Fines and liability
Log a PCN or speeding notice, link it to the renter, and recharge or transfer the liability.
A PCN or speeding notice often lands weeks after the car went out. Because every hire has a record of who had the car, KeyProof turns "who was driving?" into one tap, so you can recharge the renter or transfer the liability to the council.
Recording a fine
- Go to the Fines tab.
- Choose to add a fine.
- Fill in the details:
- Booking: search for and link the hire the fine belongs to. Linking it pulls in the renter's name, date of birth, address and signed agreement.
- Type: what kind of notice it is: PCN, speeding notice, bus lane, congestion charge, toll, or a general fine.
- Reference: the notice number.
- Contravention date and time: when it happened. This is what ties it to the hire.
- Amount: how much the fine is.
- Notes: anything else worth recording.
Who had the car
If a fine lands and you are not sure which hire it belongs to, use the "who had the car" lookup by date. KeyProof shows you which renter had that vehicle at the contravention time, so you can link the fine to the right booking.
Recharging and transferring liability
Once a fine is linked to a booking, you have everything you need to act on it. You can:
- Recharge the renter: you already have their verified details and signed agreement.
- Transfer liability: hand the issuing authority a liability pack built from the booking record, so the notice goes to the person who was actually driving.
Tracking a fine to recovered
Each fine moves through a set of statuses so nothing gets forgotten:
- Received: you have logged it.
- Transferred: you have passed liability to the authority.
- Recharged: you have charged it back to the renter.
- Paid by firm: you paid it yourself.
- Cancelled: it was dropped or overturned.
Move each fine along as it progresses. Fines that still need action show up in the Do next queue on your Today screen, so open ones do not slip through.
Insurance claims
Fines and insurance claims are kept separate. If a hire leads to an insurance claim, log it against the booking with the insurer, the excess, and the amounts claimed and recovered, so your claims sit in their own place rather than getting mixed up with parking fines.