Returns and condition
Log the return, photograph the car at both ends, and seal the record for the hire.
The proof works because you capture the car's condition at both ends of the hire. Photos when it goes out, photos when it comes back, sitting side by side in one record. "It was already like that" stops working.
Photographing the car at handover
When you hand the car over, photograph its condition. The renter can do this too from their check-in link, standing next to the car with you. Go around the whole car: each corner, each side, the wheels, the windscreen, and the mileage. These shots are timestamped and land on the record.
These photos protect the renter as much as they protect you. A scratch that was already there cannot later be pinned on them.
Logging the return
When the car comes back:
- Open the booking.
- Photograph the car again, the same angles as your handover shots, so new damage sits right beside how the car left.
- Mark the hire as returned. You will see "Return logged".
The condition photos are grouped as handover shots and return shots, so anyone looking at the record can compare the two.
Fuel and mileage
Each booking has a fuel and mileage log so you can prove usage as well as damage:
- At handover (out): record the mileage out and the fuel level (Full, three quarters, half, a quarter, or empty), then save.
- At return (in): record the mileage in and the fuel level, then save.
KeyProof works out the miles driven this hire from the two readings, which is what you need for excess-mileage charges.
The sealed record
Once the hire is done, everything comes together into one sealed record for that hire: the renter's verified identity, the DVLA licence check, your agreement signed and bound to the booking, the condition photos at both ends, the fuel and mileage, and the deposit. This is the file you hand to your insurer if a dispute lands.
You can open any hire's record from the Records tab. See Records and money for finding and exporting records.
After the hire closes
Once a hire is closed, its photos and condition can no longer be edited. That is deliberate: a record you can change after the fact is not evidence. If something needs adding, do it before you close the hire.