Picking the right inspection type makes a report match the job in front of you — a handover, a return, a collection, a pre-purchase check — and it keeps everyone's records consistent. This guide explains every type vehReports offers, when to use each one, how the type affects which template is used and whether a verdict is calculated, and how to control which types your team sees. None of this costs anything to set up: building and previewing a draft is always free, and a credit (about £1) is only used when you sign off the finished report.
What inspection types are there?
vehReports offers nine types so a report always matches the work you're doing:
- General — a flexible, everyday condition record when none of the more specific types fits.
- Inspection — a standard standalone condition check on a vehicle.
- Inbound — recording a vehicle coming back in (e.g. the return leg of a hire).
- Outbound — recording a vehicle going out (e.g. the handover at the start of a hire).
- Mid-term — a periodic check partway through a long hire or lease.
- Pickup — capturing condition when you collect a vehicle.
- Dropoff — capturing condition when you deliver or drop off a vehicle.
- Pre-purchase — a documented condition check before you buy.
- Post-wash — a record taken after the vehicle has been valeted.
You set the type at the top of a new report (it's labelled "Inspection type"). Whatever type you choose, the report body works the same way: a damage diagram, walkaround photos, tyres, fuel/charge, mileage and a pass/advisory/fail checklist. The type is what tells the report what this record is for — which steers the template and, for some types, the verdict.
Why does the inspection type matter?
The type matters for two practical reasons.
First, it helps pick the right template. vehReports matches a template using the vehicle type plus the inspection type, so a "van · outbound" template can differ from a "car · pre-purchase" one — different sections, photo and signature rules, declarations, default checklist and damage taxonomy. If you leave the template field blank when starting a report, vehReports auto-selects the best match for that vehicle and type combination, falling back to your company's default template. See how templates match.
Second, for inbound reports the type can drive a verdict. When the matched template has verdict rules switched on, an inbound report can come back flagged with concerns (and a short rationale) — for example new damage over a set threshold, or a refuel being required. Other types don't calculate a verdict.
So the type isn't just a label: it quietly decides which checklist and rules apply, and whether the finished report passes judgement on the vehicle's condition.
What's the difference between inbound and outbound?
This is the most common pairing and the backbone of the rental lifecycle.
- Outbound records a vehicle's condition as it goes out — to a hirer, a driver, or a site. This is the handover inspection: it's your evidence of exactly how the vehicle looked when it left you.
- Inbound records it coming back in. Because you already have the outbound record, the two can be compared to spot any new damage, missing fuel or charge, or other changes on return.
On a hire, outbound is the handover and inbound is the return. Inbound is the one that can be flagged with a verdict, because it's the moment you're checking what (if anything) went wrong while the vehicle was out. Capturing a clean outbound report first is what makes that comparison meaningful — without it, you have nothing to compare the return against.
What about pickup and dropoff?
Pickup and dropoff suit collection and delivery work, where the vehicle changes hands at each end of a movement rather than being hired out and brought back.
- Pickup captures condition when you collect a vehicle.
- Dropoff captures condition when you drop it off or deliver it.
Use these for transporters, movements between depots, or delivering a sold vehicle to a buyer. Recording condition at both the collection and the delivery makes responsibility clear at each handover — if a mark appears between pickup and dropoff, you can see where it happened. Think of pickup/dropoff as the collection-and-delivery equivalent of outbound/inbound: same idea of "before and after", but framed around moving a vehicle rather than hiring it.
When would I use mid-term?
A mid-term inspection checks a vehicle partway through a long hire or lease — a periodic condition check that doesn't end the agreement. It's useful on extended contracts where you want a documented snapshot every few months: catching damage or wear early, confirming the vehicle is being looked after, and giving you a record to fall back on if there's a dispute later. The agreement stays live; you're just adding a checkpoint in the middle.
When would I use pre-purchase or post-wash?
Pre-purchase is a condition check before you buy a vehicle — a documented record of exactly what you're taking on. It's handy for dealers and fleet operators assessing stock, part-exchanges or auction buys, so the vehicle's starting condition is logged from day one.
Post-wash records a vehicle after it's been valeted. Dirt, road film and water beads hide a surprising amount, so a clean vehicle is the fairest moment to assess true condition. A post-wash report is strong evidence of what damage was — or wasn't — actually present once the vehicle was properly cleaned, which is exactly the kind of detail that settles a "was that there before?" argument.
Does the inspection type change the verdict?
It can, but only for inbound reports. On an inbound report, if the matched template has verdict rules enabled, the report can be flagged with concerns and a short rationale — typically triggered by new damage above a threshold or a required refuel. For every other type, no verdict is calculated; the report simply records condition.
So if you want a return inspection to automatically flag problems, pick inbound and make sure the template you're using has its verdict rules switched on. The verdict, if any, is locked into the report when you sign it off and appears on the PDF. See marking damage for how damage feeds those rules.
Does the type change how much a report costs?
No. The inspection type has no effect on cost. Every report — whatever the type — is free to build and preview as a draft. A single credit (about £1) is only used at the moment you sign off the finished report. You could draft, edit and preview a pre-purchase or post-wash report as many times as you like without spending anything; only the final sign-off debits one credit and locks the report. New companies also start with around 10 free welcome credits. For the full picture of what's paid and what's free, see understanding credits.
How do I choose which inspection types my team can use?
You don't have to expose all nine. In Company settings you can turn individual types on or off, so your team only sees the ones you actually use and the list on a new report stays short and relevant. See company profile, settings and branding.
A few pointers for choosing what to offer:
- Run a hire/rental operation? Keep outbound and inbound on — they're your handover and return inspections. Add mid-term if you do long-term hire or leasing.
- Do collections and deliveries? Turn on pickup and dropoff.
- Dealer or workshop? Pre-purchase, post-wash, inspection and general are likely the ones you'll lean on.
- Want the fewest options? Leave general and inspection on as catch-alls and switch off the rest until you need them.
Switching a type off doesn't affect reports already signed off under that type — those are locked and permanent. It just removes the type from the list when staff start a new report.
Which type should I pick if I'm not sure?
If none of the specific types clearly fits, choose general — it's the flexible everyday option for an ad-hoc condition check. Use inspection when you want a standard standalone check that isn't tied to a hire, collection or purchase. The more specific types (inbound, outbound, pickup, dropoff, mid-term, pre-purchase, post-wash) are worth using when they match the job, because they pull the right template and, for inbound, enable the verdict — but a general report still captures the same diagram, photos, tyres, fuel, mileage and checklist, so you never lose detail by keeping it simple.
Can I change the type after I've started a report?
While a report is still a draft, you can change the inspection type — it's a field at the top of the report, and changing it can re-resolve which template applies. Once you've signed off the report, though, it's locked and read-only: you can't change the type or anything else. If you signed off under the wrong type, the fix is to create a new report with the correct type rather than editing the old one. (Signing off uses one credit, so it's worth confirming the type before you sign.) See signing off, sending and managing a report.
What if the type I want isn't in the list?
If a type is missing when you start a report, it's almost certainly been switched off in Company settings. Anyone with the right access (an Owner or Manager — see roles explained) can turn it back on in Company settings, and it'll appear in the list straight away for new reports. There's no cost to enabling or disabling types.