Rental
The module for renting and hiring out: booking for the dates you need, handover and return with the condition recorded, deposits, an availability calendar and a contract. It fits tool and machinery hire, equipment and space rental, bicycles and sports gear.
What is included
Core components
- Scheduling — the availability calendar, bookings by interval, the waitlist.
- Rentals — handover and return of a unit, deposits, the rental board and housekeeping.
- Clients — who took what, how it ended, deposits and debts.
Optional components
- Point of sale — payment for a rental and a deposit.
- Inventory — supplies and spare parts for the fleet.
- Deals — long rentals with approvals and stages.
- Payroll — a percentage for an employee on a handover.
- Finance — expenses, profit and customer debts.
Catalog, reports, calendar, messenger, integrations and the AI assistant are available right away.
How a rental goes
- Booking. The customer books a unit for dates — by phone, through an employee or themselves through a public link. The calendar will not give away a taken slot.
- Handover. The condition and the deposit are recorded, and the unit is marked as out and leaves the free list.
- The rental period. If the customer does not bring it back in time, the unit appears among the overdue and you can see who to call.
- Return. Completeness and condition are checked and the deposit is returned. On damage part of the deposit is retained. If the unit comes back late, the price is recalculated for the time actually used.
- Documents. A handover act is printed with the details of both parties and the condition of the property.
One unit is handed over once: even if two employees press the button at the same time, it will not go to two customers.
The deposit
| Moment | What happens |
|---|---|
| Handover | The deposit is recorded on the booking and visible in its card |
| Return without remarks | The deposit is returned in full |
| Return with damage | Part of the amount is retained |
| Accounting for a retention | The amount goes into other income as a separate line |
This split matters for reports: mixing retentions with rental income makes the fleet look more profitable than it is, and the decision to "buy five more" gets made on the wrong numbers.
Preparation between customers
For rooms and equipment that need preparing, a state is kept: dirty → being cleaned → clean. A cleaning task is created after a return, and a free but unprepared unit is shown separately.
Availability and external marketplaces
If you rent by the day and also list on booking marketplaces, availability is synchronised through a subscription link: outside bookings appear in your calendar and yours go out. Repeated synchronisation creates no duplicates.
Your availability can also go into an employee's personal calendar — the subscription shows intervals without customer names.
What to set up after connecting
- The fleet — add what you hire out: tools, machinery, spaces. Every unit is booked separately.
- Rates — hour, day, weekend, long rental: the price follows the duration.
- Deposits — the default amount and the retention rules.
- Public booking — turn the link on and pick which fields to ask the customer for.
- Contract and act — check the print templates, they are created when the module is connected.
What to look at in reports
- Fleet utilisation: which units sit idle and which are always out.
- Revenue per unit — the payback of a specific tool.
- Overdue returns and retained deposits.
- Returning customers and the average rental length.
Frequently asked
The customer extends the rental. The booking is extended if the next date is free. The system shows the nearest booking so you do not promise too much.
What about seasonality? The availability calendar and the waitlist help at peak: a customer joins the queue and is notified when a unit frees up.
Can a fleet unit be sold? Yes, through the POS as an ordinary product. After the sale, take it out of the fleet so it stops appearing in bookings.
In short
- Every fleet unit is booked, handed over and returned separately.
- A deposit has its own state, and a retention becomes other income.
- A late return recalculates the price for the time actually used.
- A returned unit goes into the cleaning queue and is handed out again after preparation.
Similar modules
- Rental with servicing and repair of the fleet — add Service and repair.
- Renting halls for events with a menu and an estimate — Events and catering.
- Packages of visits rather than objects — Fitness and sports.