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Ca.R.G.O.S. reporting

Ca.R.G.O.S. is the Italian State Police service for reporting vehicle rental contracts. Toprent connects directly to the service. Toprent fills in much of the report from your reservation, vehicle, customer and office data.

Read this first

  • This feature is for Italy only. The integration appears only for companies whose default company address is in Italy. If your company is outside Italy, you do not need this guide.
  • Steps 2 and 3 need an account administrator. Only an administrator can fill in the office agency data, enter the credentials and link the offices. An operator can turn the integration on, and an operator prepares and sends the reports.
  • Update the password in Toprent every time you change it in Ca.R.G.O.S. Toprent stores its own copy of your Ca.R.G.O.S. password. A password that you change in the Ca.R.G.O.S. service, but not in Toprent, stops every submission. This is the most common cause of a broken integration.

Does Toprent send reports automatically?

No. Toprent pre-fills the report, but does not submit it automatically when you create or update a reservation.

For every contract, an operator must:

  1. Open the Ca.R.G.O.S. report from the reservation.
  2. Review the pre-filled data and complete any missing fields.
  3. Select Test cargos. This sends the report to Ca.R.G.O.S. for validation only.
  4. Accept the terms of use.
  5. Select Send cargos. This makes the official submission.

Both Test cargos and Send cargos send the report data to Ca.R.G.O.S. Only Send cargos records the contract as officially reported.

This final step is intentional. It lets you verify the information before you send personal and contract data to the authorities.

Do I have to report rental contracts?

Italian rules require operators who rent vehicles without a driver to communicate the renter’s identification details and the contract data to the Police Headquarters. The rules come from article 17 of Decree-Law 113/2018 and from the Ministerial Decree of 29 October 2021.

  • Which vehicles. Motor vehicles with at least four wheels, as defined in article 54 of Legislative Decree 285/1992. Motorcycles are excluded.
  • When. At the time you sign the contract, and in every case before you deliver the vehicle.
  • What is excluded. Contracts for shared-mobility services, including car sharing.

You do not wait for an answer from the Police Headquarters. Send the report and continue.

Legal obligations and deadlines can depend on your activity and the current rules. Confirm what applies to your company with the competent Police Headquarters or your legal adviser. Toprent documentation is product guidance, not legal advice.

Before you start

Get the username, password and API key issued for your Ca.R.G.O.S. account. Request them from the Police Headquarters of your registered office. Use the official Ca.R.G.O.S. portal for account registration and authority-specific requirements.

Credentials are saved separately for each company.

1. Enable the integration

  1. Open Settings → Integrations.
  2. Find Ca.R.G.O.S. integration and turn it on.

The CA.R.G.O.S. integration sections of the company editor and the office editor stay hidden until you turn the integration on.

2. Fill in the agency data of each office

Complete this step before you link any office. An office without complete Ca.R.G.O.S. agency data cannot be linked and cannot be used for submission.

  1. Open Settings → Companies.
  2. Edit the office that issues rental contracts.
  3. Open the CA.R.G.O.S. integration section.
  4. Complete the agency ID, agency name, telephone number, Italian location and address.
  5. Save the office.

Repeat this step for every office that sends reports.

  1. Open Settings → Companies.
  2. Edit the company that issues rental contracts.
  3. Open the CA.R.G.O.S. integration section.
  4. Enter the Ca.R.G.O.S. username, password and API key.
  5. Open the office list and select at least one office. The list shows only offices with complete agency data. If the list is empty, return to step 2.
  6. Save the company.

If your account holds one company only, the Settings → Integrations page shows the credential fields directly. That page shows the linked offices as read-only labels. To change which offices are linked, select Edit in Companies →, or Set up in Companies → when no office is linked, and edit the company there.

4. Prepare a report

  1. Open the reservation. The reservation needs at least one driver.
  2. Find the Ca.R.G.O.S. card and select Send contract to Ca.R.G.O.S.
  3. Review all three tabs:
    • Contract info — contract number and dates, payment type, office, pickup and return details;
    • Vehicle info — vehicle type, make, model, registration plate and colour;
    • Client info — renter, identity document, driving licence, address, citizenship and contact details.
  4. Correct missing or inaccurate information before you continue.

Toprent pre-fills available values from the reservation. Auto-filled information is not guaranteed to be complete or correct. Review every tab.

5. Check before sending

On the Client info tab, select Test cargos.

The check sends the report to the live Ca.R.G.O.S. validation service. The check does not mark the contract as officially reported. If Ca.R.G.O.S. returns an error, correct the indicated information and run the check again.

Run Test cargos again after every edit on the Client info tab. A successful check unlocks the Send cargos button, and the button stays unlocked when you change a field on that tab. Toprent does not re-check the edited values for you. Without a new check, you can submit data that Ca.R.G.O.S. has never validated.

An edit on the Contract info tab or the Vehicle info tab clears the check and the accepted terms. Toprent locks Send cargos again, so those edits always need a new check.

6. Send the report

  1. Read and accept the Ca.R.G.O.S. terms of use.
  2. Select Send cargos.
  3. Wait for the Report sent successfully confirmation.

Accept the terms of use for every submission. Toprent does not remember your acceptance. The checkbox is empty again each time you open a report, and each time you return from another tab.

After a successful submission:

  • the reservation button changes to Contract was sent to Ca.R.G.O.S.;
  • selecting that button opens the stored report in Toprent;
  • the report can be viewed later, but there is no CARGOS file download or export.

Treat Send cargos as final. Check all information before you send. If an accepted report must be corrected, follow the procedure provided by the competent authority or contact Toprent support.

Common problems

The Ca.R.G.O.S. integration is not visible

Check that the default company’s address is in Italy.

The list shows only offices with complete Ca.R.G.O.S. agency data. Complete the agency data of the office, as described in step 2, and open the list again.

The reservation says that credentials are missing

Check the username, password and API key for the company that owns the reservation. Also confirm that at least one office is linked and has complete Ca.R.G.O.S. agency data.

The reservation says that a driver is missing

Add at least one driver to the reservation, save it and open the Ca.R.G.O.S. report again.

Test cargos returns an error

Read the message returned by Ca.R.G.O.S. Correct the relevant fields and run Test cargos again. Contact Toprent support if the error persists.

Every submission fails after a password change

Enter the new Ca.R.G.O.S. password in Toprent. Follow step 3. Toprent keeps the old password until you replace it.

A list does not load, or the terms of use page shows a network error

These are temporary network failures, not configuration errors. Reload the page. If a payment type or document type list still fails, Toprent shows a built-in list of standard values, and you can continue. Contact Toprent support if the problem repeats.

Send cargos is disabled

Run Test cargos successfully and accept the terms of use. Both are required before the official submission.