Vehicle rental inspection software for UK hire and leasing fleets
Paper forms and a few phone snaps are what damage disputes on return cost you. vehReports pairs an outbound condition report with an inbound one, both photographed, both signed on your device, both attached to the rental agreement — so a scuff that was already there stays already there. £1 per report, £1 per agreement, driver licence checks free.
No card required. See a sample report (PDF)
What you get
Built around a busy hire desk
Matching outbound and inbound records
Every hire produces a pair. The inbound inspection opens next to the outbound one, so new damage is the difference between two sets of photos rather than an argument about memory.
Photo evidence that holds up
Each photo is watermarked with date, time, vehicle registration and the inspecting user. Nobody has to explain where a picture came from or when it was taken.
Agreement and condition report on one record
The rental contract, the outbound inspection and the inbound inspection live together. Settling a dispute is clicking through a record, not digging through a filing cabinet.
Free DVLA licence checks at the desk
Share-code verification returns entitlements, endorsements and photocard expiry before the keys leave the desk — unlimited and free on every account, including the free tier.
Mileage excess and late returns calculated
Set an allowance and a per-mile excess rate on the agreement. At close vehReports reads the start and end odometer, applies your rate, adds any per-day late fee, and settles it in one step.
Depots and sub-brands under one account
One parent account runs multiple depots, franchises or trading names, each with its own branding on the PDF, and reporting rolls up to the top.
A van hire depot cuts dispute handling from 20 minutes to 3
Before vehReports, returning customers and rental agents argued over a paper form and a few phone snaps, and the depot manager dug through filing cabinets to settle dents. Now every inbound and outbound has matching photos and a signed report. A returning customer who disputes a scuff sees the outbound photo on screen before they finish the sentence. Disputes don't go to insurance — they go away.
FAQs
Frequently asked questions
Every hire gets a matching pair of records: an outbound inspection when the keys leave the desk and an inbound one when the vehicle comes back. Both carry watermarked photos stamped with date, time, registration and the user who took them, and both are signed by the customer on your device. When someone disputes a kerbed alloy, you open the outbound photo of that wheel while they are still at the counter. Most disputes end there rather than going to insurance.
Yes. Upload your T&Cs once and every rental agreement carries them, branded with your logo, depot address and contact details. You can hold several templates at the same time — daily hire, weekly hire, long-term lease, courtesy car — and pick the one that fits the deal at handover.
Yes, and it costs nothing. DVLA share-code verification runs alongside the agreement and returns entitlements, endorsements, photocard expiry and licence status before the keys leave the desk. Driver licence checks are free and unlimited on every account, including the free tier — they never consume a credit.
Yes. PCO hire operators use the same inbound/outbound pairing, usually on a weekly rental cycle rather than a daily one. You can build a template per vehicle type and per hire length, so a weekly PCO changeover asks different questions from a long-term lease return.
Inspection reports and rental agreements are £1 each. A typical hire with an outbound inspection, an inbound inspection and an agreement is 3 credits. There are no monthly seat fees, no per-vehicle charge and no annual contract, so a 40-vehicle operator and a 400-vehicle operator pay for exactly what they process. Credits roll over on any paid tier.
Related
Pairs well with
Run your next vehicle inspection on vehReports today
Sign up free and get 10 credits, enough for 10 full reports with DVLA + MOT history. No card required, no contract.
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