Once you have run a handful of inspections, the Reports list becomes the screen you live in: it is where you find a specific report, chase up half-finished drafts, and pull a tidy spreadsheet for a client or your own month-end. This guide covers everything the list can do — the columns, the filters, the stale-draft flag, and exporting — so you can get in, find what you need, and get out.
What the Reports list is for
The Reports list shows every inspection report your company has created — both drafts you are still building and reports that have been signed off and locked. It is your audit trail and your working queue in one screen.
Typical jobs it handles:
- Finding one report fast — by reference, registration, customer or inspector.
- Spotting drafts that have stalled, so a walkaround does not get forgotten.
- Pulling every report for one vehicle, one client, or one month into a spreadsheet.
- Seeing at a glance which reports recorded damage.
You will find it under Operations → Reports in the main menu. It is free to browse, search, filter and export as much as you like — none of those actions touch your credits. The only thing that ever costs a credit on an inspection is signing off a report (1 credit, roughly £1). For the full picture of what is paid and what is free, see understanding credits.
What you see in the list
Each report appears as a row with these columns:
- Reference — the report's unique reference (your company's reference prefix plus a number). Searchable.
- Vehicle — the registration the report was run against. Searchable.
- Customer — the customer's name as recorded on the report. Searchable.
- Inspector — the team member who carried out the inspection. Searchable by their first name, surname or email.
- Type — the inspection type (inbound, outbound, pre-purchase and so on), shown as a colour-coded badge. For what each type means, see inspection types explained.
- Status — a colour-coded badge showing where the report is up to. A draft shows amber, a report in progress shows in blue, and a signed-off report shows green. Signed-off reports are locked and read-only.
- Completed — the date and time the report was signed off. Empty until then. You can hide this column if you do not need it.
Sorting and searching
- Click a column heading to sort by Type, Status or Completed date — handy for grouping reports of the same type together, or listing the most recent sign-offs first.
- Use the search box at the top to match on reference, registration, customer name, or inspector name/email. This is the quickest way to jump straight to a known report.
- Quick tabs across the top let you flip between All reports and a single status (draft, in progress or signed off) in one click.
Filters
The filter panel lets you narrow a long list down to exactly the reports you care about. You can combine as many filters as you like — they stack, so "inbound reports for this van, completed last month, with damage" is a single, valid query.
Status
Filter by report status — including draft and signed off — and you can select more than one at once. Use draft to work through your outstanding queue, or signed off to browse only finished, locked reports.
Inspection type
Filter by one or more inspection types — for example, every inbound check to reconcile vehicles coming back off hire. The types you can choose here reflect the ones your company has switched on in settings.
Vehicle
Filter to one or more vehicles by registration. This is the fastest way to pull a single vehicle's whole inspection history — every walkaround you have ever run on that reg.
Inspector
Filter by one or more team members to see only the reports a particular person carried out — useful for reviewing a new inspector's work, or splitting reporting by depot staff.
Completion date
Set a completed from and/or completed until date to limit the list to a date window. Leave one side blank for an open-ended range (for example, everything completed since the 1st). This filter looks at the sign-off date, so it only ever returns signed-off reports.
Has damage
A simple toggle to show:
- With damage — reports that recorded at least one damage marker on the diagram.
- Damage-free — reports with no damage logged.
- All reports — the default, no filtering on damage.
Great for surfacing every report where something was flagged — for instance, to chase recharges on returned hire vehicles. For how damage gets recorded in the first place, see marking damage on the diagram.
Tip: Your filters and the open tab are remembered in the page address, so you can bookmark a filtered view (e.g. "all draft inbound reports") or share the link with a colleague on the same account.
Stale drafts — the amber flag
A draft is a report you have started but not yet signed off. Because an unsigned report has not been finalised — no PDF, no credit spent, nothing sent to the customer — it is easy for a half-finished walkaround to slip through the cracks. To stop that, vehReports flags any draft that has been sitting for more than 24 hours.
Where you see it
- An amber badge appears next to Reports in the main menu, showing how many drafts are older than 24 hours. Hover it and you will see: "Drafts older than 24 hours — finish and sign off, or delete." This is your nudge to clear the backlog.
- The list itself lets you isolate these: filter status → draft and sort by date to bring the oldest to the top.
This is a gentle prompt, not a deadline. Nothing is deleted automatically and nothing expires — a three-day-old draft is just as editable as a fresh one. The badge simply makes sure stalled inspections do not get forgotten.
Clearing a stale draft
You have two options:
- Finish it — open the draft, fill in anything outstanding (the report's own "things to fix before sign-off" panel lists exactly what is missing) and sign it off. That uses 1 credit and locks the report.
- Delete it — if the draft is no longer needed (a duplicate, a test, or a vehicle that never turned up), delete it. Deleting a draft does not cost anything and does not refund anything, because a draft never spent a credit.
Note: You can only edit a report while it is still a draft. Once a report is signed off it is locked and read-only — that is the point of the audit trail. If something on a signed-off report is wrong, you cannot change it; create a new report instead.
Exporting to a spreadsheet
You can export reports to a spreadsheet file — ideal for sending a client a summary of the month's inspections, reconciling a batch of work, or pulling everything for one vehicle into your own records.
How to export
The simplest route is to filter the list and export what is on screen:
- Filter the list to the reports you want (for example, one customer's reports completed in May, or every report with damage).
- Use the Export button at the top of the list. It exports your current filtered view — there is no need to tick individual rows.
- Choose which columns to include, then confirm. The file is named with the current date so you can keep batches straight.
If you would rather hand-pick rows, tick the box at the start of each report (or the header box to select a page), then choose Export from the bulk actions that appear. Either way the export reflects your selection, so combining a filter with the export is the clean way to pull a precise set.
What's in the export
The export is a flat, spreadsheet-friendly summary of each report — reference, type, status, vehicle, inspector, customer details, mileage, fuel level, verdict, damage-marker count, credits used and the key dates — not the full PDF with photos and the damage diagram. If you need the rich, customer-facing document for a single report, open the signed-off report and use Preview PDF or Download PDF, or generate a shareable signed link (valid for 30 days) and send it to the customer. See signing off, sending and managing a report for those options.
Exporting is completely free and does not touch your credits, no matter how many reports you pull.
Common questions
Why can't I edit a report I can see in the list? It has been signed off and is locked. Signed-off reports are permanent, read-only records by design. To capture a change, create a new report.
A draft shows in the count but I can't find it. Clear any active filters first, then filter status → draft. A draft you started under a different inspection type or for a different vehicle may simply be filtered out of your current view.
Can I get rid of the amber badge without finishing every draft? Yes — either sign off the outstanding drafts or delete the ones you do not need. The badge counts drafts older than 24 hours, so once they are cleared (or signed off) it goes away on its own.
Does deleting a report give me my credit back? No. A draft never used a credit, so there is nothing to refund. Deleting a report is permanent and removes its damage markers, walkaround photos, signatures and any generated PDF, so only delete one you are sure you no longer need.
Where do I look for rental agreements rather than inspection reports? Those live in their own list. See finding agreements.
Can I pull every report for one vehicle quickly? Yes — filter vehicle to that registration, then export. You will also find the same reports listed on the vehicle's own record (see adding and managing a vehicle) and on the customer's record (see adding and managing customers).
Who can see and export reports? Owners, Managers and Inspectors all work with reports day to day; the Billing role can view reports and agreements too. For exactly what each role can do, see roles explained.