Secure, Scalable Infrastructure for Rental Operations
How Rentlink (by Index) replaced Van Udenhouts paper-based rental workflows with a scalable, legally robust SaaS solution
Products & Services
Rental solution
Artificial Intelligence
Core
Interact
Nexus
As a leading automotive group in the Netherlands, Van Udenhout handles a constant stream of short-term rentals, replacement vehicles and lease contracts. Each vehicle handover represents a legally binding moment in the customer journey. Yet in practice, this process was fragmented and vulnerable
As a leading automotive group in the Netherlands, Van Udenhout handles a constant stream of short-term rentals, replacement vehicles and lease contracts. Each vehicle handover represents a legally binding moment in the customer journey. Yet in practice, this process was fragmented and vulnerable.
Contracts were generated from existing rental and lease software and often signed physically, either at the counter or on location. Not every agreement was returned signed, which introduced legal and financial risk in the event of damage or disputes. Driver licences were not always validated at the moment of handover, particularly when vehicles were delivered by internal drivers or external hikers. At the same time, signed documents were stored in physical archives, making retrieval slow and dependent on manual handling.
The result was an operational process that worked, but demanded significant administrative effort and left room for error. Van Udenhout needed a solution that would guarantee legally secure digital signatures, validate driver licences directly with the RDW before a vehicle was handed over, and integrate seamlessly with the existing systems that produced contract PDFs. The process had to work just as effectively at the dealership counter as it did on a smartphone in the field.
What began as a focused request to eliminate paper-based friction and reduce risk gradually evolved into something larger: a standardized, scalable platform that could support vehicle rental and lease handovers in a structured, digital and legally robust way.
That platform became RentLink.
Building a secure, scalable foundation for digital vehicle handover
The objective was clear: develop a centralised, web-based rental handover platform that enables structured contract processing, digital signature workflows and real-time driver licence validation across all Van Udenhout locations.
The platform needed to seamlessly integrate with existing rental and lease software that generated contract PDFs, while ensuring that every agreement was digitally signed and legally secured. It had to support both counter-based handovers and on-location deliveries via chauffeurs or external hikers, with secure role-based access and full traceability of every contract and validation step. Beyond operational efficiency, the system had to reduce legal exposure, eliminate paper-based administration and create full transparency into the status of every rental agreement.
At the same time, the solution had to be multi-tenant and future-ready. What started as a dedicated solution for Van Udenhout needed to evolve into a scalable SaaS platform, capable of supporting multiple rental organisations, increasing transaction volumes and integration with third-party systems across the broader mobility ecosystem.
Contract traceability
Full status tracking and auditability of every contract from creation to digital signature and archive.
Digital signature workflow
Enable secure, role-based digital contract signing via unique links accessible on any device.
Driver licence validation
Integrate real-time RDW validation to verify licence data before vehicle handover.
Multi-tenant architecture
Support multiple organisations within one scalable platform with strict data separation per tenant.
The approach
Agile Scrumban Methodology
The project was delivered using an Agile Scrumban methodology, combining the structure of Scrum with the flexibility of Kanban. This approach ensured continuous delivery while maintaining control over scope, quality, and timelines.
This collaborative approach with a dedicated Product Owner ensured flexibility while maintaining control over scope, quality, and timelines throughout the entire development process.
The result
RentLink transformed vehicle handover at Van Udenhout from a paper-based, fragmented process into a fully digital, structured workflow.
Every contract is now processed through a centralised platform, digitally signed and securely archived, with full traceability from contract creation to final confirmation.
Driver licence validation is embedded directly into the handover flow. Whether a vehicle is issued at the counter or delivered on location by a chauffeur, licence data is validated in real time and automatically linked to the corresponding contract. This significantly reduces legal exposure and ensures compliance without adding operational overhead.
Operationally, the impact is immediate. Administrative handling has been reduced, contract status is visible at any moment, and retrieval of agreements no longer depends on physical archives. Teams work within a consistent digital process, supported by secure role-based access and automated workflows.
Strategically, what started as a tailored solution for Van Udenhout evolved into a scalable SaaS platform. RentLink is now positioned as a multi-tenant product, ready to support additional rental organisations and integrations within the broader mobility ecosystem. The foundation built for one automotive group has become a reusable, future-proof platform for the market at large
