What vehReports does (and what it doesn't)

vehReports is UK software for businesses that need a clean, defensible record of a vehicle's condition and a driver's eligibility. It's built for fleets, rental and lease operators, dealers and workshops — organisations that handle vehicles every day and need to prove what state a vehicle was in and who was allowed to drive it. This article is your orientation: who it's for, the three things it does, what it deliberately doesn't do, and exactly what it costs.

#Who it's for

If you hand vehicles over, take them back, hire them out, or move them between sites and drivers, vehReports is for you. Typical users include:

• Rental and lease operators raising agreements and recording handover and return condition.
• Fleet operators running routine inspections and keeping vehicles compliant with tax and MOT due dates.
• Dealers producing pre-purchase, sale and handover reports.
• Workshops and inspection businesses carrying out condition checks for their own customers.

The common thread is that you're working with vehicles you own or manage — not researching a car you're thinking of buying privately. If your job involves protecting your business when a vehicle changes hands, that's exactly what vehReports is built for.

#The three things at its heart

Everything in vehReports supports three core jobs. You can use one, two or all three — there's no obligation to use the parts you don't need.

#1. Inspection reports

A structured digital walkaround that becomes a branded PDF. In a single report you can:

• Mark damage on a diagram that matches the body type (car/saloon, van, HGV, minibus or classic). Tap to drop a marker, then record the area (bumpers, doors, wings, wheels, windscreen and more), the severity, a note, and up to six photos per marker. See marking damage on the diagram.
• Take walkaround photos from suggested angles — front, rear, both sides, interior, dashboard, fuel gauge and number plates. You can reorder them and tidy them up in the built-in image editor; on completion they're watermarked with the registration, inspector and timestamp.
• Record tyres, fuel and mileage — tread per wheel (flagged at the 1.6mm legal limit and a 3.0mm advisory level), the fuel or charge level, and current mileage (the latest MOT reading is pulled in for you).
• Work through a checklist where each item is pass, advisory, fail or not-applicable, pre-filled from your template. You can add per-item notes and one-off items as you go.

When you're ready, you sign off the report with inspector and customer signatures. The full walkthrough is in creating and completing an inspection report, and signing off, sending and managing a report covers what happens at the end.

#2. Rental agreements

Hire paperwork done properly. An agreement holds the hirer's details and any additional drivers, the pricing (daily rate, deposit and excess), your terms and conditions, and a condition record at handover. The hirer signs in person or via a remote signing link, and the agreement then guides you through the hire from handover to return to close. See creating a rental agreement and the rental lifecycle: handover, return and close.

#3. Driver licence checks

Verify a UK driving licence directly with DVLA using a share code the driver generates. With their permission, you see their driving status, the categories they're entitled to (full or provisional), any endorsements or penalty points, and the photocard and licence expiry dates — with a flag if anything expires within three months. It's everything you need before handing over keys. See running a driver licence check.

#DVLA and MOT data, built in

Wherever a vehicle is involved, vehReports pulls its details from DVLA and the MOT service for you. Add a vehicle by its registration and the make, model, colour, fuel type, tax and MOT status, MOT history and the latest MOT mileage are filled in automatically. You can refresh a vehicle's data any time from its record. You rarely type vehicle details by hand, and these lookups never cost anything. More in adding and managing a vehicle.

#What it isn't

vehReports is not a consumer car-history website. You inspect and manage your own or your customers' vehicles; it isn't a place to look up the past of a car you're considering buying as a private individual. If you've used a "check before you buy" service, vehReports is a different kind of tool — it's for running your operation, not vetting a private purchase.

A few other things worth being clear about:

• It is UK-focused B2B software. DVLA and MOT lookups and licence checks work with UK data.
• Northern Ireland driver licence checks aren't available yet — they're coming soon. For now, licence checks cover GB licences via a DVLA share code.
• Notifications are sent by email and SMS only — there's no in-app message inbox to keep an eye on. You choose which alerts you receive in your notification settings.

#What it costs

This is the question most people ask first, so here's the short version: you only pay when you produce a finished, signed document.

#What uses a credit

Just two actions, one credit each (about £1):

• Signing off an inspection report.
• Signing a rental agreement.

A credit is debited at the moment of sign-off, and that document then locks as a permanent record.

#What's free and unlimited

Everything else, with no limit:

• Driver licence checks
• DVLA lookups and MOT history
• Adding and editing vehicles, customers, templates and team members
• Building, editing and previewing drafts of reports and agreements

So you can do the entire job — build the report, run the licence check, pull the DVLA data, preview the PDF — and only spend a credit at the final sign-off. New accounts start with about 10 free welcome credits so you can run the full flow before topping up. The full breakdown is in understanding credits — what's paid and what's free.

#Buying more credits

Credits cost £1 each, with discounts on larger packs:

Top-up credits last 12 months. If you'd rather have a steady monthly allowance, a subscription includes monthly credits that roll over while you stay subscribed; you can subscribe, swap, cancel or resume at any time. See credits, pricing, top-ups and subscriptions.

#What if I run out of credits?

You're never locked out of working. With no credits left you can still build drafts, run licence checks, pull DVLA data and add records — only sign-off is blocked until you top up. When you try to sign off, you're prompted to add credits and your draft is saved so you can pick up exactly where you left off.

#Good to know

• Nothing is charged until sign-off, so you can build and preview as much as you like for free.
• Your branding — logo, colour, sender name and reply-to — appears on the documents and emails your customers receive, not the vehReports name. (It doesn't change how the app looks to you and your team.) Set it up in company profile, settings and branding.
• Signed documents lock as permanent records, which is what makes them defensible later. You can't edit a report or agreement once it's signed — if something needs to change, you create a new one. A signed PDF is emailed to the customer automatically, and you can re-send it or share a link that's valid for 30 days.
• Everyone's actions are logged. A team activity timeline records who created, updated, signed off, closed or sent each item, so there's always a clear trail. See the team activity log.

#Where to go next

• New here? Run your first inspection in five minutes.
• Setting up the business? See setting up your company account and take a tour of your dashboard.
• Bringing in colleagues? Read roles explained — Owner, Manager, Inspector and Billing.
• Want to tailor the paperwork? Start with how templates work.