Introduction
Three reports under Dashboards show what your fleet costs you in the garage and where damage slips through. They sit on the screen headed Dashboards, which has a row of tiles per section. The Maintenance costs tile is in the first section, headed General. Near the bottom, under the heading Damages and the line Analyse damage statistics (currently English only), are three more tiles: Off rent damages, Missed damages and Change of Conditions ratio (soon).
Each report is a single table with a Back link, a heading, and two buttons above the table: Reset filters and Export.
You would be here because:
- the month has ended and you want to know what the garage bills added up to;
- a van keeps going back to the garage and you want to see what it has cost so far;
- a customer found a dent at pickup and you want to know which earlier rental should have spotted it;
- you are checking which damages were logged outside any rental, for example found in the yard;
- you just want a quick look at how damage is going across the fleet, with nothing wrong yet.
Words these screens use
| The screen says | It means |
|---|---|
| Asset, Asset registration | The vehicle, shown by its registration number |
| Asset unit | Your own fleet number for the vehicle |
| Checkout / Checkin | Pickup / return of a booking |
| Damage period | Whether the damage was recorded at a pickup or a return |
| CoC (change of condition) | A damage claim |
The four reports in this area
| What you want to see | Where to find it | Covered |
|---|---|---|
| Garage costs over a period | Dashboards, Maintenance costs | Here |
| Damage recorded outside a rental | Dashboards, Off rent damages | Here |
| Damage found at pickup that the previous return missed | Dashboards, Missed damages | Here |
| Damage claims, stage by stage | Assets, Damage mgt | Here, briefly; the work itself is on Handle a damage claim |
Use these reports to look back and spot patterns. To record a cost or a damage, use the pages linked at the end of Key details.
How to use
Configuration
These reports have no settings. They read what your team has already recorded:
- Maintenance costs reads the Costs box on each service appointment. See Book a vehicle in for a service.
- Off rent damages and Missed damages read the damage register. See Record a damage on a vehicle and Record damage during an inspection.
Before you start: the Dashboards menu item and all three reports need a company administrator account. The claims lists under Assets, Damage mgt are also open to ordinary staff accounts. The heading on Dashboards says Upgrade your package for more dashboards.; this does not hide any of the tiles on this page.
Using the reports
From the main menu, click Dashboards.
Maintenance costs
- Click the Maintenance costs tile, in the General section. The screen headed Maintenance Costs opens.
- Set From and To. They start on the first and last day of the current week.
- Click Populate. The table stays empty until you do this. Each time you change a date, click it again.
- Read the table. It has one row per service appointment: Asset, Title, Description, ExternalRef (the garage's order number) and Costs. Use the filter under a column heading to narrow it down, for example to one registration.
- To add the costs up or keep them, click Export and add them up in Excel. The screen shows no total.
Off rent damages
- Click the Off rent damages tile. The screen headed Off rent damage overview opens.
- Read the table. Every damage in the register that is not linked to a booking is listed: Damage number, Date, Damage status, Damage period, Damage category, Asset registration and Asset unit. Amount is hidden when the screen opens; switch it on with the column selector, top-right of the table.
- Filter by Damage status to hide what is already dealt with. For example, choose New to see what nobody has looked at yet.
Missed damages
- Click the Missed damages tile. The screen headed Missed damages opens, with the line Damage qualified as missed if registered during checkout on following booking.
- Read the table. Each row is a damage recorded during the pickup inspection of a booking, with its Damage status and Amount. Next to it are that booking (Pickup booking number, Pickup date time, Checkout location, Checkin location) and the rental before it on the same vehicle (Previous dropoff booking number, Previous dropoff date time).
- Open the previous booking from Bookings, Overview and look at its return inspection. If the damage is not there, it was missed at that return.
Damage claims overview
The Change of Conditions ratio (soon) tile does nothing when clicked; that report has not been built yet. To see your claims by stage, open Assets from the main menu, click the Damage mgt tile, then New CoCs, Pending CoCs, Completed CoCs or Archived CoCs. Each list has Export too. Working a claim is explained on Handle a damage claim.
