Add the customer first
- Search the mobile number to avoid creating the same person twice.
- Open People › Customers › New, or press + in any customer drop-down on an agreement, invoice or quotation.
- Enter the name, mobile number and e-mail. A mobile number already on file is refused.
Passport, Emirates ID and driving licence files are visible only to roles with the sensitive-documents permission.
Quotation, booking and agreement
- Quotation (optional) — can be converted into a booking.
- Agreement (Draft) — the booking. Choose the customer, the vehicle (only bookable cars are offered), the pickup and expected return date and time, and the rate. On save, VROOM checks inside a lock that the car is free.
- Start — the hand-over. The car shows as Rented. Record kilometres and fuel out, and the deposit.
- Return — enter kilometres and fuel in, condition and damage notes. The car becomes free immediately.
- Close — after invoicing and settlement.
Agreement type can be Commercial (normal) or staff / company use, which is never invoiced. The broker and broker reference print on the invoice and credit note.
Synthetic example: RA-100231, Kia Picanto, 12 Oct 10:00 to 15 Oct 10:00, AED 120 per day, 3 days. RA-100232 for the same car can start at 15 Oct 10:00, but not at 14 Oct 18:00.
Deposits
Deposits are recorded on the agreement’s Deposits tab as Received, Returned, Retained or Refund. A deposit is money held for the customer, not revenue, and it is out of scope for VAT.
A refundable security deposit is separate from an advance rental payment. Do not use the deposit balance instead of recording a payment against an invoice.
Documents on any record
- Press Upload files and drag in up to 20 files at once: PDF, JPG, PNG, WEBP, Word, Excel or CSV, up to 10 MB each. Choose a category.
- Large photos are reduced automatically. For evidence categories — receipt, invoice or bill copy, payment proof, legal / court, police report, signed agreement, fine / toll notice, damage — the untouched original is also kept. Use Original to download it.
- Preview shows PDFs and images. Download saves the file.
Programs, scripts, Office files with macros and files whose content does not match their type are refused. The other files in the same upload are still saved.
If the save says “Vehicle unavailable”
Open the calendar for that car. Something overlaps, the car is overdue on another agreement, or it is in maintenance or on a hold.