No vehicle leaves without the right documents in place. RouleurCo collects them — automatically.
Driving licence checks. Proof of insurance. Company details. Signed hire agreements. RouleurCo sends the onboarding sequence the moment a hire is confirmed, tracks what's been received, and blocks vehicle release until every required document is in place.
Document collection is a liability waiting to happen — and it's eating time it shouldn't.
Most independent operators collect documents inconsistently. Sometimes over email. Sometimes a photo on a phone that never gets filed. Sometimes nothing at all because the customer seemed fine. Then something goes wrong.
- ✕Staff ask for documents over the phone — customer says they'll bring them on the day
- ✕Customer arrives, documents aren't ready — awkward delay at the desk
- ✕Licence photo taken on staff member's personal phone, stored nowhere permanent
- ✕Hire agreement printed, signed in a hurry, scanned badly, filed in a folder nobody opens
- ✕Insurance details not collected — "they seemed fine"
- ✕Incident happens. Documents are missing. Company is exposed.
- ✕New customer next week — same process. Same risk.
- Hire confirmed → onboarding sequence sent to customer automatically via SMS and email
- Customer uploads documents from their phone before they arrive — at their convenience
- Each document checked off as received and logged against the booking
- Missing documents flagged — customer chased automatically with timed reminders
- Hire agreement sent digitally, signed electronically, stored against the booking
- Authorisation gate checks all required documents before vehicle release is permitted
- Everything stored permanently, searchable, retrievable in seconds if ever needed
Four stages. All automated. Nothing releases until they're complete.
Hire Confirmed
Booking accepted. Onboarding sequence triggered automatically. Customer receives welcome message with document portal link.
Document Collection
Customer uploads licence, insurance and ID via their phone. Each item logged and checked off. Automated reminders if anything is outstanding.
Review & Authorise
Hire desk reviews documents. Authorisation decision logged. Customer notified. High-risk flags surfaced automatically for review.
Vehicle Release
All documents verified and authorisation granted. Hire agreement signed. Handover confirmation sent. Vehicle can be released.
Every document that matters — collected before the keys change hands.
RouleurCo's onboarding checklist is pre-configured for vehicle rental. Required, conditional and optional documents are separated clearly. You decide what's mandatory for your operation.
Photocard front and back
RequiredBoth sides of the current UK photocard licence. Expiry date, licence categories and endorsements all verified from the image.
DVLA licence check code
ConditionalCustomer generates a share code at DVLA.gov.uk. Gives you access to their full endorsement and penalty point history — the thing a photocopy never tells you.
Paper counterpart (pre-2015 licences)
ConditionalRequired only for customers with licences issued before 8 June 2015. System flags this based on licence date automatically.
Certificate of Motor Insurance
RequiredCurrent insurance certificate showing the vehicle is covered for hire or reward, or that the customer has appropriate hired-in vehicle cover. Expiry date validated automatically.
Goods in transit cover
ConditionalRequired if the customer is hiring for commercial use and carrying third-party goods. Flag set based on hire type.
Proof of address
RequiredRecent utility bill or bank statement (within 3 months) confirming the address on the licence. Stored against the customer record.
Company registration number
ConditionalFor business accounts. Auto-verified against Companies House. Flags dissolved or dormant companies before hire is authorised.
Authorised driver list (fleet accounts)
ConditionalFor business accounts with multiple drivers. Each named driver completes their own licence submission. No unnamed driver can take a vehicle.
Second form of photo ID
OptionalPassport or national ID card. Recommended for high-value or long-term hires. Can be made mandatory by vehicle category.
Digital hire agreement
RequiredSent automatically once all documents are received and verified. Customer signs electronically on their phone. Signed copy stored against the booking instantly — no printing, no scanning.
What the customer receives — automatically.
After the hire is confirmed, this is the journey the customer goes through — without your hire desk doing anything.
- 1
Document request SMS sent automatically
"Hi Dave — thanks for booking. Before we can confirm your hire, we just need a few documents from you. Here's your secure link: [link]. Please complete this as soon as you can."
- 2
Customer opens the portal on their phone
Clear checklist of what's needed. Each item has instructions. They photograph documents with their camera — no app, no login required.
- 3
Automated follow-up sequence until documents are received
Customers forget, leave it until the last minute. RouleurCo runs a structured follow-up sequence automatically — SMS reminders at set intervals, escalating as the hire date approaches. 48 hours out? Reminder. 24 hours? Second reminder. Morning of hire? Final chase. Your desk is only alerted when it's still unresolved and needs a human call.
- ✓
All docs received → hire desk reviews → hire agreement sent
Once all documents are received, your hire desk is notified to review and approve. Once authorised, the hire agreement is sent automatically for e-signature. Customer arrives. Everything is in order and on file.
Document collection takes as long as it takes — some customers act immediately, others need several follow-ups over multiple days. The difference with RouleurCo is that every chase, reminder and escalation happens automatically. Your hire desk stays focused on customers who actually need attention.
No vehicle is released without passing the gate.
The authorisation gate is a hard check before any hire is cleared for vehicle handover. Every required document must be received, verified, and approved — the system prevents release if anything is missing.
Authorisation Gate
A hire cannot proceed to vehicle release until all items below are checked. This cannot be bypassed by the hire desk — it is a system-enforced requirement.
- Driving licence received and reviewedVerified
- DVLA check code (where required)Clean
- Insurance certificate in dateVerified
- Hire agreement signedSigned
- Deposit payment clearedCleared
Risk flagging — the gate surfaces problems automatically
Some authorisation decisions need human judgement. RouleurCo surfaces the risk signals clearly so your hire desk can make a fast, informed decision.
All documents clean. No flags.
Returned customer, clean licence, valid insurance, signed agreement. Standard authorisation. No additional checks needed.
3–5 penalty points. First-time customer.
Licence shows minor endorsements. New customer with no hire history. Hire desk prompted to review before authorising. Decision logged.
6+ points, DR/DD endorsements, or insurance expiry within 7 days.
Gate is automatically held. Hire desk notified immediately. No vehicle can be released until a senior authorisation decision is made and logged.
Why this matters — in plain terms
If a vehicle leaves your yard without the right documents in place and something goes wrong, you're exposed. RouleurCo's authorisation gate removes the “I thought someone had checked it” problem entirely. Every decision is logged, timestamped, and retrievable.
Every hire has a complete, timestamped paper trail.Who authorised it. When. What documents were on file. No gaps.
Inconsistency is eliminated.It's not down to which member of staff is on — the system enforces the same standard for every hire, every time.
Documents are retrievable in seconds.If a claim is made 6 months after hire, you pull up the booking and every document is right there. Not in a folder. Not on someone's phone.
Documents in order before every hire.
Automated collection, structured follow-up, and an authorisation gate that prevents release until everything is on file. No shortcuts. No gaps.