How to take a vehicle back on return
The return window closes the rental: it records the vehicle's condition and lets you refund the deposit.
Only company staff can process returns. Permissions for agents to extend bookings are set in the agent card.
The “Ride ended” status is set only by processing a return with “Check in the item”. You cannot select it directly in the card.
A booking under a rent-to-own contract isn't closed by a return
While the contract is in effect, such a booking has no return button and no “Ride ended” or “Refund deposit” statuses. The vehicle comes back through termination or completion of the contract — they close the booking themselves.
How to process a return
- Open the booking card and start the return.
- Check the return date and time — the actual moment is filled in, and it may differ from the planned one. The difference affects the calculation.
- Enter the mileage unless the company’s vehicle type is “Bicycles”. The system will let you leave it at zero after asking you to confirm — but it is what excess mileage and maintenance planning are based on.
- Inspect the vehicle. If damage marking is enabled in company settings, mark any new damage on the diagram, comparing it with the marks made at handover.
- Mark cleanliness and fuel. For the “Bicycles” vehicle type, fuel fields are hidden; the cleanliness checkbox remains. Clearing the cleanliness or full-tank checkbox adds an extra charge and recalculates the deposit.
- Specify the parking spot — where the vehicle was parked after the return.
- Record any extra charges and decide what to do with the deposit: refund it, keep part of it, or keep all of it.
- Confirm the return.
You can skip the mileage, but you shouldn't
If the mileage field is available and left at zero, the system will ask and, once you agree, continue the return. There is no hard block — which is exactly why you shouldn't rely on it.
Mileage is entered once and affects analytics and maintenance schedules. An error here isn't “cosmetic”: the vehicle may go in for maintenance at the wrong time.
Vehicle condition
| Field | What it means |
|---|---|
| End date and time | The actual moment of return; may differ from the planned one |
| Parking spot | Where the vehicle was parked after the return |
| “Item is clean” | Cleanliness mark at return |
| “Full tank” | Fuel mark; when cleared, the remaining amount is recalculated. Hidden for the “Bicycles” vehicle type |
| “Inspection passed” | Inspection mark at return |
| “How many bars are missing in the tank?” | Filled in if the tank is not full. Hidden for the “Bicycles” vehicle type |
| “Comments on technical inspection” | Inspection notes; the field appears when “Inspection passed” is unchecked |
| Damage | Marks on the diagram at return, if damage marking is enabled for the company |
The cleanliness, fuel, and technical check marks are compared with the same marks at handover: a mismatch is grounds for a deduction from the deposit.
Deposit refund
In the same window, choose the settlement method and, if multi-currency cash desks are enabled, the cash desk for the refund. The set of methods depends on what is enabled for the company — if a method isn't set up, it won't appear in the window:
- cash;
- cashless;
- card-to-card transfer;
- payment from a legal entity.
If part of the deposit was withheld at return, record the payout in payments after actually refunding the remainder to the client. Then click “Deposit returned” in the booking card. The button only closes the withholding and removes the booking from the “Deposit” list. It does not issue a refund or record a payment. Closing is irreversible and available only to company staff.
Set the withholding period and “Remind to return the withheld deposit” reminder in the company profile. When the period expires, branch employees receive one reminder in the notification bell and through the configured channels: Telegram, email, and push.
Extra charges on return
An extra charge is added when the cleanliness or full-tank mark is cleared: the system takes this to mean “returned dirty” or “returned without refueling.”
For each extra charge, you specify the amount and the payment method. Other additional services are selected separately, each with its own amount and method.
A matching method triggers a deduction from the deposit
If the payment method of the extra charge matches the method selected for the deposit refund, the amount is automatically deducted from the refund amount. If it does not match, accept the extra charge separately, without deducting it from the deposit refund.
The deduction depends on the current refund method. The method used to collect the deposit is not part of this comparison.