Fleet & rentals · Rental agreements
Booking, hand-over and return in one agreement.
A Draft agreement is the booking. Start records the hand-over, Return records the car coming back, and Close completes it after invoicing and settlement. Every step leaves a record.
- DraftBooked
- StartCar out
- ReturnCar back
- CloseSettled
- Vehicle
- Kia Picanto 2025 · 40259
- Pick-up
- 12 Oct, 10:00
- Expected return
- 15 Oct, 10:00
- Rate
- AED 120.00 / day · 3 days
- Km / fuel out
- 18,240 km · 3/4
- Allowed km
- 750 km
What it does for you
Every hand-over leaves a record
Hand-over with evidence
At Start, record kilometres and fuel out, take the deposit and capture the customer’s signature on a staff device or by remote link.
Returns that free the car
At Return, enter kilometres and fuel in, condition and damage notes. The car is released immediately, unless maintenance or another hold applies.
Deposits kept apart
Security deposits are recorded on the agreement as Received, Returned, Retained or Refund. They are held for the customer, not counted as revenue.
Staff use without invoices
Mark an agreement as staff or company use. The car is blocked like any rental, but the agreement is never invoiced.
How it works
The rental lifecycle
Synthetic example: RA-100231, Kia Picanto, 12 Oct 10:00 to 15 Oct 10:00, AED 120 per day.
Draft — booked
Choose the customer, a bookable car, pickup and expected return (Dubai time) and the rate. Availability is checked on save.
Start — car out
Record the hand-over, kilometres and fuel out, the deposit and the signature. The car shows as Rented.
Return — car back
Kilometres and fuel in, condition and damage notes. The car becomes free; RA-100232 can start at 15 Oct 10:00.
Close — settled
Invoice from the agreement, record payment and settle the deposit. Then close.
In detail
What’s included
Captured on the agreement
- Customer, vehicle and additional drivers
- Pickup and expected return, Dubai time
- Rate, rental days and allowed kilometres
- Kilometres and fuel out and in
- Condition and damage notes
- Deposits: received, returned, retained, refunded
- Broker and broker booking reference
- Signed agreement and supporting files
Agreement types and outputs
- Commercial agreements, invoiced as normal
- Staff / company use, never invoiced
- A4 PDF and print with your company header
- Invoice created directly from the agreement
- Fines and tolls traced back to the agreement that had the car
A refundable security deposit is separate from an advance rental payment. VROOM keeps them apart so a customer’s balance is never reduced by money you are only holding.
Can a new rental start the minute the last one ends?
Yes. A booking can start at the exact minute the previous one ends. The save still re-checks availability.
What happens if a customer is late returning?
The agreement becomes overdue and the car stays blocked for every later date until the return is recorded. It shows on the dashboard’s Today’s list.
Can customers sign remotely?
Yes. Built-in signing supports a remote link with a one-time code, or in-person signing on a staff device.
Connected to
Works hand in hand with
Next step
See your own rental workflow in VROOM.
Book a live demo and we will walk through a rental from booking to the financial statements, using demonstration data.