Your company profile, settings and branding are where you make vehReports fit your business — your trading details on customer documents, how reports and agreements are numbered and pre-filled, which checks you require, and how your logo, colour and emails look to the people you send reports to. This guide covers all three areas in one place, plus the one thing you can't change and a few common "what if" questions.
None of this costs a credit. Editing your profile, tuning settings and setting up branding are all free and unlimited — a credit is only ever used when you sign off a report or sign a rental agreement. For the full breakdown of what's paid and what's free, see understanding credits.
Where to find these settings
All three live under your company's settings area:
- Company profile — your trading name, VAT number, contact details, address and logo.
- Company settings — reference prefixes, which report types you offer, carry-over pre-fill, the hirer licence requirement and the DVLA lookup options.
- Branding — the logo, colour, sender name, reply-to and PDF footer that appear on customer-facing documents and emails.
Who can change them
These are company-wide settings, so they're limited to people who can manage the company — Owners and Managers. Inspectors and Billing members won't see them. If you can't find them, ask an Owner or Manager to make the change, or to adjust your role. For a full breakdown of what each role can do, see roles explained and managing your team.
If you belong to more than one company, every change here applies only to the company you're currently working in. Check the company name in your switcher first, and see switching between companies if you need to move across.
These are company settings, shared by everyone on the account. They're separate from your personal login, password and two-factor security, which live on your own profile — see your profile and security.
Your company profile
Your company profile holds the details that identify your business: your company name, VAT number, contact details, address and logo. Some of these appear on the documents and emails your customers receive, so it's worth getting them right early.
You can update everything here as often as you like — except one field (see below). Add or change your VAT number to show it on PDFs, keep your contact details current, and upload your company logo so your documents carry your branding.
Tip: Your logo also drives the look of customer-facing PDFs and emails through the Branding screen. If you set a brand logo under Branding, that's the one your customers see on documents and emails — see Branding your customer documents below.
The one thing you can't change: your username
Your company username is fixed once chosen. It forms part of your account's web address, so it can't be edited after sign-up — you'll see it shown as read-only. Everything else on the profile can be updated freely.
What if I picked the wrong username? Because it's tied to your account's address, it isn't self-serve to change. Your company name can be changed at any time, and that's what your customers actually see on their documents — so in most cases updating that is all you need. If the username itself is a genuine problem, raise a support ticket.
Company settings
The company settings screen tailors how vehReports behaves for your business — your numbering, which report types you offer, how new inspections pre-fill, and your DVLA and hirer-licence rules. Make your changes and save; some previews update only after you've saved.
Reference prefixes and numbering
Every report and rental agreement gets its own reference number. You can set the prefix so the numbering fits your existing system:
- Report reference prefix — applied to every new inspection report (for example
VR-). - Agreement reference prefix — applied to every new rental agreement (for example
RA-).
Changing a prefix affects new records going forward — it doesn't renumber documents you've already created.
Which report types you offer
Choose which inspection types your team can pick from when starting a report, so the list shows only the ones you actually use. The full set is general, inspection, inbound, outbound, mid-term, pickup, dropoff, pre-purchase and post-wash — turn the ones you don't need on or off here.
Turning a type off just hides it from the create-report picker — it doesn't delete any existing reports of that type. Bear in mind that inbound and outbound inspections are the ones generated for the handover and return in the rental lifecycle, so keep those available if you run rentals.
Carry-over pre-fill — starting from history instead of blank
When a vehicle already has an earlier report, vehReports can start a new inspection from that history rather than a blank canvas. This saves re-entering things that rarely change between inspections. You choose how much carries over:
- Off — start every report blank.
- Condition — brings over the recorded condition (such as the checklist results and tyre readings).
- Condition + damage — also brings over the recorded damage and its markers.
- Everything — also brings over the photos from the previous report and the vehicle's gallery images.
This only applies when the vehicle has a previous report to draw from; the very first inspection of a vehicle always starts blank. Whatever carries over is just a starting point — you can edit, replace or remove any of it on the new report before you sign off.
