Service rental products¶
The Rental app is a comprehensive tool that enables users to manage the scheduling, pricing, and inventory for both physical goods (products) and non-physical goods (services) within a single platform.
This flexibility allows for combining products and services like bike rentals with guided tours, or booking a studio with a photographer.
This document covers how to configure a rental service to automatically sync with staff shifts, track time sheet hours, and set up and link project tasks based on a rental order.
Settings¶
To configure default settings on rental products, navigate to .
In the Rental section, under the Default Delay Costs subsection, fill in the Apply after field.
Note
For finer control, configure the costs of late returns for the Per Hour and Per Day fields at the product level. If the defaults apply to all products, leave the Product field blank.
In the Default Padding Time section, fill in the Padding field.
Next, enable Rental Transfers. In the Rent Online section, fill in the Minimal Rental Duration field and designate Unavailability days. Click Save to apply the changes.
App integration configuration¶
The following apps are essential for workflow efficiency and automation when creating a service product and rental order:
Sales app: Enables the use of online payments and utilizes quotation templates within the Rental app.
Sign app: Allows for the upload and customization of different rental and service agreements. These documents are used to facilitate the Request Signature feature.
Project and Planning apps: Integrate with the Rental app to automatically match purchased products and services with employees based on availability.
Rental services¶
To view all products that can be rented in the database, navigate to . By default, the Rental filter appears in the search bar, and the view is Kanban. Remove the filter, then click the search bar. From the preset filters, select Services. All the configured services appear.
Each Kanban card displays the name and rental price of the service.
Create a new service product¶
Important
The Project and the Sales apps must be installed for the following options to be available:
Create on Order
Project Template
Invoicing Policy
Project & Task
Ticking the Sales checkbox displays the Create on Order and Invoicing Policy.
To set up a new rental service, go to the and then click New. In the new product window, the Rental checkbox is already ticked by default.
Tick the Sales checkbox. Select the Product Type as a Service. In the Create on Order drop-down menu, select Project & Task. In the Invoicing Policy drop-down menu, select Based on Timesheets.
Tick the Plan Services checkbox and either create a new role or select a pre-existing one. To create a new role, type in the name of the role in the blank field and click Create and edit that appears.
In the Create Planning Role pop-up window, enter the role’s name. Select an option for the Services and Resources, and click Save.
Configure rental price¶
Click the Rental prices tab and in the Pricing section, click Add a price to enter a new rental rate. Choose a pricing period (the unit of duration of the rental) in the Period column, or create a new pricing period by typing in the name and clicking Create and edit.
Tip
Customize rental rate time periods by navigating to .
Next, enter the Price for that specific Period. To apply the configured rental rate to an existing pricelist, click in the Pricelist column and select the desired list from the drop-down menu.
In the Reservations section, fill in the Hourly Fine, Daily Fine, and the Reserve product time. These values are automatically populated from the Default Delay Costs section, provided they have been configured in the .
Click the (Save manually) icon near the top to save.
Example
A photography studio rents out its photographers on an hourly and daily basis. They want to add a new four hour package for $750.
All reservations require 24-hour notice to reserve a photographer, but they do not charge a fine if the reservations go over the agreed time. Instead, they default to their hourly fee.
Create a new pricing period by navigating to . Click New and configure the period for four hours.
Navigate to the Photographer service product and in the Rental prices tab, add the four hour period set at $750. Manually save to apply changes.
Pickup products¶
When time is entered on the Timesheets tab of an associated task, the rental order status automatically changes to Picked-up. This happens even if time is entered before the physical product ordered with the service is picked up.
If a product is rented alongside a service, it is advised to pick it up before entering time on the associated task. The Pickup button is still available on the rental order if time is entered before picking up the product.
When a customer picks up the product, navigate to the appropriate rental order, click Pickup, and then click Validate in the Validate a pickup pop-up form that appears.
Doing so places a Picked-up status banner on the rental order.
Return products¶
Regardless if there is a product rented along with a service, the service or product must be returned on the rental order.
When a customer returns the products or when the service has been completed, navigate to the appropriate rental order and click Return. Validate the return by clicking Validate in the Validate a return pop-up form that appears.
Doing so places a Returned status banner on the rental order.
Example
The photography studio had a customer who wanted to rent one of their photographers and banner decorations for a home photo shoot. The booking was for two hours.
On the Validate a return form the rental order, the banner line item matches number of banners picked up and the photographer line item matches the number of hours submitted on the Timesheets tab on the related task.
