Understanding Post-Trip Charges on Your Booking

After your rental ends, you may receive an email notifying you of a charge applied to your booking. This article explains what those charges are, why they occur, how the process works, what documentation you will receive, and what to do if you have questions.

Why You Received a Charge Notification

In most cases, charges are first taken from the security deposit held at check-in. If the deposit does not fully cover the amount, or is no longer available, the remaining balance is then charged to one of the payment methods linked to your booking.

How the Charge Process Works

1. Drop-off inspection
   When you return the vehicle, an Indie Campers representative inspects its condition, including fuel and AdBlue levels, mileage, equipment, and cleanliness. Photographs are taken and any observations are recorded at the time of return. If any charges apply after the inspection, they are processed during the check-out process.
    
2. Internal post-checkout audit
   After drop-off, a more detailed internal audit is conducted within a 30-day window to identify any damage or discrepancies that may not have been fully visible during the initial inspection. If any issues are found, we will notify you of the charges applied to your account, alongside the supporting documentation. In exceptional cases, such as severe damage, abandonment, or theft, this window may be extended until a full assessment can be completed, during which time the deposit typically remains held in full while the total liability is clarified.
    
3. Damage and fee assessment
   Any damage found is assessed using Indie Campers' standardised pricing list, based on a damage matrix built from market research for each vehicle model and drop-off location. Other charges such as cleaning, fuel, and fines are applied according to the Fee Document. For a full breakdown of how damage costs are calculated, see the How Damage Is Assessed and Priced section below.
    
4. Charge notification
   You will receive an email with the charge amount and supporting documentation. Most charges are communicated within 30 days of the end of your rental. However, charges involving tolls or fines may take longer, as these depend on when the relevant authority contacts us. For full details, see the Tolls and Fines: Including Late Notifications section below.
    
5. Deposit release:
   Once the audit is complete and any applicable charges have been processed, the security deposit hold is released. In most cases, this happens within 1 week after the booking ends. However, if there is an outstanding amount, the release may be delayed until the case has been reviewed and any charge has been processed. If only a portion of the deposit is used, the remaining balance is automatically released back to your account. Your card issuer's timeline will determine when the funds appear back on your statement.

Common Types of Charges

Charges fall into several categories. Below is an overview of the most common ones.

• Vehicle damage: Any new damage identified at or after drop-off that was not present at pick-up. Costs are based on the damage assessment tree and cover repair or replacement, labour, painting, and vehicle downtime. Your protection plan determines your maximum liability. See the Damage Assessment section for full pricing details.
• Cleaning fees: Applied when the vehicle is not returned in an acceptably clean condition. Individual fees apply per area, including the interior, bathroom, fridge, wastewater tanks, and kitchen.
• Fuel and energy: If the vehicle is returned with a lower fuel, AdBlue, or battery level than at pick-up, a refuelling or recharging fee applies. Using the wrong fuel type incurs a separate incorrect fuel fee in addition to any repair costs.
• Tolls and fines: Any traffic fines, parking penalties, or toll charges incurred during your rental are passed on to you, along with an administrative handling fee. These charges may arrive weeks or even months after your rental ends, depending on how quickly the relevant authority contacts us. See the Tolls and Fines section for a full explanation.
• Late return: Returning the vehicle more than 30 minutes past your agreed drop-off time results in a late drop-off fee, charged per hour. Partial hours are counted as full hours.
• Abandonment: If the vehicle is dropped off at an unauthorised location outside of an agreed drop-off point, an abandonment fee of €500 applies, regardless of when and how it is recovered. The customer also remains liable for any damage the vehicle incurs between the unauthorised drop-off and its recovery.
• Equipment and extras: Missing or damaged items provided with the vehicle (such as cables, bedding kits, and repair kits) are charged at replacement value. Gas canisters and bottles opened without prior purchase are also charged at drop-off.

For a complete breakdown of common fixed-rate fees (such as late drop-off, deep cleaning, refuelling services, and missing documentation), please refer to our full Fee Document.

How Damage Is Assessed and Priced

Indie Campers has conducted market research per vehicle model and per drop-off location, factoring in local mechanic hourly rates, repair hours required per vehicle part, and part costs. The output of this research is a structured price list, referred to internally as a "damage tree." This ensures that pricing is consistent and grounded in actual market rates rather than arbitrary estimates.

