Digital condition reports for vehicle rental
Guided photos, signatures and server timestamps. Every departure and return becomes a record nobody can alter, from the counter to the claim.
Fleet Trace is a digital vehicle condition report (état des lieux) platform for rental companies. Agents use an Android app to photograph a vehicle at departure and return, mark damage on a plan and collect signatures. Every report is timestamped by the server and can't be edited once it is closed. Administrators manage the fleet, reports and claim files in a web console, in French and English. It works worldwide, wherever your vehicles are rented.
Lost sheets, photos buried in a phone, nothing dated.
One report per rental, dated by the server.
“It was already scratched at pickup.” Nobody can settle it.
Departure and return photos compared side by side.
Tick boxes, dead pens, data re-typed at the office.
Guided steps, one photo at a time, nothing to re-enter.
The agent picks the vehicle, enters the renter, follows the guided photos and notes existing damage. Renter and agent sign.
Same report, same photo order. Mileage, fuel and cleanliness are recorded and new damage is flagged.
The PDF goes to the renter. If there is damage, a claim file picks up the report, the estimate and the documents.
Drag to see what changed between the keys going out and the car coming back.
Up to 20 shots in order, with an outline for each angle. A required photo can't be skipped. A warning flags blurry or dark images, and the list changes with the vehicle type.
Drop a marker on the vehicle plan, pick the type and severity, attach a photo.
Times come from the server, never the phone. A closed report can't be edited. The audit log only accepts additions.
Underground car park, no signal: work carries on. Everything uploads when the network is back, without duplicates.
A report with your logo, e-mailed as soon as it closes.
Estimates, attachments, status and a PDF for the insurer.
Search, filters, statuses and the full history of each vehicle.
Late returns and new damage reported the moment they happen.
Also: a satisfaction survey after every rental, lists specific to each company (client source, agencies), several companies under one account.
Agent app
An Android app, available to download after sign-in. Updates arrive automatically, with no app store in between.
Sign inYes. Reports are kept on the phone and sent as soon as the connection returns. A report is never created twice.
Dates and times come from the server, not the phone. A closed report can't be changed, and every action is written to an audit log.
The administrator manages the fleet, users and templates. The agent creates and closes reports. The renter signs and receives the PDF.
Yes, per vehicle type. The administrator chooses the shots and their order.
A PDF of the report with your logo, by e-mail, when it closes.
Yes, reports and lists export to PDF or Excel.
Request a demo. We set up your company, your administrator account and your starting lists, then you add your vehicles.
A document that records the state of a vehicle when it leaves the rental company and when it returns: mileage, fuel, damage and photos, signed by the renter and the agent. Comparing the two settles whether damage happened during the rental.
Photos follow a fixed order, times come from the server, a closed report can't be edited and nothing has to be re-typed. Paper sheets get lost and spreadsheets can be changed after the fact.
Fleet Trace produces dated, signed, tamper-evident records. How much weight they carry depends on the law of your country and on your rental contract, so check with a lawyer if you need certainty.
Agents use an Android app, available to download after sign-in. Administrators use the web console in any modern browser.
Yes. Fleet Trace works worldwide, wherever your vehicles are rented. The interface is in French and English, and agents can keep working without a network.
Tell us how many vehicles you run. We'll come back with a demo on your own fleet.