Key details
Nothing here changes a record. You can filter, sort and export as much as you like. To correct a figure, change the service appointment or the damage itself.
Which appointments appear in Maintenance costs. Every appointment whose dates touch the period counts, including those that started before From or end after To. The full Costs amount is shown, not the share for your period. Appointments for every branch and every type (Checkup, Repair, Downtime, ASI) are included. Costs typed on the Cost overview screen do not appear here; see Record what a vehicle costs you.
A worked example. You set From to Monday 5 October 2026 and To to Sunday 11 October, then click Populate:
| Appointment | Dates | Costs | In the table? |
|---|---|---|---|
| Repair, van GV-418-K | 2 to 6 October | €620.00 | Yes, it runs into the period |
| Checkup, car ZT-903-P | 8 October | €385.00 | Yes |
| Checkup, car ZT-903-P | 12 October | €90.00 | No, it starts the day after To |
The export adds up to €1,005.00. The whole €620 is counted, although four of the repair's five days were in the week before. If you run the week before too and add the two exports up, the €620 is counted twice.
What counts as an off rent damage. A damage recorded from the Damages screen or on the vehicle's drawing belongs to no booking, so it appears here. A damage recorded during a pickup or return inspection belongs to that booking, so it does not. All statuses are listed, including Archived.
What counts as a missed damage. The app only looks at when the damage was recorded: at a pickup, on a booking. The previous rental is the last one on that vehicle with the status DroppedOff that was returned before this pickup. A return still waiting to be checked (DroppedOffNotification) does not count as that rental. The list does not prove who caused the damage; the vehicle may also have been damaged while it stood in your yard.
Checkin location is not the previous return. On Missed damages, Checkout location and Checkin location are the pickup and return branches of the booking on which the damage was found. Where the previous renter returned the vehicle is on that previous booking.
What to do next. Start with Missed damages: each row may need following up with the previous renter, and a claim is opened on Handle a damage claim. Then go through Off rent damages and correct any status or amount on Record a damage on a vehicle. Maintenance costs can wait for the end of the month; missing amounts are entered on Book a vehicle in for a service.
Q&A
Why do my monthly maintenance totals add up to more than the garage bills? An appointment that crosses from one month into the next appears in both months, with its full cost each time. Before adding periods together, remove the rows that appear in both exports.
Why is the Maintenance Costs table empty? Click Populate; nothing is shown until you do. If it stays empty, no service appointment touches the dates you chose. Check that From is before To.
Why is an appointment on the last day of my period missing? Appointments that start on the To day itself can be left out, depending on the time it holds. Move To one day later and click Populate again, then remove any appointments from that extra day.
Why does a garage bill show €0.00 in Maintenance costs? Nobody filled in Costs on the appointment. Open the vehicle, go to its Maintenance tab and enter the amount; see Book a vehicle in for a service. Then click Populate again.
Why is the Previous dropoff booking number empty on a missed damage? The app found no returned rental on that vehicle before this pickup. Either this was the vehicle's first rental, or the previous booking was never set to returned. Open the vehicle's bookings from Bookings, Overview and check the one before.
Why does a damage the customer caused appear on Off rent damages? It was recorded from the Damages screen or the vehicle's drawing, not during the return inspection, so it is not linked to that booking. Next time, record return damage during the inspection; see Record damage during an inspection.
Why can't I see the Dashboards menu item? It is only there for a company administrator account. Ask your administrator.
What does the Change of Conditions ratio (soon) tile show? Nothing yet; clicking it does nothing. Use the claims lists under Assets, Damage mgt.
Related pages:
- Record what a vehicle costs you: the costs the maintenance report leaves out.
- Check how much your fleet is being used: the other fleet reports under Dashboards.
- Exporting a report: more on the Export and Reset filters buttons.
- Record damage during an inspection: how damage gets its pickup or return label.