The rental counter: check-out & check-in
Two guided wizards run the counter. They exist to make sure nothing is skipped when a customer is waiting and the phone is ringing.
Check-out
The check-out wizard walks through the handover in order:
- Confirm the reservation and the driver, and verify the licence.
- Add any additional drivers, insurance and accessories.
- Record the starting mileage and fuel level.
- Complete a walk-around inspection, photographing every panel.
- Take the deposit as a pre-authorisation.
- Present the terms and capture a signature.
Why the photos matter
The walk-around is the whole basis for a damage charge later. Photograph all four sides, the roof, the wheels and the interior, in daylight where you can. A dispute is decided by what you can show, and 'it was like that when it went out' is unanswerable without dated pictures.
Check-in
On return the wizard reverses it: inspect and photograph again, record closing mileage and fuel, then bill what is due — mileage overage, fuel, tolls, cleaning, and any new damage. Finally release the deposit or charge against it, and hand over the paperwork.
Comparing condition
Check-in shows the check-out inspection alongside the current one, so new damage is identified by comparison rather than memory.
Late returns
A vehicle back after its due time appears in Overdue Returns and attracts a late fee at your configured rate. Fees can be waived where the circumstances justify it, and the waiver is recorded with who approved it.
Afterwards
The vehicle moves to the Cleaning Queue and back to available when ready, so nothing is re-hired before it has been turned around.