Offering a courtesy vehicle is a differentiating service that builds loyalty — but without the right controls, it can become a constant source of conflicts. Who has the car right now? When does it need to come back? What condition did we hand it over in? Was the tank full or half? Without a formal record, every loan is a risk.
The most common problems with unmanaged courtesy vehicles
- Not knowing in real time which vehicle is available and which is not, leading to double bookings for different customers.
- Without a signed handover document, the customer can deny damage that existed before returning the vehicle.
- Without mileage tracking, there is no way to know if the customer drove excessively or left an agreed area.
- Without date controls, courtesy vehicles stay out longer than planned and are unavailable for other customers who need them.
- Without a fuel level record at handover, the workshop always ends up refuelling what the customer did not return.
What must be documented in each vehicle loan
For a courtesy vehicle loan to be properly covered legally and to avoid conflicts, you must record at minimum:
- Customer details and driving licence (validity and category).
- Registration plate and general vehicle condition at the time of handover, noting pre-existing damage.
- Mileage at handover and return.
- Fuel level at handover.
- Agreed handover and return date and time.
- Customer signature at the time they receive the vehicle, accepting the loan conditions.
How TallerOS solves this
In TallerOS (Premium plan), the courtesy vehicle module lets you register all the workshop's available vehicles and link each loan to a specific customer and job. Handover and return dates, mileage, fuel level and vehicle condition are recorded, and the customer can digitally sign the handover sheet from their mobile before leaving the workshop.
From the courtesy vehicle dashboard you can see at a glance which cars are currently available, which are out on loan and when they are due back, avoiding double bookings and surprises.
Frequently asked questions
How many courtesy vehicles can I register in TallerOS?
There is no limit. You can register all your workshop's loan vehicles, regardless of how many there are.
Can I see the loan history of a specific vehicle?
Yes. Each courtesy vehicle has its own loan history with recorded dates, customers and mileages.
Does the customer need to install an app to sign the handover sheet?
No. The digital signature is done via the customer's mobile browser, with no app required.
Are courtesy vehicles available on the Pro plan?
No. Courtesy vehicle management is an exclusive feature of the Premium plan.
Manage your courtesy vehicles with signed handovers and no conflicts. Try TallerOS Premium free for 14 days.
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