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The odometer reading is due at an awkward moment. Whoever picks up the van has the key in one hand and the next appointment on their mind. Whoever brings it back wants to go home. At that moment, the notebook in the glove box and the booking app on the phone are equally far away.
Since the September release, recording therefore lives where the odometer is: on a QR sign in the vehicle. This post shows how to set it up, what drivers see when they scan, and how the logbook then makes gaps visible.
The phone camera opens a page, with no login and no app. At the top it asks "What are you recording?". Below, Dispoly offers whatever is due at this vehicle right now:
The right option is already selected. Anyone who is just parking the vehicle and forgot the pickup taps "Return" straight away.
Next come only the fields you set up for that moment, usually the odometer, plus "Your name". The phone remembers the name, so it is filled in next time. One tap on "Save pickup" or "Save return", and the entry counts exactly as if the person who booked had used the button on the booking.
Two things the sign deliberately does not do:
Setup happens per vehicle, on its detail page in the "Pickup & return" section.
For several identical vehicles, set up one and copy the fields with "Copy from resource". Create the QR code per vehicle; each one gets its own sign.
If a sign gets lost or ends up in the wrong place, "Reset code" invalidates the old code. Existing entries stay.
This is what a normal working day looks like:
The logbook then lists all three entries, with name, time and the "Via QR code" marker. The pickup the next morning continues seamlessly.
The sign does not replace any existing route, it adds one. Members still find the "Pickup" and "Return" buttons on their booking. Guests who book through your public booking page get the link in their booking email. All three routes write into the same logbook, and reminders depend on whether the entry exists, not on how it got there.
Because every reading is tied to a handover, the counter carries over from booking to booking. If the next pickup is above the last return, the logbook shows the difference as "60 km without booking". That way Friday's workshop trip shows up on Monday and not at the end of the lease. Whoever adds the trip closes the gap. Per month, the logbook shows each counter's end-of-month reading and the distance; the export delivers the same as CSV or Excel.
If your logbook lives in Excel or on paper today, you do not have to wait for the switch:
For whole fleets, see mileage tracking; for pool vehicles, see the pool vehicle logbook page.
Trying it costs nothing: no contract, no setup fee, 30 days free.