Rental Contracts

Overview

The Rental Contract module is the legally binding agreement between the rental company and the customer. It tracks the vehicle handover (checkout), the active rental period, the vehicle return (check-in), damage assessment, billing review, and final closure. Every contract links a verified customer, a verified driver, an assigned vehicle, and a pricing snapshot.

Contract List

The contract list shows all rental agreements with filters for status, date range, branch, vehicle, and customer.

List Columns

Contract Statuses

Every contract follows a controlled lifecycle managed by the workflow engine.

Status Flow

graph LR
    A[Draft] --> B[Checkout Pending]
    B --> C[Active]
    C --> D[Extension Requested]
    D --> C
    C --> E[Return Pending]
    E --> F[Damage Review]
    F --> G[Billing Review]
    G --> H[Closed]
    E --> G
    A --> I[Cancelled]
    B --> I

Checkout Wizard

The checkout process is a guided 4-step wizard that activates the rental contract.

Step 1: Customer and Driver Verification

If any check fails, the system blocks checkout and displays the issue.

Step 2: Vehicle Assignment and Inspection

Step 3: Financial Setup

Step 4: Agreement Activation

Callout: A contract cannot become active without a verified customer, verified driver, assigned vehicle, completed inspection, and collected deposit. The system enforces all checks before activation.

Inspection Records

Inspection records document the vehicle condition at two critical points:

Checkout Inspection

Captured during Step 2 of the checkout wizard:

Return Inspection

Captured during the check-in process:

Extensions

Customers may request to extend their rental period beyond the original return date.

Extension Request Steps

1. Customer contacts the branch to request an extension.
2. Open the active contract detail page.
3. Click Request Extension.
4. Enter the new proposed return date.
5. The system:
   • Checks vehicle availability for the extended period
   • Recalculates pricing for additional days
   • Verifies the customer's payment status
   • Creates an extension request record
6. The contract moves to Extension Requested status.

Extension Approval

Extension Confirmation

1. Manager reviews the extension request.
2. Click Approve Extension or Reject Extension.
3. If approved:
   • Return date is updated on the contract
   • Pricing snapshot is recalculated
   • Customer is notified of the updated terms
   • Contract status returns to Active
4. If rejected:
   • Customer is notified
   • Original return date remains
   • Contract status returns to Active

Check-In Process

When the customer returns the vehicle, the check-in process begins.

Check-In Steps

1. Open the active contract detail page.
2. Click Start Check-In.
3. The contract moves to Return Pending.
4. Perform the return inspection:

5. Upload return photos.
6. Click Complete Inspection.

Post-Inspection Routing

Callout: The return inspection is the most dispute-sensitive step. Always take comprehensive photos and record detailed notes. The checkout and return inspection comparison is the primary evidence for any damage claim.

Billing Review

Before contract closure, all financial items must be reviewed and settled.

Billing Review Checklist

Settlement

1. Generate the final invoice from the billing review.
2. Record any outstanding payments.
3. Process deposit release or adjustment.
4. Confirm all financial items are settled or approved.
5. Click Approve Billing. The contract moves to Closed.

Contract Closure Requirements

A contract can only be closed when ALL of the following are true:

Business Tip: Run the "Open Contracts" report daily to identify contracts that are overdue for return, have pending billing, or have unresolved damage reviews. Prompt closure improves cash flow accuracy and fleet availability.