The Agreements list is your control room for every hire. It keeps each rental agreement to hand, shows at a glance where each one is up to — being prepared, live, or wrapped up — and lets you filter, search and export so you can focus on the hires that need attention. This article covers how to find your way around the list, what each status badge means, how the filters work, and how to pull the list out to a spreadsheet.
What the agreements list is for
Every rental agreement you create lives in one place: the Agreements list under your Operations menu. It's the single view that answers the everyday questions — which vehicles are out, which are due back, which agreements still need finishing and signing, and which are done and closed.
You don't need to open each agreement to get the lie of the land. The list shows the agreement reference, the vehicle registration, the customer (hirer) name, the current status, and the due-out and due-in dates and times for each row. Sort by clicking a sortable column, search to jump straight to one agreement, filter to a subset, and export the result when you need it on paper or in a spreadsheet.
Creating and finishing an agreement is covered separately in creating and completing a rental agreement; this article is about working with the list once agreements exist.
Cost: viewing and filtering is always free
Nothing on this page uses a credit. Browsing, searching, filtering and exporting the list are all free and unlimited. A credit (about £1) is only spent at one moment in the whole rental flow — when the hirer signs the agreement and it goes live. Everything around that, including all the list management here, costs nothing. See understanding credits for the full picture of what's paid and what's free.
Reading the list at a glance
Each row in the list shows you:
- Reference — the agreement's own reference number. You can search on it and copy it to your clipboard with one tap (handy for quoting it to a customer or your accounts team).
- Vehicle — the vehicle's registration. Searchable and copyable.
- Customer — the hirer's name, taken from the hirer details captured on the agreement. Searchable and copyable.
- Status — a colour-coded badge showing the stage the agreement is at (see below).
- Due out — the date and time the vehicle is due to go out, shown as day/month/year and time.
- Due in — the date and time the vehicle is due back, shown the same way.
Click Status, Due out or Due in to sort the list by that column — ascending or descending. Sorting on Due in is the quickest way to line up "what's due back this week".
The number on the Agreements menu
You may notice a small amber number sitting on the Agreements item in the side menu. That's a count of agreements that still need your attention — every agreement that is open or incomplete. Hover over it and it reads "Open or incomplete rentals — finish, sign off or close." When the number disappears, there's nothing outstanding: everything is either signed and being handled, or closed. It's a quick at-a-glance prompt without having to open the list at all.
Status at a glance
Every agreement carries one of three statuses, shown as a badge on its row. The badge is the fastest way to see what's live and what still needs doing.
Incomplete
The agreement is still being prepared — a draft. You've created it and may have filled in some or all of the hirer, licence, pricing and photo details, but the hirer hasn't signed yet and no credit has been spent. Incomplete agreements are fully editable, and this is the only status where you can still change the details. While an agreement is incomplete you can also send the hirer a remote signing link to sign it themselves (covered in signing the agreement and sending a signing link).
An incomplete agreement is saved indefinitely — there's no rush. If you've run out of credits you can still build and save the draft; only the final sign-off is held until you top up.
Open
The agreement has been signed and is now a live, active hire. At the moment of signing, one credit was debited, the agreement was locked as the legal record, the PDF was generated, and the hirer was emailed their signed copy. The vehicle is (or is about to be) on hire.
Open agreements are read-only — the signed copy is the legal record and can't be silently changed after the fact. From here you work through the rental lifecycle: capturing the outbound (handover) inspection, the return (inbound) inspection where your template calls for one, and finally closing the agreement. That whole flow is covered in the rental lifecycle.
Closed
The rental is fully wrapped up. The vehicle has been returned, every linked inspection report has been closed, and no further changes are expected. A closed agreement stays on file as a permanent record — you can still view it, preview and download its PDF, but it's read-only and won't show up in the "needs attention" count.
How the badge changes over time
A typical agreement moves incomplete → open → closed: prepared as a draft, signed to go live, then closed once the vehicle is back and inspections are done. Both incomplete and open count toward the amber attention badge on the menu, because both still have a step waiting on you — finish and sign the incomplete one, or work through and close the open one.
Searching the list
Above the list is a search box. Type into it to filter the rows instantly. Search matches against the reference, the vehicle registration, and the customer name, so you can find an agreement however you remember it — by its number, by the plate, or by who hired it.
Search is the quickest route when you already know which agreement you want. For working with a group of agreements — everything due back this week, every open hire, every agreement raised this month — use the filters instead.
Filtering the list
Click Filters to narrow the list down. You can combine filters, and the list updates to show only the rows that match all of them.
