Leasing Return: The 90-Day Checklist

Overview

Around 90 days before the contract ends, it is decided whether a leasing return becomes expensive or runs smoothly. The return cockpit flags expiring contracts specifically within this window (Article 13) – this checklist takes you from the first risk review to a tidy stock after the return.

The checklist

1. Check the return cockpit. Open the cockpit under Verträge → Rückgabe-Cockpit (Contracts → Return Cockpit) and filter to the 3-month horizon: the cards show contracts ending in the next 90 days, the expected over-/under-mileage risk in euros, and open damages per vehicle (Article 13). In addition, the "Verträge auslaufend" (Expiring Contracts) page lists all end dates within a selectable period (Article 70).

1. Update the mileage readings. If the confidence traffic light shows "Niedrig" (Low), current readings are missing: trigger a driver feedback request via the driver portal (Article 102) and process the incoming mileage reports (Article 52). Each fuel-card import run also updates the mileage readings automatically (Article 08).

1. Complete the contract terms. Rows with the note "Vertrag unvollständig" (Contract incomplete) have no over-/under-mileage rate or no free allowance – add the terms via the direct link in the vehicle file (Articles 38, 72). Without complete terms, the cockpit deliberately shows no euro amount.

1. Resolve open damages. Filter the damage overview to the return vehicle and the status "Offen" (Open) (Article 64): decide for each damage whether it will be repaired before the return or the diminished value is factored in, and update the processing status (Article 63).

1. Prepare documents and the handover protocol. Export the file's data sheet as PDF – it is suitable as a handover and inspection document (Article 34). Then file the lessor's signed return protocol in the vehicle's Dokumente (Documents) tab (Article 107).

1. Decommission or sell the vehicle after the return. Set the appropriate final status so that the vehicle disappears from the active lists and reminders but keeps its history – Article 123 describes the procedure, including the status actions.

1. Tidy up contracts and reminders. Verify that the contract is closed with the correct end date and no longer appears in "Verträge auslaufend" (Expiring Contracts) (Article 70). Also check the leasing notifications and the mileage projection report so that no more warnings are generated for returned vehicles (Article 06).

Tip

Make reviewing the return cockpit and "Verträge auslaufend" (Expiring Contracts) (90-day horizon) a fixed weekly appointment – that way you keep enough lead time to reallocate mileage budgets or swap vehicles before additional payments are set in stone (Article 13).

Frequently asked questions

The cockpit shows no euro amount for a return vehicle. Then contract terms are missing ("Vertrag unvollständig" / Contract incomplete) or there are too few mileage readings for a forecast – see steps 2 and 3. FMWeb prefers to show no figure rather than a false zero (Article 13).

Do I have to remove the return vehicles from the fuel-card import? Cancel the fuel card with the provider as of the return date; after decommissioning, no more reminders run for the vehicle (Article 123).

Related articles

• 13 – Leasing Return Cockpit
• 70 – Keeping an Eye on Expiring Contracts
• 38 – Creating a Leasing Contract on the Vehicle
• 123 – Decommissioning or Selling a Vehicle
• 06 – Leasing Notifications and Mileage Report