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Using BookandManage

Inspections, damage and compliance

Walk-around inspections and condition reports, damage reports, charges, insurance claims and repairs, and rego, insurance and service dates.

Three parts of the Fleet area keep you covered when something goes wrong, and keep the cars legal: inspections record a car's condition, damage reports follow damage from the moment it's found to the repair, and compliance watches every expiry date.

Inspections

An inspection is a walk-around of the car, recorded on a tablet, phone or computer. There are three kinds: pickup, return and routine check.

Every booking with a car gets a pickup inspection scheduled automatically, and a return inspection follows. You can also add one from a car, or from Fleet, Inspections, New.

The walk-around

  1. Readings: odometer and fuel.
  2. Photos: front, rear, driver side, passenger side, interior and dashboard, plus any close-ups.
  3. Checklist: rate each item Good, Fair or Poor, with a note: body and paint, interior and seats, tyres and wheels, lights and indicators, windscreen and glass, cleanliness.
  4. Notes.
  5. Damage: tap the spot on the car diagram, say what's damaged, where (front, rear, driver side, passenger side, roof and bonnet, interior) and how bad (minor, moderate or severe). Damage already on record shows in grey so you don't mark it twice. The diagram is a right-hand-drive car seen from above.
  6. Sign off: who inspected it and, for a booking, the customer's typed name and their agreement to the report.
A signed-off return inspection with readings, the checklist and a damage mark on the car diagram.
  1. 1Download the condition report PDF.
  2. 2A damage report was raised from this inspection.
  3. 3Readings, including kilometres driven on this hire.
  4. 4The checklist, rated good, fair or poor.
  5. 5The new damage, marked on the diagram.

Signing off raises a damage report for each new mark and updates the car's odometer. If your email is connected and the Condition report template is on, the customer is emailed the report.

A signed-off inspection has Download PDF: the condition report with readings, the checklist, damage marks, photos and both signatures. See PDFs and exports.

Inspections are Scheduled, In Progress, Completed or Issues Found.

Damage reports

A damage report is raised by an inspection, at check-in, or by hand with Report damage (vehicle, title, what happened, where, how bad, an optional repair estimate, and whether to take the car off the road).

Reports move through Reported → Assessing → Repair Scheduled → Repairing → Resolved.

A damage report for a scratched rear door, with the bond held on the booking.

A scratch found at a return inspection. The customer's bond is held until it's sorted.

From the report you can:

  • Assess damage: the repair estimate, severity, who pays (the customer, or you and your insurer) and a note.
  • Charge customer: the amount and how it reads on the invoice, then either apply the bond to the charge or refund it in full. This raises the invoice and completes a booking that was waiting in Inspection.
  • Book repair: the workshop, the date, and whether it's going in now. This creates a maintenance job; completing the job resolves the report.
  • Insurance claim: insurer, claim number, the excess you pay, the claim's status (lodged, approved, declined, paid) and what the insurer paid.
  • Mark resolved without a workshop job, or edit the details.

When a customer's bond is still held, the report says so at the top, so it doesn't get forgotten.

Compliance

Fleet, Compliance has a row for every car with four dates: registration, insurance, inspection certificate and service.

The compliance list with registration, insurance, inspection certificate and next service for each car.

Each is Valid, Expiring Soon (within 30 days, or within 1,000 km for a service) or Expired. Quick filters show everything, only what needs attention, or one kind of date.

  • Renew records the new expiry date and a reference, such as a policy or receipt number.
  • Or book a job to have it done.

The Fleet overview also flags a car that's booked out past its rego date, so you can renew it before the customer arrives.

Reminders

Every day BookandManage checks the dates and raises alerts in the app (the bell and the Fleet overview): anything expired, renewals due within your warning period (30 days unless you change it in Settings, Alerts), services due and missed workshop bookings. These are alerts for your team inside the app, not emails.

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