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Flotauto 2025 Innovation Award

Company vehicle condition reports and inspection forms

A company vehicle condition report describes the state of a vehicle on a precise date. Dadycar keeps the history of those inspections and generates forms your drivers complete from the Dadycar Go mobile app, at delivery, during the vehicle's life and at return.

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Inspection history

Renault Clio · AB-123-CD · return on 11/15/2026

Date
10/28/2026
Submitted by
Karim B.
Odometer
41,200 km
Failed items
2 of 33

Tires

7/8

Lighting

6/6

Brakes

4/4

Fluids

5/5

Bodywork

5/6

Interior

4/4

  • Rear right door scratchfound on 06/01/2025 · Thomas R.
  • Front left rim scuffedfound on 09/01/2025 · Sarah L.
  • Hosted in France, by OVHcloud
  • GDPR
  • €6 excl. VAT per vehicle per month, free up to 50 vehicles

What the Inspections module brings

A dated history

Every condition report stays attached to its vehicle, readable months later.

Delivery01/04/2025

Monthly check03/01/2025

Monthly check06/01/2025

Automatic inspection forms

Items, conditions, vehicles concerned and submissions are set once, then run on their own.

Items33

Conditionsexpected per item

Vehicles24 vans

Submissionsevery month

The field rather than the office

Drivers fill them in from the Dadycar Go mobile app.
Dadycar Goin the car park, not at the office

What the absence of evidence costs

Reconditioning chargesRenault Clio · end of contract

Rear right door scratch€280.00

Front left rim€190.00

Stained seats€120.00

Charged to you€590.00

“2025 check-lists” binder

Nowhere to be found at the depot

Delivery photos

On the phone of Yanis, who left in June

The return invoice arrives at the end of the contract

Scratches, tires, interior, and nobody knows any more what state the vehicle left in.

Paper check-lists disappear

A binder at the depot, photos on the phone of a driver who has left the company.

The damage is found too late

There is no way to say when it appeared, or who was using the vehicle at the time.

What you get with Dadycar

The Inspections module turns a field action into dated evidence, attached to the vehicle and to the rest of its file.

History of condition reports

Every inspection of a vehicle is gathered and readable, from its arrival in the fleet to its departure.
DateInspectionSubmitted byFailed items
01/04/2025DeliveryNadia K.None
03/01/2025Monthly checkKarim B.None
06/01/2025Monthly checkThomas R.1 of 33
09/01/2025Monthly checkSarah L.2 of 33
10/28/2026Pre-returnKarim B.2 of 33

Automatic inspection forms

You define the items to check and the conditions expected; the form goes out to the vehicles concerned and the submissions come back.

Automatic inspections · Monthly check

Items

33

Conditions

per item

Vehicles

24

Submissions

18

Interval

DayWeekMonthYear

Check-lists at your own level of detail

A monthly review can hold several dozen items, like the 33 points of a template seen on the demonstration account.

Monthly check

33 items

Tires8
Lighting6
Brakes4
Fluids5
Bodywork6
Interior4

Inspection completed on mobile

The driver answers from the Dadycar Go app, in the car park, without going back to the office.
Inspection submittedKarim B. · Renault Trafic · 7:52 am

Delivery and return covered

The expected condition reports appear in the delivery and return tracking of ordered vehicles.
OrderPeugeot e-208 · 3 vehicles
DeliveryCondition report expected: 3 / 3
ReturnRenault Clio · condition report due Nov 15

Bridge to claims

Damage found during an inspection feeds the claim file, with its date and its vehicle.

Inspection of 06/01/2025

Rear right door scratch

Renault Clio · AB-123-CD · Thomas R.

Claim file

Date
06/01/2025
Vehicle
Renault Clio
Driver
Thomas R.
Insurance
New

How it works

  1. Items to check, conditions expected, vehicles concerned: one template per use is often enough.

  2. Submissions arrive from the mobile app (Dadycar Go).

  3. Return, dispute or damage: the dated finding is in the vehicle's file (claims and fines).

Automatic inspections

New form

Form

Monthly check

Vehicles

Vans · 24 vehicles

Items

33 items · 6 sections

Conditions

Expected per item

Interval

DayWeekMonthYear
Save

Who it is for

Construction and site work

Vans that change team and site every week (see the industry page).

Mon 10/26Team A · Saint-Denis site

Mon 11/02Team C · Villeurbanne site

Inspection at every team change

Transport and logistics

A checked condition before every round, traced vehicle by vehicle (see the industry page).

