Skip to main content
    Claimory
    Fleet management

    Which customer has which loaner, and since when

    Below is the fleet screen open in Claimory for a collision repair shop running nine cars: four on the lot, three out with customers, two in for maintenance. Every rental knows who has the car, the day it left, the day it was due back, the rate, and what that adds up to today. The agreement the customer signed sits on the same record, and the fleet warns you before an insurance card or a registration lapses.

    The fleet management screen in Claimory for a collision repair shop, showing four tiles for month-to-date revenue, pending revenue, completed rentals and an overdue count, and the Active Rentals tab listing each rental with the renter, the claim number, the rental dates, the car, the duration, the days overdue or time left, the current charge, the daily rate, an Agreement link and a Check In button.
    Available
    Cars whose status reads Available right now, which is exactly the list New Rental offers.
    Active Rentals
    Rentals with no return logged yet. The red count on the corner of the tile is how many of them are past their expected return.
    Pending
    Every active rental's days out so far, times its daily rate, added up: what the cars that are out have earned to date.
    MTD Revenue
    The same arithmetic for the rentals returned this calendar month.
    The fleet

    A car on the lot is a record, not a key on a hook

    Each loaner is added to the Claimory fleet once and carries what a front desk actually needs to hand it over. The status reads Available, Out, Maintenance or Retired, and a car in Maintenance or Retired never appears in the list New Rental offers, so nobody lends out the one with a bald tire. Search the fleet by nickname, make, model or plate.

    Identity
    Year, make, model and trim, a nickname the crew actually uses, the plate and the VIN.
    Money
    A default daily rate each rental starts from and can change, and a fuel policy, offered as Same to Same, Full to Full or No Charge.
    Dates that run out
    Insurance expiry, registration expiry, the next service date and the next service mileage. These feed the alerts further down this page.
    Listed elsewhere
    If the car also earns on a car-sharing platform, the platform, listing ID, listing URL, that listing's own daily rate and notes sit on the car as a reference.
    The Vehicles tab of the fleet management screen in Claimory, listing the loaner cars as cards, each with a nickname, the year, make, model and trim, a status badge reading Available, Out or Maintenance, the plate, the odometer mileage, the daily rate and the fuel policy.
    Keys out

    Signed on their phone, or on yours

    New Rental in Claimory is two steps. The first is the paperwork a front desk has to type anyway. The second is the rental agreement, and where it gets signed depends on where the customer is standing.

    1. 01

      Details

      Pick a car from the Available ones, link the claim if there is one (picking it fills in the renter's name), add a phone and an email, set the date out and the expected return, and confirm the rate, which starts at the car's default. An estimated total reads underneath.

    2. 02

      Agreement

      The ten terms the customer is agreeing to, from returning the car in the same condition and with the same fuel to late days billed at the agreed rate. Then the choice of where it gets signed.

    The New Rental dialog in Claimory on its Vehicle step, with Vehicle, Renter, Pricing, Terms and Sign steps across the top, asking which vehicle is going out and offering three loaner cars with their plate, mileage and daily rate, an optional link to a claim, and Cancel and Next buttons.
    Where it gets signed

    On their phone, by default

    With a phone number or an email on the rental, Claimory sends a sign-here link by text and by email, whichever you entered. The text goes out on the texting line your shop has set up in Claimory, and a customer who has texted STOP is never messaged. The link opens on any phone, carrying the car, the dates, the rate and the estimated total. They read the terms, type their name and sign, and the signature, the name and the time land on the agreement. Press Create and send link and the rental is live, the car reads Out, and the signing happens on their side. The link stops working after 7 days.

    Or on your screen, at the counter

    Uncheck it and the customer signs in front of you: a checkbox for the terms, their full name, a signature pad, and an optional pad for whoever handed over the keys. The agreement downloads as a PDF carrying both signatures.

    Either way, the Agreement button on the rental card reopens the document later, to sign, to download the PDF or to print it.

    While it is out

    The card counts the days so nobody has to

    Every active card's charge rolls up into Pending on the tile. Past the expected return the card turns red and reads the days over, and the Active Rentals tile carries how many cars are late.

    Calendar days since the car left, never fewer than onetimesthe daily rate on the rentalequalsCurrent Charge on the card
    In the left rail
    The fleet entry in the left rail carries the number of cars out, and the dashboard's rentals tile reads the same count.
    In search
    The search box at the top of Claimory finds a car by nickname, plate, VIN, make, model or year, and a rental by the renter's name or phone. The rentals view also searches by claim number.
    In Claimory AI
    The morning summary lists loaners out past their return, by renter name. Ask it to assign a loaner, mark one returned or add a car to the fleet and it drafts the action for your approval.
    Edits
    Renter, phone, claim, dates and rate can be changed on a live rental. A finished rental can be reopened with a new expected return, which puts the car back Out.
    Keys back

    Check in closes the rental and moves the mileage on

    Check In on the rental card takes the actual return date, the return mileage, a condition line and any notes. The rental closes with its final charge, the car goes back to Available, and its mileage rolls forward to what you typed, so the next rental and the service alert both start from the real number. The rental moves under Completed Rentals, and a rental returned this month counts toward MTD Revenue.

    1. 01

      Actual return date

      Defaults to today. The final charge is counted to this date.

    2. 02

      Return mileage

      Cannot be lower than the mileage the car left with. It becomes the car's mileage from here on.

    3. 03

      Condition

      A required line in your own words: good, minor scratches, needs cleaning.

    4. 04

      Notes

      Anything else worth keeping with the rental. Optional.

    Before something expires

    The insurance card runs out whether or not anyone looks

    Each loaner carries an insurance expiry, a registration expiry and a next service, by date or by mileage, and Claimory reads them against today. A date within 30 days is a warning, within 7 days is critical, and a date that has passed reads as expired with the days since. Service by mileage warns at 1,000 miles remaining, turns critical at 500, and reads as overdue once the odometer reaches the mark. Retired cars are left alone.

    The bell beside Add Vehicle appears only when there is something to show, with the count on it, and each alert opens the car so the new date or the new mileage can be typed in. The shop below has let several lapse, and the screen says so plainly.

    The Rental Agreements tab of the fleet management screen in Claimory, showing tiles for month-to-date revenue, pending revenue, completed rentals and an overdue count, an alerts bell with a badge, a search box and a status filter, and two pending agreements each naming the renter, the car, the rental dates and the daily rate, with Email and SMS buttons to send each one.

    Put the next set of keys on a record

    Fleet management unlocks on Professional at $129.99 per location per month, and is included on Elite.

    Questions

    What shops ask before the first loaner