Rental agreements with the condition report baked in
Generate a rental contract on a phone or tablet at the moment of handover, include your own terms and conditions, capture the customer signature on the same screen, and tie the agreement to the inbound and outbound inspection records. One paperless workflow from yard to email.
No card required. See a sample report (PDF)
What you get
Built around how UK fleets actually work
Your terms, your branding
Upload your T&Cs once and every rental agreement carries them. Brand the PDF with your logo, depot address and contact details.
Linked to inspection records
The rental agreement, inbound inspection and outbound inspection all live on the same record. Disputes get resolved by clicking through, not by digging in folders.
Mileage excess + late-return charges
Set a mileage allowance and per-mile excess rate per agreement. At close, vehReports reads the start and end odometer, calculates the excess against your rate, and adds any per-day late-return fee — settled in one step.
Digital signature at handover
Customer signs with finger or stylus on your device. The signed PDF is emailed to them within seconds.
Hirer details captured once
Name, address, licence number, share-code verification. Pull a return customer's details from a previous hire with one tap.
Multiple agreement templates
Daily hire, weekly hire, long-term lease, courtesy car — pick the template that fits the deal.
£1 per agreement, free driver checks
Each rental agreement is 1 credit. The driver-licence share-code check that runs alongside it is free and unlimited on every account.
A 60-van rental fleet processes 40 returns a day, paperless
Every return takes 3 minutes: walk around with the tablet, mark anything new, snap the photos, take the signature, email the customer the PDF. No double entry into a spreadsheet, no paper to file, no end-of-day reconciliation. The depot manager spends her afternoons on the phones, not in the office.
FAQs
Frequently asked questions
Yes. Upload your T&Cs once and they appear on every rental agreement PDF. You can keep multiple versions (e.g. retail vs trade hire) and pick which applies per agreement.
Yes. The customer signs on your phone or tablet at handover, and the signed agreement is emailed to them automatically. The same signature can apply to both the rental contract and the condition report.
Yes — and you should. Linking the agreement to the inbound and outbound inspections gives you a complete audit trail: contract terms, condition at pickup, condition at return, photos and signatures, all on one record.
Yes. Set an allowance per agreement, capture the odometer reading at pickup and return, and vehReports calculates any excess charge against your published per-mile rate when you close the hire. You can also set a per-day late-return fee, applied automatically if the vehicle comes back after the due-back date.
Under the UK Electronic Communications Act 2000 and Electronic Identification Regulations 2016, electronic signatures are admissible as evidence and treated equivalently to handwritten signatures for most commercial agreements. We capture timestamped signatures bound to a specific user session.
Each rental agreement is 1 credit (£1 at the headline rate, less on bulk packs). It is billed separately from any inspection report linked to it — a typical handover that produces both a rental agreement and an inspection report costs 2 credits. The driver-licence share-code check on the hirer is free and unlimited.
Related
Pairs well with
Run your next vehicle inspection on vehReports today
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No card required
free credits when you sign up
No card
per report, including DVLA + MOT
Pay-per-use
monthly seat fees, ever
No contract