Records and money
Customer records, the evidence pack per hire, money tracking, unpaid balances, and CSV export.
Two tabs keep the paperwork straight: Records holds the evidence pack for every hire, and Money tracks what you have taken and what you are still owed. KeyProof records the money; it never processes or holds it.
Customer records
Every renter has a file under the Renters tab. Open a renter to see:
- Their identity and contact details.
- A summary: total hires, first and last hire, deposits recorded, and any disputes.
- Their full hire history with you.
- Your own private notes and flags, which are never shared with anyone.
If a renter turns out to be trouble, you can add them to your blocklist so they cannot book again (see Settings and team). The blocklist is private to your firm.
Per-hire records
The Records tab lists the sealed evidence pack for every hire. Each record is the complete file for one hire: the verified identity, the DVLA licence check, your agreement e-signed and bound to the booking, the condition photos at both ends, and the timeline of what happened when. Open any one to view or hand it on.
This is what you give an insurer when a dispute lands. It is one record, not a scroll of screenshots.
Money on each booking
Open a booking to see its money at a glance:
- Hire price, extras, and the total.
- Paid so far and the balance still owing.
You can log a payment as it comes in, set or edit the price, add or edit extras, and produce a printable invoice for the hire. If you have connected your own Stripe, you can also take a card payment for the hire on your own account.
The Money tab
The Money tab totals everything up:
- This month: rentals, revenue recorded, deposits recorded, what is outstanding, fines open and recovered, and your top-earning vehicle.
- Deposits: how much is on card hold now, how much has been released or settled, and the all-time total recorded.
- Renter fees: the verification fees renters have paid at check-in.
- Month summary: pick a month and see revenue broken down by vehicle.
- Profit per car and occupancy: so you can see which cars actually earn their keep.
- Expenses: log running costs per car.
Unpaid balances
Any booking with a balance still owing shows as outstanding, and unpaid balances surface in your morning digest email and on the Today screen, so they do not get forgotten by the time the car is back out.
Exporting to CSV
You own your records and can take them with you:
- From the Bookings tab, use Download records to export your bookings and customers as a CSV.
- From the Money tab, export a month or all-time accounting as a CSV.
Your export, your records. Nothing is locked in.