Filing a Damage Claim

Log damage the moment you see it

The faster you file a damage claim, the easier it is to apply a deposit, file with insurance, or bill the renter. TrailerBase makes this a two-minute process.

Where to start

1. Navigate to Damage Claims in the main sidebar.
2. Click the New Claim button in the upper-right.
3. You will see a guided form broken into four short steps.

Step 1 — Pick the reservation

Start typing the renter's name, trailer name, or reservation ID. TrailerBase shows matching reservations with dates and totals. Pick the one the damage happened on. Tying the claim to a reservation links the contract, deposit, renter contact, and trailer record automatically.

Step 2 — Describe the damage

You have two ways to describe the damage:

1. Write it — Type a clear, factual description. Good descriptions include where on the trailer (driver-side fender, rear gate, floor near the wheel well), what happened (dented, scratched, broken, bent), and how much is affected (3-inch area, entire panel, etc.).
2. Let AI detect it — Upload photos and click Auto-detect damage. Our AI scans each image and suggests a description, category, and severity. You review and edit before saving. This is especially helpful when you have ten photos and do not want to write ten descriptions.

Step 3 — Classify it

Pick a category from the list:

• Dent — body or panel deformation
• Scratch — surface-level paint or coating damage
• Structural — anything affecting the frame, axle, tongue, or towing integrity
• Theft — missing parts, equipment, or the whole trailer
• Other — tires, lights, doors, locks, interior, or anything else

Then pick a severity:

• Minor — cosmetic, safe to rent with disclosure
• Moderate — needs repair but trailer is still usable
• Severe — must be taken out of service
• Total loss — trailer is not economically repairable

Step 4 — Estimated cost

Enter your best estimated repair cost in dollars. If you do not have a quote yet, put in a reasonable range — you can update it later when the shop responds. This number drives deposit application and insurance decisions, so an honest estimate matters.

Optional fields at this stage include:

• Who is responsible — Renter, Unknown, Shop (if damage happened at maintenance), or Weather
• Police report number — if theft or a reportable incident
• Insurance carrier — if you plan to file

Submit

Click Create Claim. TrailerBase now:

1. Creates a new claim in Open status
2. Attaches it to the reservation
3. Tags the trailer with Damage pending
4. Notifies any configured teammates
5. Starts the claim activity log

Adding photos

Damage claims live and die on photos. Add them generously:

1. Open the claim you just created.
2. Click Upload photos — drag and drop, or pick from your device.
3. TrailerBase auto-organizes photos by angle (front, rear, left, right, top, interior) using AI.
4. Caption each photo with before/after context.

See the Damage Photos article for more on photo best practices.

Common mistakes to avoid

• Waiting — file within 24 hours of noticing damage, or disputes become much harder.
• Vague descriptions — "damaged" is useless; "3-inch dent, driver-side rear fender, approx. 2 in deep" is evidence.
• Not linking the reservation — you lose automatic access to the contract, which matters for insurance.