Condition Reports & Damage Documentation
Condition reports create a photographic record of each vehicle before and after every rental. By comparing pre-rental and post-rental photos, you can identify new damage, resolve disputes fairly, and protect both your fleet and your customers.
How Condition Reports Work
Each rental session generates two condition reports:
| Report Type | When | Purpose |
|---|---|---|
| Pre-rental | During check-in | Documents the vehicle's state before the customer drives it |
| Post-rental | During check-out | Documents the vehicle's state after it's returned |
By comparing the two sets of photos, any new damage that occurred during the rental is immediately visible.
Required Photo Angles
By default, customers must photograph the vehicle from six standard angles:
| Angle | What to Capture |
|---|---|
| Front | Full front view including bumper, hood, and headlights |
| Rear | Full rear view including bumper, trunk, and taillights |
| Driver Side | Full left side from front to rear |
| Passenger Side | Full right side from front to rear |
| Interior | Dashboard, seats, and cabin condition |
| Odometer | Dashboard showing current mileage reading |
Odometer Double-Check
The odometer photo provides a visual backup for the Smartcar odometer reading. If there's ever a discrepancy between the Smartcar data and the actual dashboard, the photo serves as proof.
Configuration
Condition report settings are managed under Settings → Subaccount → Car Sharing and Settings → Subaccount → Condition Check.
| Setting | Default | Description |
|---|---|---|
| Enabled | Off | Master toggle for condition reports |
| Vehicle Types | Car | Which vehicle types require condition reports |
| Required Photo Count | 6 | Minimum number of photos per report |
| Required Angles | Front, rear, driver side, passenger side, interior, odometer | Which angles must be photographed |
| AI Damage Detection | On | Automatically analyze photos for visible damage |
| Block Ride Start | Off | Prevent the rental from starting if AI detects damage |
| Block Ride End | Off | Prevent check-out completion if AI detects new damage |
AI Damage Detection
When enabled, condition report photos are automatically analyzed using AI to detect visible damage such as dents, scratches, broken glass, or missing parts. Levy Fleets uses VerifyAI for enterprise-grade photo verification, processing images at $0.008 per photo with 99.2% accuracy.
How It Works
- Customer takes condition photos during check-in or check-out
- Photos are submitted to the AI analysis pipeline
- The system returns:
- Damage detected — Yes or No
- Confidence score — How confident the AI is in its detection
- Analysis details — Description of what was detected and where
AI Analysis Statuses
| Status | Meaning |
|---|---|
| Pending | Photos submitted, awaiting analysis |
| Completed | Analysis finished, results available |
| Error | Analysis failed (photos will need manual review) |
Blocking Behavior
If Block Ride Start is enabled and the AI detects damage on the pre-rental report, the rental cannot proceed until an operator reviews the report. This prevents a customer from being blamed for pre-existing damage.
If Block Ride End is enabled and the AI detects new damage on the post-rental report, the check-out is paused for operator review before billing is finalized.
Start Without Blocking
Most operators start with AI detection enabled but blocking disabled. This lets you review AI findings without disrupting the rental flow. Enable blocking once you're confident in the detection accuracy for your fleet.
Report Statuses
Each condition report has a status that tracks its review state:
| Status | Meaning |
|---|---|
| Pending | Report submitted, awaiting review |
| Accepted | Report reviewed and accepted — no issues found |
| Rejected | Report rejected — photos are unclear or incomplete |
| Disputed | Customer or operator has disputed the report findings |
Odometer Capture
In addition to photos, each condition report records the vehicle's odometer reading. The reading can come from two sources:
| Source | How It Works |
|---|---|
| Smartcar | Odometer is read automatically from the vehicle's telematics |
| Manual | Customer reads the odometer from the dashboard photo and enters it |
The difference between the check-in and check-out odometer readings is used to calculate mileage for surcharge purposes.
Using Condition Reports for Damage Claims
When damage is identified:
Compare Reports
View the pre-rental and post-rental condition reports side by side in the dashboard. Look for differences in the photos from the same angles.
Review AI Analysis
If AI damage detection is enabled, check the analysis results for flagged areas. Note the confidence score — higher confidence means more certain detection.
Document the Damage
Take additional photos if needed. Record the type and extent of damage.
Initiate a Claim
Use the condition report data, customer insurance information, and damage documentation to file a claim. The pre/post comparison provides clear evidence of when the damage occurred.
Customer Experience
During check-in and check-out, the mobile app guides the customer through the photo process:
- The app displays which angle to photograph next
- The camera opens with guidelines for proper framing
- The customer takes each required photo
- Photos are uploaded and the condition report is created
- If AI detection is enabled, results appear within moments
- The customer signs the condition report to acknowledge the vehicle's state
Need Help?
For questions about condition report configuration or damage claim processes, contact us at support@levyelectric.com.