The vehicle logbook for pool cars that fills itself from bookings.
Who booked which vehicle and when is already in the booking. At pickup and return the odometer reading is added, entered in the browser on a phone. Dispoly calculates the kilometers per trip and per month, records driver and purpose, and exports the logbook to Excel.
No contract. No setup fees. Free 30-day trial.
Life with the notebook in the glove box
The notebook and the list are never complete
Three trips are missing, two entries are illegible, and today's odometer reading does not match last week's.
The key moves on, the entry does not
A colleague booked it, the apprentice drove it, and someone took the van to the garage without any booking. None of it is in the notebook.
Month end means reconstruction
Who drove how far gets pieced together from the calendar, fuel receipts, and memory. In Excel, by hand.
The Solution
How teams keep their vehicle logbook with Dispoly
Odometer at pickup and return
The "Pickup" and "Return" buttons sit on the booking. At pickup the last known reading is prefilled; at return you see the difference while you type, for example +55 km. The reading carries over from booking to booking, and Dispoly works out the kilometers per trip and per month.
Driver, purpose, fuel level
The "Driver logbook" template comes with odometer, driver, purpose, fuel level, "Refueled?" and damage/remarks. You decide what is asked at pickup, at return or both, and what is required. Any member can record, because the driver is often not the person who booked; the driver field is prefilled with the recorder's name.
QR quick entry, with or without a booking
An A4 sign with a QR code in the vehicle, scanned without a login. When a booking is due for pickup or return, the sign offers exactly that, and the entry counts for the booking. It shows only the time window, not who booked. For trips without a booking there is "Without booking" with a reason (callout, workshop, correction, other). A name is always required, and required fields such as the odometer are marked.
A reminder when the return is missing
You choose the enforcement level per vehicle. With "Remind", missing entries are flagged and listed in the "Handovers" tab, and if the return is still missing two hours after the booking ends, the person who booked gets an email. With "Enforce", Dispoly also emails the vehicle's contact person when the return is still missing after three days.
Overview and logbook per vehicle
The "Handovers" tab shows what gets picked up today, what is out, and where a pickup or return is missing; admins can record on someone's behalf there. The logbook shows, per month, the reading at month end, the kilometers driven and the number of trips. Corrections and late entries are marked.
Excel export for accounting
The logbook as CSV or Excel, per vehicle or for all of them, per month. One row per booking with pickup, return, difference and driver, plus rows for entries without a booking. Numbers stay numbers, in German Excel too.
Read more: Mileage & meter readings · Handover & return checklist · Fleets & pool vehicles · Free vehicle logbook template
No extra fee, no device in the vehicle
Pickup & return with logbook, QR quick entry and export is part of every plan, Starter included. Recording happens in the browser: no app to install, no telematics, no GPS, nothing to fit in the vehicle. Dispoly only knows what was booked and what was entered.
From the glove-box notebook to a digital logbook, in four steps
Setup happens per vehicle, on the resource detail page. No hardware, no rollout, and booking carries on as before.
Pick the "Driver logbook" template
Open the vehicle, go to the "Pickup & return" section and start from the "Driver logbook" template. For generators and machines there is the "Operating hours" template. For the next vehicle, "Copy from resource" is enough.
Set the fields and the initial reading
Decide per field whether it is asked at pickup, at return or both, and whether it is required. Enter the current odometer as the initial reading during setup, so it is already prefilled at the very first pickup. Each vehicle can have up to 20 fields, including up to 8 counters.
Choose the enforcement level
"Optional" means buttons and logbook, and nobody gets reminded. "Remind" flags missing entries and sends an email two hours after the booking ends if the return is missing. "Enforce" also writes to the vehicle's contact person when the return is still missing after three days. No level blocks anything.
Print the sign and drive
Print the A4 sign with the QR code and put it in the vehicle. From then on, whoever drives records: members via the button on the booking, guests via the link in their booking email, and anyone right at the vehicle via the QR code. It offers the pickup or return that is due and also takes trips without a booking.
A week with four pool vehicles
An estate car, two small cars, a van, and nobody whose job is the logbook. It builds up as a side effect, because every booking comes with two numbers.
Monday, 07:40
A colleague from sales picks up the estate car. She taps "Pickup" on her booking and the last known odometer reading is already there. She confirms it, selects the fuel level, and drives off. In the afternoon she enters the new reading at return and sees it straight away: +55 km.
Wednesday, 16:10
The van had to go to the garage, and nobody booked it for that. Back in the yard, the colleague scans the sign, picks the reason "Workshop", and enters the reading and his name. The kilometers sit in the logbook as a "Without booking" entry with reason and name, not as a gap someone has to explain later.
Friday, 18:30
The booking for one of the small cars ended at half past four. The pickup is recorded, the return is not, even though the car has long been back in the yard. Because the vehicle is set to "Remind", an email now goes to the colleague who booked it, two hours after the booking ended. In the "Handovers" tab the trip sits under "Overdue" until he adds the reading on Monday.
Month end
The office exports the month's logbook as an Excel file for accounting: one row per booking with pickup, return, difference and driver, plus the garage trip as a row without a booking. For the estate car, the "difference without booking" column shows 12 km. At least now it is clear what to ask about.
What gets raised first
The tax office will not accept that.
Correct, and it is not built for that. Dispoly is not a trip log that meets German tax requirements (a finanzamtkonformes Fahrtenbuch): entries can be corrected, destination, route and business contact are not enforced, and the logbook is not tamper-proof. For privately used company cars where you want to avoid the flat 1% rule, you need a trip log built for that purpose. Dispoly is the usage log for vehicles that several people share: pool vehicles, club minibuses, fire and rescue vehicles, municipal fleets.
Nobody here is going to fill that in.
That is why recording is tied to the booking, not to a notebook. The button sits where people look anyway, and the last reading is prefilled. With "Remind", the person who booked gets an email when the return is missing, and the trip stays open in the "Handovers" tab until it is added. To be straight about it: there is no booking block, and Dispoly sends exactly one automatic reminder per missing return.
We have an Excel sheet for that.
The sheet does not know who had booked, and it does not notice when 40 km are missing between two entries. Dispoly ties the odometer to the booking, calculates the differences itself, and shows movement without a booking as a gap. Excel stays in the picture anyway: the monthly export is an Excel file with real numbers you can keep calculating with.