Filter by agreement date
The Agreement date filter lets you pick a date range (with times if you need them) for when agreements were created. This is the one to reach for when you want "everything raised this month" for reconciliation, or "agreements created last week" for a quick review. When a date filter is active, the list shows an indicator so you can see at a glance that you're looking at a subset.
Filter by status
The Agreement status filter lets you pick one or more statuses — incomplete, open, closed — at the same time. Pick open to see just your live hires; pick incomplete to see drafts that still need finishing; pick both to see everything that needs attention, mirroring the menu badge.
Filter by vehicle
The Vehicle filter lets you pick one or more vehicles by registration (searchable, so you don't have to scroll a long list). Use it to pull up the full hire history of a particular vehicle — every agreement that vehicle has been on.
Tips for combining filters
- "Everything due back this week" — sort by Due in and scan, or combine a status filter on open with the due-in sort.
- "This month's hires for the accounts team" — set the Agreement date range to the month, then export (below).
- "All live hires on a specific van" — combine the Vehicle filter with a status filter of open.
Filters stay applied as you move around, so you won't lose your view if you open an agreement and come back. To clear them, reset each filter or clear them all from the filter panel.
Exporting the list
You can export agreements to a spreadsheet for reporting, reconciliation, or handing a summary to a client or your accounts team.
How to export
- Apply any filters and search you want first — narrow down to exactly the agreements you need before exporting.
- Select the agreements you want using the tick boxes at the left of each row (tick the header box to select all the rows currently shown).
- Open the bulk actions menu in the toolbar and choose the export option.
- Choose which columns to include in the export, then confirm. The file is named with the date — for example
export-agreements-08-06-2026— so it's easy to keep track of which export is which.
The export is generated as a spreadsheet you can open in Excel, Numbers, Google Sheets or any accounts package that reads spreadsheets. Exporting is free and doesn't touch the agreements themselves — it's a read-only snapshot.
Opening, viewing and editing from the list
Each row has actions to the right:
- View — opens the agreement's detail page. This works for any agreement whatever its status, including signed and closed ones, so it's the way to read back the full record, see linked inspection reports and licence checks, and preview or download the PDF.
- Edit — opens the agreement for editing. This only appears while the agreement is incomplete; once an agreement has been signed (open) or closed it's locked, and the edit option disappears because the signed copy is the permanent legal record.
If an agreement is incomplete and you want to finish it, open it to fill in the remaining tabs — basics, hirer, licence, vehicle & pricing and photos — then sign it off. The editor flags anything still missing before sign-off. See creating and completing a rental agreement for the detail.
Deleting agreements from the list
You can delete one or more agreements in bulk from the same toolbar menu used for exporting: select the rows, open the bulk actions menu, and choose the delete option.
Be careful here. Deleting agreements also deletes every inspection report attached to those agreements — including photos, signatures and PDF copies — and this can't be undone. Only delete agreements you're certain you no longer need. For a signed agreement that's the legal record of a real hire, you almost always want to keep it on file rather than delete it; a closed agreement sits quietly out of your way without needing to be removed.
Common questions
Why can't I edit a signed agreement?
Once the hirer signs, the agreement locks as the legal record and can't be changed. If something genuinely needs correcting, you'd typically capture the correction through the rental lifecycle (for example via a return inspection note) or, in the rare case it's needed, create a fresh agreement. The lock is deliberate — it protects both you and the hirer.
The menu badge shows a number but my list looks empty — why?
You're probably looking at a filtered view. The badge counts every open or incomplete agreement across the whole company, regardless of any filter you've applied to the list. Clear your filters, or set the status filter to include open and incomplete, to see them all.
Can I see agreements someone else on my team created?
Yes. The list shows all of your company's agreements, not just your own — so the whole team sees the same picture. Who created or changed each one is recorded in the team activity log if you need to check.
How do I find which agreements a particular customer has had?
You can use the search box to type their name, or open that customer's record directly — it lists their agreements alongside their reports, vehicles rented and licence checks. See adding and managing customers.
Does anything here cost a credit?
No. Finding, filtering, exporting, viewing and deleting are all free. The only credit-using moment in the whole rental flow is when the hirer signs and the agreement goes live (about £1). See understanding credits.
I run more than one depot — can I see agreements across all of them?
The agreements list shows the company you're currently in. If you belong to more than one company you can switch between them with the company switcher (see switching between companies). Parent accounts that oversee several depots or franchises also get a read-only network overview — see the network view for multi-depot accounts.