Carsharing Software’s Hidden Extras

A successful carsharing launch depends on more than the fleet and the software that powers it. Behind every reliable mobility service is a set of technical and operational components that ensure performance, compliance, and a smooth user journey. As these services are delivered by third-party providers, they are not covered by software fees.

This article breaks down the critical extra cost areas that operators should plan for in advance to avoid launch delays, unexpected spending, and operational gaps.

1. Server Infrastructure

💶 Estimated cost: starting from €90 per month

A dedicated server is required to host the admin panel, manage real-time vehicle data, and maintain platform reliability. Operators must supply a server that meets CT Mobility’s technical standards and complies with local data-storage rules.

Our team supports operators in selecting the optimal hosting solution based on the fleet size, regulatory landscape, and performance requirements. For exact server specifications and trusted provider recommendations, please contact our team.

Insights:

• Certain markets, such as Vietnam and Saudi Arabia, require operators to store all personal data on locally hosted servers, which directly influences the choice of provider and price.
• In regions like the EU, UAE, and most of Latin America, cloud hosting is allowed, making providers such as Hetzner a cost-efficient and widely used solution.
• Server selection also influences performance: hosting location affects latency, SSD-based servers improve processing speed, and reliable providers can ensure the 99.9% uptime required for real-time fleet operations.

Choosing the correct server infrastructure early in the process is essential, as delays at this stage can postpone the overall platform setup.

2. Payment Gateway

💶 Estimated cost: from 2% per transaction

A reliable payment gateway is essential for processing ride payments, managing deposits, and reducing fraud. CT Mobility is already integrated with international and regional providers, including Stripe, MercadoPago, GP WebPay, JCC, Raiffeisen, and bePaid.
If you prefer to work with a local payment solution, we can integrate it as well - all we need is the API documentation from the provider.

A suitable payment gateway should support:

• Automatic (non-consensual) payments
• Card tokenization
• Pre-authorizations (holds)
• Dispute and chargeback handling
• Visa, Mastercard, UnionPay, and local card schemes

The typical cost of processing payments in the mobility industry ranges between 2% and 3% per transaction, depending on:

• the region
• the risk profile of your business (mobility is considered medium-risk)
• the provider (international vs. local banks)
• volume of transactions
• card type (local cards often cost less)

Insights:

• Onboarding time varies by region and provider.
  Approval from providers or local banks can take 1-3 weeks, so choosing early avoids launch delays. International gateways like Stripe typically activate accounts quickly in supported markets.
• Local solutions sometimes offer better rates.
  In CIS, MENA, and LATAM regions, local banks may offer lower transaction fees compared to global providers.
• Pre-authorization is critical for carsharing.
  Without the ability to block funds before a trip, operators risk unpaid rides or damage costs.‍
• Multi-currency processing
  In regions with a high number of international customers, multi-currency processing can make payments more cost-efficient.

3. SMS Gateway

💶 Estimated cost: from €0.03 per SMS

SMS is used for user authentication, verification codes, and important system notifications. Reliable SMS delivery is essential for a smooth onboarding process, as failed messages can prevent users from completing registration or starting a trip.

CT Mobility supports integration with widely used providers such as Twilio, SMS.to, and other regional SMS gateways. Operators may also choose a local provider if SMS pricing is more favorable in their market.

Prices may vary by region, volume, delivery speed, and whether you are sending international messages.

Insights:

• In many markets, especially in Asia and the Middle East, sender ID registration is mandatory for business SMS.
• Alternative methods (WhatsApp, email, push) are growing, but SMS remains the only channel with near-100% compatibility worldwide - this is why carsharing services still primarily use SMS.

4. Email Gateway

💶 Estimated cost: from €6 per month

An email gateway or SMTP server is required for sending transactional messages such as registration confirmations, booking details, payment receipts, and system notifications. Reliable email delivery is critical, as these messages directly affect user onboarding, account security, and customer support.

CT Mobility supports seamless integration with widely used providers such as Brevo, SendGrid, Mindbox, and OneSignal, and we can integrate additional services upon request if you prefer a local or regional provider.

