Check-out and check-in

Check-out is handing the car to the customer; check-in is taking it back. Both happen from the booking page, and both are one dialog each.

Before pickup

The Ready for pickup? card on a booking lists what's left to do:

• Vehicle assigned: a specific car, not just a model.
• Paid before pickup: anything owing, with a Take payment button.
• Agreement signed.
• Licence checked: verified, with its expiry date.

Every booking with a car gets a pickup inspection scheduled automatically. Doing it before the handover puts the car's condition on record with the customer's signature. See Inspections.

When everything's ready, Mark ready for pickup moves the booking to Ready for pickup.

Checking out

Open the booking and press Check out vehicle (or find it under More).

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The dialog asks for:

• Payment, if anything is still owing: "Take $X by" with the method.
• Bond: "Bond of $X taken by" EFTPOS, card, cash or bank transfer. The amount comes from the car's category or model, or your default bond.
• Odometer in kilometres and fuel in eighths, from Full to Empty.
• I've sighted the driver licence and it matches the hirer. You'll see a warning if the licence expires before the return date.
• The agreement, if it isn't signed yet: the terms are shown, the customer types their full name, and ticks "I've read and agree".
• Notes, such as existing marks or accessories handed over.

Hand over vehicle records it all, takes the bond as a security deposit payment, and moves the booking to Active rental.

While it's on hire

On the return day the booking shows Due for return; after the return time it becomes Overdue, appears on Home and in the Bookings overview, and the return reminder email goes out the day before (if that template is on). Extend on the booking adds days and invoices the difference.

Checking in

Open the booking and press Check in vehicle.

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Enter when it came back (returned on date and time), the odometer (it can't be less than at pickup) and the fuel level. BookandManage then suggests the charges from your rental rules:

Charge	How it's worked out
Late return	Your hourly late fee after the grace period. Part hours round up, and it never comes to more than a day's rate for each day.
Extra kilometres	Kilometres over the allowance at your per-km fee. No charge on unlimited-km hires.
Refuelling	Your fee for each eighth of a tank short.
Other charge	Anything else, with a description, for example "Cleaning fee: sand and dog hair".

Every suggested amount can be changed, or waived with one click.

Damage at return

Damage marked on the return inspection is listed in the dialog. If you find something else, tick Damage found and describe it, where it is and how bad. Either way a damage report is raised, the booking waits in Inspection and the bond is held until the damage is assessed. You can also take the car off the road for repairs from here.

The bond

Choose what happens to the security bond:

• Refund in full: the bond goes back and any charges are invoiced.
• Apply to charges: the charges come out of the bond and the rest is refunded.
• Hold for now: keep it until after the inspection.

A summary shows the return charges, anything still owing on the hire, how much bond is applied, what the customer owes and what's refunded.

Finish with Check in & complete (the booking is Completed), or Check in for inspection when damage was found or the bond is held.

After an inspection hold

A booking in Inspection has Complete booking. You can add a damage charge, then settle the bond by applying it or refunding it. Charging the customer from the damage report also completes the booking.

Bond statuses are Held, Partially Refunded, Refunded, Applied to Charges and Forfeited. All bonds are listed in Finance, Deposits.