Collect and refund a deposit

The deposit protects your agency during the rental. It is recorded when the vehicle leaves (check-in) and settled on return (check-out): full refund, or a justified withholding in case of damage.

When the vehicle leaves

1. Open the reservation from Réservations and click Enregistrer (Check-in).
2. In the Caution (deposit) panel, tick Demander le paiement de la caution (request the deposit).
3. Enter the amount, its status and the payment method: cash, card, card pre-authorisation, transfer, cheque or online payment.
4. Add a remark if needed (cheque number, pre-authorisation reference…), then confirm.

A deposit receipt (Reçu de caution) is generated and stays available in the reservation documents.

When the vehicle comes back

During the return (Restituer (Check-out)), the Caution panel reminds you of the collected amount and the summary shows the amount to withhold if damage was found. Two actions are then available on the reservation.

Refund the deposit

Choose Restituer la caution: the customer gets the whole amount back. This cannot be undone. A deposit settlement receipt is added to the reservation documents.

Withhold all or part of the deposit

1. Choose Retenir la caution.
2. Enter the amount withheld — leave it empty to withhold the whole deposit.
3. Describe the reason (damage, missing fuel, accessory not returned…).
4. Optionally tick the option to generate a repair costs invoice (Frais de remise en état), subject to VAT, for that amount.

If there was an incident

When an incident is linked to the reservation, the withholding window shows its liability, estimated cost and applicable excess to help you set the amount.