Frequently asked questions

A reservation is the booking — who wants which vehicle, and when. An agreement is the live rental, created when you check the vehicle out. The reservation records the intent; the agreement records what actually happened, including odometer and fuel readings at both ends.

Check-out is blocked for four reasons, and the page tells you which: no vehicle has been assigned, the reservation was cancelled, the customer is blacklisted, or their driving licence has expired. Clear the cause and the button becomes available.

Per started 24-hour block, with a minimum of one day. So 25 hours is billed as two days, not one. If a vehicle comes back late, check-in bills for the days actually used rather than the days booked.

No — open the agreement and use Exchange vehicle. The rate and dates carry on unchanged, the outgoing unit returns to Available, and the replacement is marked On Rent. The swap and your reason are recorded in the agreement's History.

Use the Email or WhatsApp buttons on the agreement. They open your own mail or WhatsApp client with the message and a link prepared — SmartRent does not send anything on your behalf, so nothing leaves without you pressing send.

Open the agreement's Damages tab and click — or right-click — anywhere on the car. A form opens at that point, and SmartRent works out which panel you hit so the record reads "Front bumper" rather than a pair of coordinates. Switch views with the buttons above the diagram.

Check-out damage is pre-existing and noted with the customer at handover, so it cannot be charged to them on return. Check-in damage is new, found when the vehicle came back, and can be charged. Use the toggle in the Damages tab to switch between the two.

The vehicle's own Damages tab shows the full history across all rentals, not just the current one.

No. There is no payment gateway by design. You record what was taken at the counter or received by transfer, and SmartRent keeps the ledger. Your card terminal stays your card terminal.

A deposit is held, not earned, so it is excluded from every revenue figure. Refunds are stored as negative payments for the same reason. What you see as revenue is money you have actually taken for rentals and charges.

Each vehicle has an included allowance per rental day. On check-in, anything beyond allowance × billed days is charged at that vehicle's excess rate. Both figures are on the vehicle's General tab.

A full invoice is generated from an agreement and pulls in the rental, any excess mileage and every extra charge as separate lines. A custom invoice is one you build line by line, for anything that does not come from a rental.

Available, On Rent, Reserved, In Maintenance, Out of Service and Sold. Every colour is always paired with its label, so the status never depends on colour alone.

On the vehicle, under the Maintenance and Expenses tabs. A cost entered against maintenance is also posted to the expense ledger, so vehicle profit is calculated from one place rather than two.

Record the ticket on the vehicle's To-do & History tab and leave the rental blank — SmartRent matches the issue date against that vehicle's agreements and attaches the summons to whoever had the car.

Yes. Drag any widget by the handle in its header to reorder it, remove one with the ✕, and use Add widget to pick from the full library. Your layout is saved on the device you are using, so different machines can be arranged differently.

Reset layout, next to Add widget. It appears once you have made a change.

Open the account menu at the top right and choose Edit details. Changing your email changes how you sign in.

There is no self-service reset yet. Ask a colleague with an admin account to set a new one for you.

Seven days, then you will be asked to sign in again. Logging out ends it immediately.

Identity and card numbers are encrypted before they are written to the database and are only ever shown masked, with an explicit reveal that re-hides itself. Uploaded documents are served only to signed-in staff.