Check a car out and back in

Check-out and check-in are guided, step-by-step flows that capture everything you need on the record — condition photos, odometer and fuel, the signed agreement, and the deposit. Start either from the booking’s detail page.

Check-out (handing over the keys)

From a confirmed booking, choose Start check-out. The steps are:

Driver’s license — photograph the front and back for the record. If AI license checks are enabled on your account, Rental Pilot reads the photos and pulls out the licence’s expiry date automatically, flagging anything that looks off. Either way, you’ll see a warning if the licence is expired or expires before the return date.
Fuel & odometer — record the starting fuel level and odometer reading.
Walk-around photos — capture the six angles (front, rear, both sides, interior, dashboard) so the condition is on record.
Money & paperwork — a gate check before the keys leave: the balance must be paid, the deposit hold placed, and the agreement up to date. Each has a quick action button if it’s not done yet.
Signature — the customer signs on screen to accept the agreement and authorize the deposit hold.

Manager override: if something on the money gate isn’t settled, a manager can override it with a written reason (kept on the booking’s record).

Finishing marks the car checked out.

Check-in (taking the car back)

From a checked-out (or overdue) booking, choose Start check-in:

Return photos — re-shoot the same six angles.
Inspect for new damage — compare against the pickup photos. Flag any new damage (pick the area, add a photo and an estimated repair cost). Pre-existing damage is shown so it isn’t re-disputed.
Return fuel & odometer — record the return readings.
Close contract — settle the deposit: a clean return releases the full hold; logged damage is captured from the hold (up to the held amount) and the rest released.

Finishing closes the rental and returns the car to your available fleet.

Questions about a specific return? Contact us.