Scrapping Paper And Saying Goodbye To Damage Disputes

Getting thorough, accurate condition reviews is never an easy feat. This is especially the case for businesses renting and leasing different types of assets. Paper forms can’t due justice to the wide variations in asset types, nor are they adaptable to multi-location settings. However, by going digital with condition reviews companies are overcoming these hurdles.

 The Limitation of Paper Forms

Leveraging paper forms with the silhouette of a particular asset is a commonly used method to record an asset’s physical condition before and after rental. However, this method suffers from a couple key limitations, especially in multi-unit rental companies.

  • One form, multiple asset types: To streamline operations, many companies try and use one asset condition review form with a single silhouette of the asset. However, for rental truck companies that rent many different types of truck classes, one silhouette doesn’t reflect their truck variety. Similarly, for equipment rental companies that rent everything from boom lifts to fork-lifts, one size does not fit their full asset portfolio.
  • Cross-location information sharing: Companies with multiple locations often let customers return an asset in a location other than where they first picked it up. It’s a great customer service differentiator, but it makes it extremely difficult to keep tabs on equipment condition. After all, there’s no efficient way to share hard copies of paper condition review forms across locations.

How Digitizing Condition Reviews Became TCI Leasing’s Game Changer

Overseeing 2,500 medium and heavy duty commercial trucks was a full-time job for rental managers across TCI Leasing’s ten rental and leasing locations. Tasked with managing day-to-day rental operations, agents had to juggle everything from taking reservations and managing contracts to documenting truck condition when leaving the lot and when each unit was returned.

The company tried using paper forms, but found them extremely limiting. Derrick Gunderson, TCI’s Corporate Rental Manager, explained to us how the marks agents made to record damage left too much to interpretation, making it challenging to recoup damage expenses. “The marks couldn’t begin to explain the nature of the damage or how extensive it really was. We would send invoices to customers to recoup the cost of damage repairs and we would always get push back. It was too easy for a customer to “win” the dispute because we had no way of showing them exactly how the truck looked before it was rented out.”

However, Derrick called the roll-out of Record360 across TCI’s 10 locations, “a real game changer.” The team implemented a process that had a rental manager going around a truck three times, collecting video, photos of each corner, and any noticeable damage. The nuanced approach to truck documentation gives the TCI team all the evidence they need to prove exactly what condition each and every truck was in before it left the lot. Derrick told us, “Thanks to Record360 documentation, there’s nothing to argue about.”

ARE YOU READY TO REMOVE DAMAGE DISPUTES FROM YOUR RENTAL PROCESS? Contact us at to see how in just a few hours, you can get Record360 up and running in your organization.

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