Does the handover and return report cost extra?

No. The digital handover/return report and photo comparison are included in the core subscription; there is no charge beyond the subscription calculated from your vehicle count.

Does the process stop if a photo or signature is missing?

No. When you press Confirm, a single warning lists missing photos, fuel, mileage or signature; you can continue with Confirm anyway. The decision stays with the authorised user.

Does an early or late handover change the contract or price?

No. The actual handover and return times are recorded; the contract dates and price do not change automatically, and the difference is shown clearly on screen.

Who can see handover and return photos?

System Administrators, Branch Managers and Field/Customer Representatives can view and add files; a B2B partner sees them only on reservations it created. The Technical & Operations role does not see reservation files.

What happens if the vehicle changes during a rental?

Use Aracı değiştir (Change vehicle) on the rented reservation: enter the reason, place, the old vehicle's return mileage and fuel and the new vehicle's start mileage and fuel. The contract and price stay the same, mileage usage is the sum of both vehicles, and the return report shows the last vehicle and the change.

How is excess mileage charged?

If the vehicle has a daily mileage limit, the excess is calculated from the handover and return odometer readings when the vehicle comes back. The Finance panel suggests the charge and you add it with one click; it is never added on its own.

Handover and return inspection

Settle “that scratch wasn't me” disputes with evidence.

Photos, damage, mileage, fuel, accessories and the customer's signature are recorded on one screen when you hand a vehicle over and when you take it back. At return, the handover record is already there; new damage and missing accessories stand out on their own.

Works with the phone camera; the report becomes a PDF in one tap and can be shared on WhatsApp.

Try free for 21 days See a sample return check

No credit card · No setup fee · Request free migration support in the first 48 hours

RentOkey · Return check · 34 ROK 118Sample data

Handover · Return

Front

Rear

1 new damage · right door

Scratch · 12 cm

Fuel 3/8 · handover 8/8

Handover and return photos from the same angle, side by side.

6 angles

guided handover and return photos

12 items

accessory and document checklist

1 page

PDF report for the customer

See it in context

The return check is compared with the handover record.

See how new damage, a missing accessory and low fuel stand out on a sample return. The vehicle and customer shown are illustrative.

RentOkey · Return check · 34 ROK 118Sample data

Handover · Return

Front

Rear

Left side

Right side

New

Interior

Dashboard

1 new damage · right door

Scratch · 12 cm

Fuel 3/8 · handover 8/8

Key

Spare keyWas at handover

Registration

Spare wheel

Report · PDF WhatsApp

At handover and return

The vehicle's condition is recorded in six sections.

Handover and return are not done inside the general reservation form but on a short screen dedicated to this task. The actual date and time are required; the mileage entered is also added to the vehicle's mileage history.

Guided photos

Front, rear, left side, right side, interior and dashboard: one photo per angle. A separate area holds damage close-ups; photos are saved to the reservation as soon as they are selected.

Damage marking on a vehicle diagram

Tap the top-down vehicle drawing, then choose the damage type (scratch, dent, crack, missing part) and add a short note; numbered markers match the list.

Mileage and fuel

Fuel or charge level is picked on an 8-segment gauge. At return, the handover mileage and distance driven are shown; return mileage cannot be lower than at handover.

Accessory and document checklist

Key, spare key, registration, insurance certificate, spare wheel, jack, child seat and more. An item present at handover but missing at return is highlighted in red.

Customer signature

The signer's name and a finger signature on screen. Missing photos, mileage, fuel or signature trigger a single warning; the process is never blocked and the decision stays with your team.

PDF report and WhatsApp

Every check becomes a one-page report: print it, download a PDF or share it on WhatsApp. International customers receive it in English, Turkish customers in Turkish. Signed contracts, fines and receipts stay in the same reservation's documents.

Vehicle change during a rental

If a car breaks down or is damaged mid-rental, record the change: reason, place, old and new vehicle mileage and fuel. The contract stays the same and a maintenance record is suggested for the old car.

Mileage limit and excess charge

Set a daily mileage allowance and per-km charge per vehicle. At return the excess is calculated and suggested on the bill; you add it with one click, so excess mileage is never forgotten.

Mileage from the tracking system

With Arvento connected, the tracker suggests the current mileage at handover and return; you use it in one tap and are warned if the reading you enter differs clearly.

Comparison at return

The handover state is ready; you only mark what changed.

On the return screen, handover damage appears with a grey “T” and accessories arrive as they were at handover. The team does not start from scratch; it records only what is new.

Hand over

Open the handover screen from the reservation details or the home screen and record photos, mileage, fuel, damage, the checklist and the signature.

Take the return

Handover data is already filled in. Mark new damage, confirm returned accessories and ask the customer to sign.

Compare and share

Open handover and return photos from the same angle and both damage diagrams side by side, then share the report with the customer.

Have a dated record when a dispute starts.

The summary in the reservation details flags new damage, missing accessories and low fuel. Photos open only for authorised team members, never through a public link.

New damage and missing accessory alerts
Side-by-side photos from the same angle
Role-based file access

Step by step

How do you use the handover and return screen?

The help centre article explains each section, the return comparison and sharing the report, using the on-screen labels.

Read the help article

Handover and return

Digital handover and return report FAQ

Yes. The report opens in Turkish or English according to the document language on the customer's card; if no language is set, customers whose nationality is outside Türkiye and Northern Cyprus get English automatically. The Türkçe / English switch on the report page changes the language of that document only.

A 21-day trial with real operations

Try RentOkey with your own fleet and team.

Plan reservations, review suitable vehicle suggestions and manage the operation queue from one screen. Decide on your subscription at the end of the trial.

No credit cardNo setup feeRequest migration support within 48 hours

Start free trial Talk to the team

Create an account in about 2 minutes