Documents expiring
Fleet →Company details
These appear on invoices, reminder messages and exports. Anyone signed in to this company can edit them. Every card on this page saves as you type, except Appearance and Your password.
Receipts carry a consecutive number, which is what the MRA expects on a receipt. This is the letters in front of it: with "OCR" the numbers read OCR-2026-0001, OCR-2026-0002 and so on, restarting each January. Leave it blank for plain 2026-0001. Letters and digits only. Changing it later affects new receipts only — a receipt already issued keeps the number the customer was given.
Company licence
The Dashboard warns before the end date, and if the fleet exceeds the licensed size.
VAT & invoicing
VAT invoices count in their own series; the quarterly export is on the Reports page.
Trading companies
Rent the fleet under more than one company: tag each car on its Edit page, and that car's documents carry that company's details and invoice numbers. Untagged cars use the main company above.
Off: each document carries the issuing company's logo only. On: the issuing company's logo stays in its usual place and the other companies' logos appear in a small row at the foot of the booking confirmation, agreement, invoice and receipt. Companies without a logo are left out.
Lists
The choices offered across the app — one per line, in the order you want them shown.
One per line — offered as suggestions on the booking form.
One per line — used for the staff fields and the Tasks board columns.
One per line — offered on the Expenses page.
One per line — offered on the booking form's Broker field.
The % each agency earns on the bookings it brings, from 0 to 50 (blank is 0). It is worked on the rental total as invoiced — rental and extras — never on a security deposit and never on the card bank charge. A new booking takes the broker's % when it is saved; changing it here never changes a booking already made. Never printed on anything the customer receives: see what you owe each agency in Reports → By broker.
Messages & terms
Stored now and used on printed contracts and invoices when that stage is built. Nothing sends it automatically.
Backup
Your records live in Google's database, which is reliable but not backed up for you — and there is no undo for a deletion. A copy on your own computer is the safety net.
The full archive is everything: one file per kind of record with every field (payment lines, deposits, damage marks, licence numbers), the activity log, and signatures and logos as PNG images. Managers and admins only.
Your password
Changes the password for your own sign-in (—) only — colleagues change their own here too. Forgotten it entirely? Sign out and use "Forgot your password?" on the sign-in screen instead.
Activity log
Appearance
Pick a theme and colours, then press Save appearance below — until then it is only a preview on this screen. Applies to everyone in this company; printed documents stay paper-white.
Rental agreement ▾
Your own conditions, printed on the rental agreement as numbered articles after the Terms and conditions text above. A French version, when given, prints under the English in the same article. Up to 30 clauses, 2000 characters each.
The Terms and conditions text covers liability, the deposit and fuel. With this ticked it no longer prints, and your clauses are responsible for what replaces it.
Handover checklist ▾
The items checked when a car goes out and when it comes back — each one ok, an issue, or not applicable — grouped as on a paper contract. Up to 40 items.