5. In-App Chatbot for Customer Support

💶 Estimated cost: from €25 per month

Providing fast and consistent customer support is essential for any carsharing service. Users often require immediate assistance with registration, vehicle access, payment issues, or reporting incidents, and in-app support helps resolve these situations quickly without requiring a call center.

CT Mobility is already integrated with leading customer support tools such as Chatra, Crisp, and Intercom.

Insights:

1) Chatbots reduce support workload significantly.

Operators typically see a 30–50% reduction in support tickets when using automated responses for:

• basic FAQ
• payment instructions
• vehicle unlocking steps
• vehicle refuelling steps
• service rules

This allows smaller teams to operate efficiently.

2) Instant support improves user experience. Carsharing users often need help during the ride, not after.

3) Multilingual support is crucial in many markets. In regions with diverse populations (EU, UAE, LATAM), chatbots can automatically detect app language and respond accordingly lowering human support effort.

4) Chatbots can escalate complex issues to live agents. Most providers allow a hybrid model:

• automation handles simple queries
• live agents step in for complex cases
  

5) Regional considerations.

• MENA and LATAM: Users prefer chat support over email or phone calls due to quicker response expectations.
• Asia: Chat-based solutions are standard; users expect instant answers.
• EU: Many operators use chatbots to reduce staffing costs while maintaining service quality.

6) Chat analytics provide value. Most chatbot tools include analytics dashboards showing:

• frequent questions
• user sentiment
• unresolved issues

This helps operators improve FAQ, UX, and operational logic.

6. Automatic Client Verification (KYC)

💶 Estimated cost: from €0.60 per verification

Automatic client verification is an essential part of running a secure and compliant carsharing service. KYC tools help verify user identity, detect fraud, validate documents, and ensure that only eligible drivers gain access to the fleet. CT Mobility supports integration with trusted global verification providers, including Sumsub, and can integrate other KYC solutions upon request.

Operators can also choose to verify users manually at no additional cost, although this typically requires more staff time and may slow down onboarding.

Our team assists operators in selecting the most appropriate verification method by considering regional regulations, fraud risk, user volume, fleet size, and required verification speed.

Insights:

• Document verification requirements differ by market.
  Some countries (such as the UAE, Saudi Arabia, and Turkey) require more stringent ID checks, including residency verification or license-class validation. KYC providers support these rules through configurable workflows.
• Automated verification greatly reduces fraud.
  Mobility operators using automated KYC typically see a reduction in fake accounts, invalid documents, and payment fraud.
• Verification speed impacts user conversion.
  Instant or near-instant KYC approval significantly improves the onboarding rate. Automated tools can validate documents within 30–60 seconds, while manual checks may take hours.
• Liveness detection is increasingly required.
  Many regions now require proof that the user is physically present during verification. KYC tools with liveness checks prevent account sharing and identity spoofing.‍
• KYC is closely tied to risk management.
  Operators launching in markets with higher fraud activity benefit significantly from automated verification rather than manual review.

7. Analytics Tools

💶 Estimated cost: from €20 per month

Analytics tools give operators the insights they need to understand fleet performance, user behavior, demand patterns, operational efficiency, and revenue trends. These tools are essential for making informed decisions and optimizing a carsharing operation as it grows.

CT Mobility supports multiple analytics options, including Power BI dashboards, direct database access, and API endpoints for external tools. Open-source BI tools such as Superset can also be integrated for operators who prefer a self-hosted or low-cost analytics solution. Operators can choose the method that best fits their reporting processes and technical capabilities.

Our team assists in setting up dashboards, structuring data sources, and recommending the most suitable analytics approach based on the operator’s fleet size, market needs, and reporting requirements.

Final Thoughts

A successful carsharing launch is built on careful preparation and a clear understanding of all the components required to deliver a safe, reliable, and seamless service. Beyond fleet and software, the additional tools and integrations outlined in this article form the operational backbone of every mobility project.

Including these cost elements in your planning ensures smoother onboarding, predictable budgeting, and stable service performance.

At CT Mobility, we support operators at every stage. Our team is always here to help you choose the right providers, configure essential services, and move confidently from idea to operation. If you’d like to explore these components in more detail or receive tailored recommendations for your launch - feel free to reach out anytime.