Return the vehicle
What this is
Section titled “What this is”This is how you check a vehicle back in when the customer brings it back. FleetLoop records the return mileage and fuel level, automatically works out any mileage overage, fuel refill, or late fee, and moves the rental to its final balance on the invoice.
Before you start
Section titled “Before you start”- The rental must be in Active status — return isn’t available until it’s been picked up.
- Look at the vehicle’s dashboard for the current mileage and fuel level.
- If your shop requires return walkaround photos, have a phone or iPad with the FleetLoop iOS app ready.
- Open the rental, click Actions, then click Return.
📸 Screenshot: The rental detail page, Actions menu open, showing Return.
- Type the Mileage shown on the dashboard, then tap the fuel gauge to set the Fuel level. If the vehicle has vehicle tracking connected, look for a recent reading already filled in, or use “Refresh from vehicle” to pull a fresh one.
📸 Screenshot: The Return dialog, showing the mileage field and fuel gauge.
- Check the Auto-charges (estimated) box that appears — it shows any fuel deficit, mileage overage, and late-return fee based on what you just entered, calculated from the rates set in pricing & fees.
📸 Screenshot: The Return dialog, showing the auto-charges preview.
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Click Record return.
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If your shop requires return walkaround photos, open the FleetLoop iOS app, find this rental, and take the return walkaround photos.
How to know it worked
Section titled “How to know it worked”FleetLoop shows a message with the final total, for example “Return recorded · total $312.00.” The rental’s status changes away from Active, and the Overview tab now shows the actual return date and time. If you check the Walkaround tab, the return photos appear there once uploaded from the iOS app.
If something goes wrong
Section titled “If something goes wrong”“Mileage must be a non-negative integer” or “Select a fuel level on the gauge.” Both readings are required — fill in a whole-number mileage and tap a spot on the fuel gauge before continuing.
“Return is only available for active rentals.” The rental hasn’t been picked up yet, or has already been returned — check its status on the Rentals list.
The auto-charges don’t look right. They’re estimates based on your shop’s pricing & fees settings — you can still adjust the final invoice afterward from the Invoice tab; see The invoice and taking payment.