Equipment handover report and checkout photos for rentals

A handover report records the condition in which equipment left and came back. Without it, a scratch dispute is your word against theirs, and rentals usually give in to keep the customer.

What to record

• Which equipment: type, model, inventory number.
• Kit: paddle, pump, vest, charger, lock, helmet.
• Condition: existing scratches and chips, battery charge, mileage.
• Checkout and return date and time.
• Signatures, or the customer's confirmation of the description.

Why photos beat descriptions

'A small scratch on the frame' on paper can mean anything. A dated photo shows its size and place. When you shoot the same spot at return, comparing takes a minute and leaves nothing to argue about.

How to shoot

• Both sides, plus close-ups where damage usually appears: fenders, frame, handlebar, board bottom.
• Existing damage separately and close, with a caption.
• Readings: battery charge, mileage, engine hours.
• At return — the same angles, to compare like with like.

How it works in ProkatOS

• Open the rental in the web app on a phone or tablet — the Equipment photos block.
• In the At checkout column click Add photo and shoot; add a caption such as 'chip on the frame' if needed.
• At return, add photos to the At return column — they stand side by side: before and after.
• If the damage is new, charge it within the same rental — it goes to the customer's balance and to finance.
• In the desktop app the same photos are on the Photos tab of the rental card.

Photos are shrunk to 1600 pixels before upload: enough detail, fast on mobile data. More on the checkout and return photos page; put the liability terms in your rental agreement.