Track mileage and meter readings at every handover, not at month end.
Whoever picks up or returns a vehicle or machine enters the reading on their phone: kilometers, operating hours, kWh or a unit of your own. At the vehicle it works by QR code, even without a booking. Dispoly works out the distance per trip and per month and shows where kilometers pile up between two bookings without one.
No contract. No setup fees. Free 30-day trial.
Why readings rarely add up
Readings come from memory
The reading gets written down when someone remembers, often days later. 48,312 turns into 48,132, and nobody notices the transposed digits.
Nobody notices the gap
Between the last return and the next pickup, 60 km have appeared. Garage run, forgotten booking or typo? On paper nobody sees it until the leasing statement arrives.
Every counter has its own list
Kilometers in a notebook, operating hours on a slip taped to the generator, the clubhouse electricity meter in a spreadsheet. At the end, one person adds it all up by hand.
Free mileage gap checker
Enter the odometer readings from your notebook or spreadsheet. The checker works out the distance per trip and shows where kilometers are missing between two entries.
Paste your logbook
Select the rows in Excel or Google Sheets, copy, paste them here. The check starts right away.
Excel (.xlsx), CSV or text, up to 5 MB. You can also drop the file onto the field.
Your data stays in your browser. Nothing is uploaded.
The Solution
How teams track mileage and meter readings with Dispoly
Any counter you read off
Odometer, operating hours, electricity meter in kWh, water meter in m³ or a custom counter with its own unit: up to 8 counters per resource, with one decimal place if needed. You decide whether the reading is asked at pickup, at return or both, and whether it is required.
Prefilled, carried over, calculated on the spot
At pickup the last known reading is already in the field. At return the form shows the difference while you type, for example +55 km. A reading below the previous one has to be confirmed. It is never blocked, but transposed digits stand out immediately.
By QR code, right at the vehicle
An A4 sign with a QR code, scanned with the phone camera and no login. When a booking is due for pickup or return, the sign offers exactly that and shows only its time window, not who booked. Everything else goes through "Without booking" with a reason: callout, workshop, correction or other.
Kilometers without a booking become visible
When the next pickup reading is higher than the last return, the logbook shows the difference, for example "60 km without booking". In the export it sits in the "difference without booking" column. You see the gap the next day, not when the leased car goes back.
Distance per trip and per month
Per counter, the logbook shows the reading at month end, the difference in the month and the number of returns. Below that, every entry is listed with a name and markers such as "Corrected", "Late entry" or "Via QR code".
Export as CSV or Excel
Per resource or for all of them, per month: one row per booking with the reading at pickup, the reading at return, the difference and the difference without booking for each counter, plus rows for entries without a booking. Numbers stay numbers, in German Excel too.
Read more: Vehicle logbook for pool cars · Handover & return checklist · Free vehicle logbook template
Read by people, not by a device
The reading comes from whoever looks at the odometer or meter, entered in the browser on a phone. No telematics, no GPS, nothing to fit and no app to install. Pickup & return with logbook, QR quick entry and export is part of every plan, Starter included.
Tracking readings, in four steps
Setup happens per resource, on its detail page in the "Pickup & return" section. Booking carries on as before.
Add the counter
Start from the "Driver logbook" template for the odometer or "Operating hours" for generators and machines. Electricity, water or custom counters come in via "Add counter". For the next resource, "Copy from resource" is enough.
Enter the current reading
When you add the counter, put what the odometer or meter shows today into "Current reading (optional)". Then the very first pickup is prefilled and the first difference is right.
Choose the enforcement level
"Optional" means recording yes, reminders no. "Remind" flags missing entries and emails the person who booked two hours after the booking ends if the return is missing. "Enforce" also writes to the resource's contact person when the return is still missing after three days. No level blocks anything.
Put up the QR sign
Print the sign as an A4 PDF and put it in the vehicle or on the machine. From then on members record on the booking, guests via the link in their booking email, and everyone else by scanning.
One month, three counters
A trades business with two vans and a generator. Nobody copies readings off anything; they come in at every handover.
Monday, 06:50
The journeyman picks up van 1. At pickup the field already shows 48,312 km, and he confirms it. In the evening he enters 48,401 at return, and the form shows +89 km.
Tuesday, 07:15
Van 2 shows 61,870 km at pickup, while the last return was 61,810. The logbook says "60 km without booking". The foreman asks around: the van went in for new tires on Friday. The colleague adds the trip as an "Entry without booking" with date, time and the reason "Workshop", and the gap is explained.
Wednesday, 16:40
The generator comes back from the site. The return asks for operating hours, and the counter is set to one decimal place: 1,204.5 h, with +6.5 h appearing while typing. One sentence about the loose fuel cap goes into "Damage / remarks".
Month end
The logbook shows the kilometers in the month for each van and the hours for the generator. The office exports the month as an Excel file: one row per booking, plus the garage run as a row without a booking. The "difference without booking" column has no open gap left.
What gets asked first
Anyone can enter the wrong reading.
True, Dispoly does not read the odometer. What it does is make mistakes stand out: the last reading is prefilled, the difference appears while typing, a reading below the previous one has to be confirmed, and any gap between two bookings shows up in the logbook as kilometers without a booking. Corrections are marked, and the original value stays visible.
We already read the meters at month end.
Then you know how much was used in the month, but not by whom. A reading at every handover ties the kilometers to the booking and to the person who had the vehicle, and it makes movement without a booking visible while people still remember. The monthly figure is still there in the logbook, as the reading at month end.
Frequently Asked Questions
Every reading tied to its booking.
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