CARRUSLiNK

    Guide · Loaner car system for car dealers

    Loaner car system for car dealers: digital handling from handover to return

    Courtesy cars are the most unmanaged area in most dealerships: keys kept in a cabinet, paper contracts in a folder, and nobody knows who has which vehicle. A courtesy car management system brings handovers, digital contracts, damage tracking, and returns into one seamless workflow, so you never lose track of a car or forfeit an insurance claim again.

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    Kort svar (TL;DR)

    A dealership courtesy car system must manage four things: fleet availability and live status, digital contracts with MitID signing, pre- and post-inspection damage checks (with photos), and an automated return workflow with mileage logging. CARRUSLiNK links the courtesy fleet directly to the customer profile, logging every handover against the customer's service booking and securing insurance claims with photos, timestamps, and MitID signatures.

    What courtesy car chaos looks like

    • Keys sit in a cabinet; no one knows which car is out
    • Paper contracts go missing or are filled out incompletely
    • Damages are not recorded at handover, leaving you with the repair bill on return
    • The insurance company asks for documentation you do not have
    • The customer returns the car 2 days late without notice, leaving the next customer without a vehicle
    • No link between repair order, courtesy car, and customer profile

    7-step playbook for digital courtesy car management

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    1. Courtesy fleet with live status

    Each courtesy car is set up with license plate, model, mileage, fuel, insurance, and status: available, on loan, at wash, in service, or damaged. The front desk sees all available vehicles with one click and can book them in advance.

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    2. Reservation linked to the repair order

    When the customer books a service appointment and needs a replacement vehicle, the car is automatically reserved within the same booking. No double-bookings, no 'unfortunately we have no courtesy cars left' surprises.

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    3. Digital courtesy car contract with MitID

    The agreement is generated from the customer card with name, CPR number, driving licence details, and vehicle data, and is signed with MitID on an iPad upon handover. No more printers, scanners, or forgotten signatures.

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    4. Damage inspection with photos before handover

    The front desk takes 6–8 photos around the vehicle directly in the app upon handover. The photos are linked to the specific booking and time-stamped. Any existing damage is marked on a vehicle silhouette.

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    5. Customer notification

    The customer receives an SMS with the agreement, return time, and important terms to note (fuel, mileage limit, parking upon return). Halves 'I didn't know I had to refuel' disputes.

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    6. Return process with mileage and fuel check

    Upon return, mileage, fuel level, and any new damage are recorded with photos. The difference compared to handover photos is displayed automatically. Insurance claims can be opened with all documentation ready.

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    7. Automatic invoicing of extra costs

    Missing fuel, excess mileage, damage not covered by comprehensive insurance, or late returns are automatically added to the workshop invoice or billed separately via e-conomic.

    What you get when courtesy cars become a system

    Live status per courtesy car

    Each car has a card with registration number, status, who is driving it, and when it is due back. No more 'where are the keys to the Golf?'.

    Key management without chaos

    Reservations, handovers, and returns are logged. No car goes missing, and you can always see who had the key last.

    Digital agreement in 60 seconds

    MitID signing on iPad. Agreement, driving licence photo, and insurance details are automatically archived on the customer card.

    Damage documented before and after

    Time-stamped photos with GPS make insurance claims straightforward paperwork, not customer conflicts.

    Linked to the workshop order

    The courtesy car booking follows the workshop booking. The customer gets one appointment, one agreement, one contract.

    Reporting and fleet utilisation

    See the percentage of time each courtesy car is on loan, how often you run out, and how much damage claims cost per year.

    Paper binder vs digital courtesy car system

    AreaPaper + key cabinetCourtesy car system (CARRUSLiNK)
    Fleet statusI receptionens hovedLive dashboard
    ReservationSkriver i kalenderLinked to the workshop order
    ContractPrint, underskrift, scanMitID on iPad, 60 sec
    Skade-dokumentationNone or paperTime-stamped photos
    Driving licence checkVisuelt, glemmes oftePhoto and MitID upon handover
    Retur-flowReception checker manueltMileage, fuel, and damages logged systematically
    ForsikringssagCustomer disputeDocumentation ready from minute one
    Ekstra-faktureringGlemmesAuto-surcharges to workshop order or e-conomic

    CARRUSLiNK provides courtesy car management as part of the platform, linking it seamlessly with customer cards, workshop orders, and e-conomic invoicing. Does not replace your workshop system.

    Frequently asked questions about courtesy car systems

    Take control of your courtesy car fleet

    30-minute demo using your own fleet. We set up the courtesy car module live, show MitID signing on an iPad, and walk through a typical handover and return from A to Z.