Checking out records the vehicle handoff to the renter — the moment the rental physically begins.
How to Check Out
- Open the rental detail view (must be in Approved status)
- Click the Check Out button in the header
- The Check-Out modal opens
Check-Out Fields
| Field | Description |
|---|---|
| Odometer | Current mileage reading at the start of the rental |
| Fuel Level | Fuel level at handoff (e.g., Full, 3/4, 1/2) |
| Condition Notes | Notes about the vehicle's condition at handoff |
| Photos | Walk-around photos documenting vehicle condition before the rental |
What Happens on Check-Out
- Status changes to Checked Out — the rental is now actively in progress
- The check-out odometer and fuel level are recorded as baselines for return comparison
- The actual check-out date/time is captured (may differ from the scheduled pickup date)
Why Check-Out Data Matters
The data you record at check-out is compared against check-in to calculate:
- Fuel charges — If fuel level is lower at return, the difference × cost per gallon × tank size = refueling fee
- Mileage overages — If the vehicle has a daily mileage limit, the check-out odometer is the starting point
- Condition disputes — Photos at check-out prove the vehicle's condition before the rental
Frequently Asked Questions
Can I skip the check-out step?
It's strongly recommended to record check-out data, but you can proceed without filling every field if time is critical.
What if I check out at a different time than scheduled?
The system records the actual check-out time. You can adjust the rental dates or pricing to reflect the actual period.