Declaration wording, which PDF sections show, photo and signature rules and the inspection checklist itself aren't set here — those are configured per vehicle type in your inspection templates. See building inspection templates and checklists.
Require a hirer driving licence
You can decide whether a hirer's driving licence details are required before a rental agreement can be signed. Turn require a hirer licence on for any operation that's legally on the hook for who's driving; turn it off only if your business genuinely doesn't capture hirer licence details.
This is about the licence details on the agreement. Running an actual driver licence check — which validates the licence and returns driving status, entitlements, any points and expiry — is a separate (and free) action you run from a customer record or inside an agreement.
DVLA lookup options
Two options control the free DVLA services:
- DVLA vehicle lookup — automatically pulls vehicle data from the DVLA when you add a vehicle by registration (make, model, colour, fuel, tax and MOT status, plus the latest MOT mileage). With this off, you'd enter those details by hand. See adding a vehicle.
- DVLA licence checking — keeps driver licence checks available on your account.
Both DVLA services are free and unlimited — leaving them on costs nothing and saves a lot of typing. You'd only switch them off to match a specific internal policy. For why licence checks don't use a credit, see why licence checks are free.
Clause text, charges, the equipment checklist and the agreement's sections aren't set here — they live in your agreement templates. See building rental agreement templates.
Branding your customer documents
Your customers should see your brand, not ours. The Branding screen controls how the documents and emails they receive look — and it's the only place where you restyle what's sent out. Set it once and every report PDF, agreement PDF and customer email that follows uses it.
What you can set
- Logo — the logo shown on your customer-facing documents and emails.
- Primary colour — used across your PDFs and customer emails. The default is the vehReports green; pick your own to match your brand.
- Sender name — the name your customers see in their inbox. Leave it blank to use your company name.
- Reply-to address — where a customer's reply lands when they hit reply. Point it at a shared inbox if several people handle responses.
- PDF footer — optional free text shown at the bottom of every PDF. A good place for your company registration number, VAT number or any regulatory references you need on each document.
Where branding shows
Branding applies to the customer-facing things vehReports produces for you:
- the inspection report and rental agreement PDFs;
- the emails that deliver them; and
- the signed-PDF link a customer opens (the link is valid for 30 days).
A customer receiving a report sees your logo, your colour, and an email that appears to come from your name with replies routed to your chosen address.
What branding does not change
Branding only affects what your customers see. The vehReports app itself — the screens you and your team work in day to day — keeps its standard look. Branding doesn't restyle the app, and it has no effect on credits, pricing or any of your operational settings.
When branding takes effect
Branding applies to documents and emails generated after you save. Reports and agreements that have already been signed off are locked and permanent, so they keep the branding that was in place when they were created — changing your branding won't restyle anything you've already sent.
Tip: Re-send a recently signed report to your own inbox after updating branding, so you can see exactly what a customer will receive before it goes out for real.
Common questions
Do any of these changes cost a credit? No. Editing your profile, changing settings and setting up branding are all free. Credits are only ever used to sign off a report or sign a rental agreement.
Why can't I see the settings or Branding screen? They're limited to Owners and Managers. If your role is Inspector or Billing you won't see them — ask an Owner or Manager to make the change. See roles explained.
Will changing a reference prefix renumber my existing documents? No. Prefix and numbering changes apply to new reports and agreements from that point on; existing records keep their original references.
I turned off a report type by mistake — did I lose anything? No. Turning a type off only hides it from the create-report picker. Existing reports of that type are untouched, and you can switch the type back on at any time.
My logo isn't showing on a report I already sent. Signed reports are locked at the moment of sign-off and keep the branding from that time. New branding applies to documents created after you save it — generate or re-send a new document to see the change.
I want to change my username. That's the one fixed field. In almost every case, updating your company name does what you need, since that's what customers see. If the username itself is a real problem, raise a support ticket.