What is included in a damage cost:

1. Repair or replacement decision: Each damaged part is assessed to determine whether it can be repaired or needs to be replaced. Both repair and replacement can be carried out in-house or by external specialists.
2. Parts and labour: If a replacement is required: part cost, replacement labour, and any painting labour are included. If a repair is sufficient: repair labour and any painting labour are included.
3. Stoppage (vehicle downtime): The time the vehicle is unavailable for rental while being repaired or awaiting parts is factored into the cost.
4. Logistics, administration, and VAT: These are included in the final damage cost where applicable.

Damage costs are non-negotiable and apply regardless of whether Indie Campers chooses to repair or replace the part. By accepting the vehicle, you agree to the pricing methodology detailed in the Damage Report, which serves as the sole and final justification for all charges.

How your Protection Plan affects your liability:

The protection plan you selected at booking determines the maximum amount you are liable for in the event of vehicle damage.

Cleaning fees, fuel shortfalls, fines, tolls, and equipment charges are always charged in full regardless of your plan.

Exclusions: Certain damage categories are excluded from protection plans and are always charged in full. These include, but are not limited to:

• Damage caused by driving under the influence of alcohol or drugs
• Incorrect fuel use
• Tyre damage
• Damage to the area below the door line or above the window line
• Interior damage
• Any breach of the rental agreement terms

For the complete list of exclusions, please refer to your signed rental agreement.

Collision with a third party, vehicle, or public property: To ensure your protection plan remains valid after a collision involving another vehicle, person, or public property, you are strictly required to submit an Accident Report Form. If this form is not submitted, your coverage will be invalidated.

Exceptions to the 30-day audit window:

• Severe damage requiring specialist assessment: If the vehicle is too badly damaged to assess internally and must be taken directly to a mechanic or specialist bodywork facility, the charge notification will be issued once the professional assessment is complete.
• Vehicle abandonment: If the vehicle was abandoned during or after the rental period, the charge notification will be issued once the vehicle has been recovered and fully assessed.
• Theft or total loss: If the vehicle is stolen or declared a total loss during the rental period, the standard 30-day window does not apply. Charges may be raised at any point until the situation has been fully resolved.

Tolls and Fines: Including Late Notifications

Any parking tickets, traffic fines, or toll charges incurred during your booking are your responsibility. Where possible, these should be paid directly to the relevant authority at the time of the incident. Toll procedures, devices, and payment methods vary by country, so we recommend researching the tolls system for any country you plan to drive through before your trip.

Why toll and fine charges may arrive months later:

Unlike damage or cleaning charges (which are typically identified within 30 days of your rental ending), toll and fine charges are entirely dependent on when the relevant authority contacts Indie Campers. In some countries, enforcement authorities can take weeks, months, or in some cases longer to issue notices. When such a notice arrives with us, we process the charge promptly, regardless of how much time has passed since your rental.

Administrative fees: how charges are broken down:

When Indie Campers is contacted by a tolls or fines authority on your behalf, an administrative fee is added to the original fine or toll amount to cover the handling involved. The total charge you receive will therefore include two components:

These amounts are in euros. If your rental was in another currency, the equivalent will be applied at the rate applicable at the time of billing.

How payment is collected:

Toll and fine charges are billed to your security deposit or, if no longer available, to one of the cards provided for your booking. If the card cannot be charged, you will receive a request to settle the amount via the Client Area of your Indie Campers account.

Late payment: Any outstanding balances will be subject to an interest charge of 3% over the maximum applicable legal rate. You will also be responsible for all applicable charges incurred during the debt collection process.

How to pay a fine or toll directly to the authority:

If a fine or toll was not paid at the time of the incident, Indie Campers will notify you by email with details of the relevant local authority and the steps to proceed with direct payment. This is the case in Scenario 2 above. For questions about payment methods or procedures, please contact the issuing authority directly, as this varies by country and jurisdiction.

Questions or Disputes About a Charge

If you have questions about a charge you have received, the most straightforward step is to reply directly to the charge notification email. Our Complaints Team will review your query and respond with further clarification, referencing the relevant documentation.

When reaching out, it is helpful to:

• Reference the specific line item(s) on your itemised invoice that you have a question about, including the description and amount.
• Attach or reference any relevant photos or documentation from your own records if you believe these support your query.
• Keep your booking reference number to hand.

For full details, refer to the Fee Document, and your signed Rental Agreement. All fees are stated in euros and converted to the local currency of your rental location at the time of billing.