Before the round

Iveco DailyAll compliant

Renault Master1 item: rear light

Field service teams

Shared vehicles, inspected at handover (see the industry page).
Mehdi A.Sarah L.inspected

Renault Kangoo 3 · EF-456-GH · today, 1:30 pm

Try it on a vehicle nearing the end of its contract

Bring a vehicle close to its return: in the demo we show the condition report you would have had to set against the charges.

Request a demo

Your questions before getting started

“Our drivers will not fill in a form.”

The form only holds the items you chose, and is completed from a phone in a few minutes.

“Do I need a device?”

No. Inspections work without telematics; a GPS-OBD device or a connected vehicle then adds the odometers and the alerts.

“How long does it take to start?”

As soon as the fleet is imported, a first inspection form can be sent to the vehicles concerned.

Frequently asked questions

What is a company vehicle condition report?

It is a record of the state of a vehicle on a given date: bodywork, tires, interior, equipment, mileage, on-board documents. It serves as a reference to compare two moments in the vehicle's life, typically when it is handed over and when it is returned.

How do you dispute return charges at the end of a long-term lease?

By setting dated findings against them. An entry condition report and an exit condition report, carried out on the same items and kept with their dates, make it possible to discuss item by item what belongs to the contract rather than to usage.

Does a condition report replace the roadworthiness test?

No. The roadworthiness test is a regulatory obligation covering most vehicles and carried out in an approved center (service-public.fr). The condition report is an internal record, with no regulatory value, meant for fleet tracking and contractual relations.

How often should a company vehicle be inspected?

That is a matter for your internal policy and your contracts. Many fleets combine a condition report at handover, a periodic review, monthly for example, and a return condition report. Dadycar sends those forms automatically to the vehicles concerned.

What does a fleet inspection form contain?

The items to check and the condition expected for each of them. A monthly review can hold several dozen: a 33-item template was seen on the Dadycar demonstration account. Submissions then come back into the vehicle's history.

Do you need a telematics device to carry out condition reports?

No. Inspections rely on the forms and on the Dadycar Go mobile app, with no on-board hardware. A GPS-OBD device or a connected vehicle then completes the file with odometer readings and vehicle alerts.

See Dadycar on your own fleet

  • Hosted in France, by OVHcloud
  • GDPR
  • Flotauto 2025 Innovation Award
  • €6 excl. VAT per vehicle per month, free up to 50 vehicles
Request a demoTry it for freeSee pricing

Go further

Asset management and vehicle lifecycleVehicle servicing: what a fleet must trackGlossary: long-term leasingThe fleet management platform

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Summary

Dadycar's Inspections and Condition Reports module enables fleet managers to create automatic vehicle inspection forms completed by drivers via the Dadycar Go mobile app. The module maintains a dated history of condition reports for each vehicle, covering delivery, periodic checks, and return, and links damage findings to claim files. Pricing is €6 excl. VAT per vehicle per month, free up to 50 vehicles, with hosting in France by OVHcloud and GDPR compliance.

Key Facts

Frequently Asked Questions

What is a company vehicle condition report?

It is a record of the state of a vehicle on a given date: bodywork, tires, interior, equipment, mileage, on-board documents. It serves as a reference to compare two moments in the vehicle's life, typically when it is handed over and when it is returned.

How do you dispute return charges at the end of a long-term lease?

By setting dated findings against them. An entry condition report and an exit condition report, carried out on the same items and kept with their dates, make it possible to discuss item by item what belongs to the contract rather than to usage.

Does a condition report replace the roadworthiness test?

No. The roadworthiness test is a regulatory obligation covering most vehicles and carried out in an approved center (service-public.fr). The condition report is an internal record, with no regulatory value, meant for fleet tracking and contractual relations.

How often should a company vehicle be inspected?

That is a matter for your internal policy and your contracts. Many fleets combine a condition report at handover, a periodic review, monthly for example, and a return condition report. Dadycar sends those forms automatically to the vehicles concerned.

What does a fleet inspection form contain?

The items to check and the condition expected for each of them. A monthly review can hold several dozen: a 33-item template was seen on the Dadycar demonstration account. Submissions then come back into the vehicle's history.

Do you need a telematics device to carry out condition reports?

No. Inspections rely on the forms and on the Dadycar Go mobile app, with no on-board hardware. A GPS-OBD device or a connected vehicle then completes the file with odometer readings and vehicle alerts.

Related Entities

People
Karim B., Thomas R., Sarah L., Nadia K., Yanis, Mehdi A.
Companies
Dadycar, OVHcloud, Flotauto
Products
Dadycar Go, Renault Clio, Renault Trafic, Peugeot e-208, Iveco Daily, Renault Master, Renault Kangoo 3
Locations
France, Saint-Denis, Villeurbanne
Technologies
GPS-OBD device