What must a courtesy car damage report include?

At a minimum: 6–8 timestamped photos around the vehicle, marking of existing damage on a car silhouette, photo of the driving licence, and customer signature (preferably MitID). The documentation must be able to stand on its own against insurance companies and customers.

How many photos should you take?

The standard is 6–8: front, rear, each side, roof, wheels, interior, and odometer. For newer or more expensive cars, you can take 10–12, including close-ups of existing damage. CARRUSLiNK guides the front desk through the flow.

Can timestamped photos be used legally?

Yes. A timestamp and GPS on a photo, combined with a MitID signature on the damage report, carries legal weight on par with a notarised certificate. Insurance companies accept it as documentation.

What should you do if damage is discovered after the customer has left?

If you use a structured return check with photos, this rarely happens. If it still occurs, you can open a case using the before-photos as a reference point and contact the customer with documentation. Without before-photos, your position is weak.

Who is responsible for damage without comprehensive cover?

The customer, up to the deductible limit in your contract. If the customer opted out of comprehensive cover, the customer carries the full cost up to the amount of the damage. Documentation is essential for billing.

Can we charge the deductible automatically?

Yes. When a damage case is created with a deductible amount, the charge can automatically be added to the workshop invoice or billed separately via e-conomic. The customer is notified along with the documentation.

How do we handle repeated damage from the same customer?

CARRUSLiNK displays damage history on the customer profile. If a customer has 3+ damages in 12 months, you can set a 'requires deposit' flag or refuse future vehicle loans.

What does digital damage registration cost?

Included in CARRUSLiNK (tiered pricing from €308/month). In comparison, a single lost damage claim typically costs €670–€3,350. The system pays for itself after the first avoided claim.

Guide · Damage registration on loaner cars

Damage registration on loaner cars: documentation that wins the insurance claim

The most expensive mistake dealerships make with courtesy cars is a lack of documentation. When the car is returned with a dent and you cannot prove whether it was already there, you end up footing the bill. Digital damage logging with photos, timestamps, and MitID signature solves the problem permanently.

Last updated: 2026-06-09

Kort svar (TL;DR)

Damage logging on courtesy cars must be structured before and after rental: 6-8 photos around the car at handover, markings on a vehicle silhouette, and customer signature via MitID. Upon return, new photos are compared, and new damage automatically opens a case with documentation. CARRUSLiNK provides the workflow and keeps everything in the customer file.

What damage chaos looks like today

The customer claims the damage was already there, and you cannot prove otherwise
The insurance company asks for photos you do not have
Damages are noted on paper that gets lost
Reception skips the damage check when it is busy
Damages are only discovered days after return, and the customer cannot be reached
No complete overview of damage cases per courtesy car or per customer

8-step playbook for digital damage recording

1. Standard photo flow at handover

6-8 photos around the car: front, rear, both sides, roof, rims, interior, and odometer. The photo flow is guided in the app so nothing is skipped.

2. Marking on vehicle silhouette

Existing damage is marked on a graphical vehicle silhouette in the app. Reception adds notes (scratch, dent, stone chip) at each mark.

3. Customer confirmation via MitID

The customer confirms the damage report by signing with MitID. Documentation: what the vehicle's condition was at handover, when, and who was present.

4. Timestamp and GPS on every photo

Every photo is saved with date, time, and GPS. No room for 'maybe it was taken another day' disputes.

5. Return flow with side-by-side comparison

Upon return, new photos are taken, and the app displays a before-and-after comparison. New damage is marked on the same vehicle silhouette, making the difference clear.

6. Case opened automatically upon new damage

If new damage is detected, a claim case is opened with photos, contract, and MitID signature from handover. Ready for the insurance company or deductible invoice.

7. Notification to the customer

The customer is notified about the case the same day and can view the photos via a link. No more 'you are sending me a bill without an explanation' disputes.

8. Statistics by vehicle, customer, and employee

See which courtesy cars are returned damaged most often, which customers repeatedly damage vehicles, and whether specific employees skip the damage check.

What you get with structured damage recording

Standardiseret foto-flow

Guided 6-8 photo flow at handover and return. Nothing gets skipped.

Documentation that wins cases

Timestamp, GPS, customer MitID. Neither insurance company nor customer can dispute the condition.

Automatic case opened upon return

New damage triggers a case with all documentation ready. Reception does not need to gather paperwork manually.

Searchable damage archive

Filter by vehicle, customer, period, or case. Use the data for insurance negotiations.

Link to workshop order

Damage cases can be created directly as workshop orders, ensuring the car enters the workshop with the same documentation.

Skades-omkostning pr. bil

See how much each courtesy car costs in damage per year. Decide whether the vehicle should be replaced.

Paper damage reports vs. digital damage registration

Area	Paper + visual check	Skade-registrering (CARRUSLiNK)
Foto ved udlevering	Rarely	6-8 guided billeder
Damage marking	Handwritten sketch	Bil-silhuet i app
Customer confirmation	Signature on paper	MitID
Tidsstempel	Mangler	Automatisk, GPS
Retur-sammenligning	Hukommelse	Side-om-side i app
Case opening	Manuel	Automatic upon new damage
Forsikringssag	Konflikt	Dokumentation klar
Statistik	Ingen	Per vehicle, customer, employee

Frequently asked questions about courtesy car damage registration

Stop tabte skadesager

30-minute demo. We show the photo flow, before/after comparison, and auto-case opening live on an iPad using your courtesy car fleet.