | Business Rationale |
|---|
| FR-01 | Admin can create insurance plans with title, description, price, and deductible (franchise) amount | Customers need clear coverage options to make informed decisions |
| FR-02 | Insurance plans remain accessible for historical orders after removal from active catalog | Supports audit, dispute resolution, and financial reporting |
| FR-03 | One insurance plan per order maximum | Prevents coverage overlap confusion and simplifies claims processing |
| FR-04 | Insurance details captured at booking time remain unchanged regardless of catalog updates | Protects customers from post-booking price changes |
| ID | Requirement | Business Rationale |
|---|
| FR-05 | Admin can create extra services with title, description, price, image, and quantity limits | Complete service information enables informed customer selection |
| FR-06 | Extra services support one-time or per-day pricing models | Matches charging model to actual cost structure (consumables vs. rentals) |
| FR-07 | Extra services support multiple language translations | Enables international operations without translation staff |
| FR-08 | Quantity limits prevent over-promising beyond physical inventory | Ensures fulfillment capability matches commitments |
| FR-09 | Removed extras remain visible in historical orders | Supports financial reconciliation and customer dispute resolution |
4.3 Vehicle Assignment
| ID | Requirement | Business Rationale |
|---|
| FR-10 | Admin can assign extras to specific vehicles or entire fleet | Some extras are vehicle-specific (GPS mounts); others are universal (child seats) |
| FR-11 | Admin can perform bulk assignments across multiple vehicles simultaneously | Operational efficiency when launching new extras |
| FR-12 | Operators see only extras available for the selected vehicle | Prevents offering extras that cannot be delivered |
4.4 Order Integration
| ID | Requirement | Business Rationale |
|---|
| FR-13 | Operators can attach insurance and multiple extras to orders | Core transaction functionality |
| FR-14 | Operators can override prices and quantities for specific orders | Enables promotions, negotiations, and error corrections |
| FR-15 | Order totals recalculate automatically when extras are modified | Ensures pricing accuracy without manual calculation |
| FR-16 | Extra details captured at booking remain unchanged regardless of catalog updates | Customer sees same pricing as when they booked |
| FR-17 | Operators can add or remove extras from existing orders | Supports customer requests and error corrections |
4.5 Pricing Calculation
| ID | Requirement | Business Rationale |
|---|
| FR-18 | One-time extras charge once regardless of rental duration | Matches cost structure for setup fees, consumables |
| FR-19 | Per-day extras multiply by rental duration | Fair pricing for usage-based items (GPS daily rental) |
| FR-20 | Price overrides apply to specific order only without changing catalog prices | Promotional pricing doesn’t affect other customers |
5. Acceptance Criteria
AC1: Insurance Catalog Management
Given an Admin with catalog management permissions
When they create an insurance plan with title, description, price, and deductible
Then the insurance is available for selection on new orders
And it appears in the insurance catalog filtered by their company
Given an Admin with catalog management permissions
When they create an extra service with required details (title, description, price, image, pricing type, quantity limit)
Then the service is available for assignment to vehicles
And localized content displays in the appropriate language for each user
AC3: Vehicle Assignment
Given an Admin with fleet management permissions
When they assign an extra service to vehicles (individually or in bulk)
Then that extra appears in available options when those vehicles are selected for orders
And the extra does not appear for unassigned vehicles
AC4: Order Insurance Attachment
Given an Operator creating or editing an order
When they select an insurance plan for the order
Then the insurance details are captured as a snapshot
And the order total includes the insurance price
And selecting a different insurance replaces the previous selection
Given an Operator creating or editing an order
When they add extra services with quantities
Then each extra is captured as a snapshot with current catalog details
And the order total reflects: quantity × price × (days if per-day pricing)
And operator can override price or quantity per extra
AC6: Order Modification
Given an Operator with an existing order containing extras
When they modify extras (add, remove, change quantity, override price)
Then the order total recalculates to reflect changes
And modifications are tracked for audit purposes
AC7: Catalog Removal
Given an Admin removing an insurance plan or extra service from the catalog
When they soft-delete the item
Then it no longer appears as an option for new orders
And existing orders retain their captured snapshots unchanged
And historical reports include the removed items
6. Business Rules
BR1: Pricing Rules
- One-time extras: Total = quantity × price
- Per-day extras: Total = quantity × price × rental days
- Insurance: Fixed price per order (not per day)
- Price overrides apply to individual order only; catalog prices unchanged
BR2: Availability Rules
- Extras available only for vehicles with explicit assignment
- Removed items excluded from new order selection
- Existing orders retain removed items in their snapshots
- Quantity requests limited by catalog-defined maximum
BR3: Order Rules
- Insurance optional; maximum one per order
- Multiple extras allowed per order
- Order snapshots immutable after creation (audit trail)
- Catalog changes do not affect existing orders
BR4: Data Retention
- Soft-delete preserves all historical data
- Order snapshots retained for financial and compliance reporting
- Audit trail maintained for all modifications
BR5: Multi-tenant Isolation
- All data isolated by company (tenant)
- Users see only their company’s catalog and orders
- Cross-company data access prevented
7. Dependencies
7.1 Upstream Dependencies (Required Before This Feature)
| Dependency | PRD Reference | Required Capability |
|---|
| Multi-tenant Architecture | 01-multi-tenant | Company isolation, user authentication |
| Vehicle Management | 03-vehicles | Vehicle catalog for extras assignment |
7.2 Downstream Dependencies (Features Requiring This)
| Dependent Feature | PRD Reference | Integration Point |
|---|
| Order Management | 06-orders | Order creation includes insurance/extras selection |
| Dynamic Pricing | 07-pricing | Order total calculations include extras/insurance |
| Payments | 09-payments | Payment amount includes extras/insurance costs |
7.3 Integration Requirements
- Order totals must include insurance and extras in payment calculations
- Invoice line items should itemize extras for customer transparency
- Reporting dashboards should track extras attachment and revenue metrics
8. Non-Functional Requirements
| Category | Requirement | Target | Rationale |
|---|
| Performance | Catalog loading | <2 seconds | Operators need quick access during customer interactions |
| Performance | Bulk vehicle assignment | <10 seconds for 100 vehicles | Admin productivity for fleet-wide changes |
| Availability | Service uptime | 99.5% | Revenue-critical feature during booking hours |
| Security | Data isolation | 100% tenant separation | Competitive and compliance requirement |
| Scalability | Catalog size | 500+ extras per tenant | Support diverse rental operations |
9. Glossary
| Term | Business Definition |
|---|
| Extra Service | Optional add-on (GPS, child seat, additional driver) that customers can purchase with their rental |
| Insurance | Damage protection coverage that limits customer liability in case of vehicle damage |
| Franchise / Deductible | Maximum amount customer pays out-of-pocket for covered damage claims |
| One-Time Pricing | Extra charged once regardless of rental length (e.g., cleaning fee) |
| Per-Day Pricing | Extra charged for each rental day (e.g., GPS daily rental) |
| Order Snapshot | Frozen copy of insurance/extra details at booking time, protecting customer from later price changes |
| Soft Delete | Removal from active catalog while preserving data for historical records |
| Vehicle Assignment | Linking extras to specific vehicles to control availability |
| Attachment Rate | Percentage of orders that include insurance or extras |
10. Open Questions
- Baseline data available for current extras/insurance attachment rates?
- Target attachment rates aligned with industry benchmarks?
- Per-day pricing calculation: include pickup day, return day, or both?
- Maximum extras per order limit needed?
- Insurance-extras bundling/discount rules planned?
- Client self-service phase timeline confirmed?