Venta Capture, a product of VentaVid, is a guided visual capture platform: your customer, tenant, driver or contractor films what you need on their own phone, guided step by step, with no app and no account, and it arrives as a sealed, structured case in your team's inbox. Use the same flow at check-out and at check-in, and the two records sit side by side in one file.
Sealed on arrival. Check-out and check-in linked in one file, and both parties receive their own copy.
Every rental or handover has the same weak spot. The condition at the start was never properly recorded, so the condition at the end becomes an argument. That holds for a hire car, a mini excavator, a set of power tools and an apartment.
The check-out record is a paper form with tick boxes, or a few photos on an employee's phone that nobody can find three weeks later.
The customer says "it was already like that", and there is nothing dated and unaltered to put next to that claim.
Damage that was there at check-out gets charged to the wrong person, or not charged at all, because nobody can prove either way.
The renter gets a secure personal link by SMS, WhatsApp or email, or scans a QR code on screen or at the counter. Staff can also start the capture themselves on their own phone at the desk.
The flow asks for the same angles every time: the reference, named photo slots, a slow lap on video, a question about anything else worth recording. At check-in the renter or your team runs the same flow again.
Each submission is sealed when it arrives, with a server-verified receipt time. If you switch it on for the form, the renter gets their own copy straight after sending, so both parties hold the same record from the first minute.
Your team links the check-in case to the check-out case, compares the two records, adds a note, and moves the case to the status your process uses.
The check-out record is guided, dated on receipt and sealed, so it is the same file three months on. When a renter says the scratch was already there, you open the check-out case and look, together.
The renter can receive their own copy straight after sending, so the record is something you both hold, not something you keep and they have to trust.
The flow fixes the angles, the order and the questions, so a Tuesday check-out by a new colleague looks like a Friday check-in by your most careful one. Guided capture is what makes the two records comparable at all.
Send yourself a check-out flow and see what comes back before you change a single process.
A QR or barcode on the asset, a registration plate, or a contract number typed in. The case lands on the right agreement before anything is filmed.
Front, back, both sides, the meter or odometer, the interior or the room. Each slot has a label, an example photo and a one-line instruction.
An instruction stays on screen while the camera runs: walk around it and say out loud what you see. The spoken commentary is transcribed.
A yes leads to close-ups of every scratch, dent or crack. A no moves on.
A configurable statement that the asset is in the condition recorded and that damage not shown was not present. A tick, then submit.
No. The link or QR code opens in the browser of any phone. No app, no account. Opened on a computer, the page shows a QR code to continue on a phone, because recording only happens on the phone camera.
No. The two cases are linked in one file, and a reviewer compares the two sealed records. Capture gives your team two dated, unaltered records side by side; the judgement about what changed stays with your team.
Yes, if you switch it on for that form. The renter receives their own copy straight after sending, so both parties hold the same record and any later dispute starts from the same file.
That the file your team holds is the file that arrived, and when it arrived. Each submission gets a server receipt time, a SHA-256 fingerprint per file and a signed seal with a manifest that can be verified externally. The timestamp proves receipt, not when any damage occurred.
Yes. A team member can start a capture on their own phone at the counter or in the yard, with the same guided steps. Nothing has to be sent first.
By default, photos and video are recorded in the session on this device. If you allow an extra upload for a form, that file is checked on time, device, location, editing and whether it already exists online, and is labelled as not verified.
Also relevant: shared inbox, scan fields, QR and on-site capture and car dealerships. Background: our post on the rental condition report.
Build one condition flow, use it at check-out and at check-in, and keep the two records in one file.
Live in 10 minutes. Stuck? Book a free setup call and we build your first flow together.
