Checking in a rental records the vehicle's return. This is one of the most important steps — it captures the vehicle's condition and triggers final billing calculations.
How to Check In
- Open the rental detail view
- Click the Check In button in the header
- The Check-In modal opens
Check-In Fields
| Field | Description | Why It Matters |
|---|---|---|
| Odometer | Current mileage reading | Compared to check-out reading for mileage overage calculations |
| Fuel Level | Current fuel level (fraction, e.g., 3/4) | Compared to check-out level to calculate refueling charge |
| Condition Notes | Notes about vehicle condition at return | Documents any damage or wear for dispute resolution |
| Photos | Walk-around photos of the vehicle | Visual evidence of return condition |
What Happens on Check-In
- The rental status changes to Checked In
- Fuel charge is calculated automatically if the fuel level is lower than at check-out (using your configured cost per gallon × tank size × fuel difference)
- Mileage overage can be calculated if the vehicle has a per-day mileage limit configured
- Check-in date/time is recorded for billing accuracy
After Check-In
After check-in, review the rental for:
- Any additional charges (fuel, mileage overage, cleaning, damage)
- Remaining balance — collect any outstanding amount
- Release or capture any payment holds
- Then move the rental to Completed
Frequently Asked Questions
What if the renter returns early or late?
Check-in records the actual return time regardless of the original dropoff date. You can adjust line items to reflect the actual rental duration if needed.
Is check-in required before completing a rental?
It's strongly recommended for proper record-keeping, but you can complete a rental directly from Checked Out status if needed.
Can I edit the check-in data after submitting?
Check-in data is recorded in the rental history. To make corrections, add notes or adjust line items on the rental detail page.