Rentals — rental management software for the Gulf
Rentals is for any business that lets customers hire something for a time: cars, tools, venues, costumes, medical devices or meeting rooms. It replaces the spreadsheet, the paper agreement and the phone call to check what is free, with prices by the hour, day or week, a planner that checks every booking against stock, a counter checklist with photos and signatures, deposits, late fees and invoices that reach Accounting. Choose your industry and the screens, prices and documents speak your trade in English and Arabic. Each rentable item is a product in your catalogue, so Rentals comes with Products & Online Store.
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141 features in 15 areas · works with 10 other modules · 10 team workflows
Full feature list
Start with your industry
Pick the kind of rental business you run and the module sets itself up in your words, with prices, deposits, checklists and agreements ready to edit.
- Eight ready-made starting points — Choose equipment and tools, cars and vehicles, property and coworking, event and party hire, fashion and costumes, medical devices, meeting rooms by the hour, or anything else. One click adds the extras, deposit rules, checklists, custom fields, Arabic and English agreements and a rate card that turns your daily price into a full price list, plus a first location if you have none. You still enter your own prices.For: Tenant admin, Rental manager
- Choosing again adds, never removes — Choosing a starting point only adds what is missing. A second one adds what the first did not, and choosing the same one again says nothing was missing. Your own words stay unless you switch on Use this industry's words, and the recommended settings replace your current values unless you switch that off.For: Tenant admin, Rental manager
- The screens speak your trade — Twelve everyday words are yours to rename, in English and Arabic with plurals: item, unit, booking, customer, pick-up, return, deposit, extras, late fee, planner, overdue and location. A car hire says Reservation and Renter, event hire says Event booking and Client, a clinic says Rental order and Patient / customer. The words reach the screens, buttons and printed documents; reminder notices keep their standard wording.For: Tenant admin, Rental manager
- Rename the booking steps — The steps of a booking are fixed so reports stay comparable, but what they are called is yours. Out with the customer can read On hire, Collected or Occupied.For: Tenant admin, Rental manager
- Recommended settings come with the starting point — Choosing a business can also set the time kept between bookings, whether a deposit is needed before hand-over, when the unit is picked, when invoices are requested and how long a late return is tolerated. The first starting point you choose also sets the late-fee rule. You can leave the settings switch off and keep your own.For: Tenant admin, Rental manager
- A getting-set-up checklist — A short list shows what is still to do: choose the business, add the first item, add units (only when something is counted one by one), set prices, add a location, check the checklists and make the first booking. Steps your role cannot see are left out.For: Tenant admin, Rental manager
- A welcome card on the home screen — Until a business is chosen, the home screen asks What do you rent out? and shows the eight starting points. People who may change the rental settings can choose one; everyone else is asked to request it from an administrator.For: Tenant admin, Rental manager
- Meter rules, extras and rate cards by trade — A vehicle start adds kilometre and fuel rules, a property start adds electricity and water, equipment adds engine hours. Each starting point also ships its own rate card, add-on extras and deposit rules in sensible amounts, all editable.For: Tenant admin, Rental manager
- Every screen in English and Arabic — Rentals screens, buttons and messages are available in English and Arabic, and each word you rename can carry an Arabic word and plural too. Reminder notices are English only.For: Tenant admin, Rental manager, Rental agent
What you rent out
Define what customers can hire, how it is counted, the rules around it and each physical piece you own.
- Items come from your product catalogue — An item is a catalogue product marked Can be rented, so its name, category and tax are kept once. The product picker lists only rentable products and can make a new one ready to rent right there instead of sending you elsewhere.For: Rental manager
- Count each piece or count by quantity — Cars, laptops and rooms are tracked one by one with a plate, serial or room number. Chairs, tables and tents are tracked by quantity, so 80 chairs can be hired out in lots without making 80 records.For: Rental manager
- Preparation and cleaning time — Keep time free before a booking for preparation and after it for cleaning, inspection or dry cleaning. The workspace has a default and each item can override it.For: Rental manager
- Shortest hire, longest hire and notice needed — Set a minimum and maximum length and how far ahead something must be booked. A booking that breaks a rule is refused with the reason in plain words.For: Rental manager
- Opening hours apply how you choose — For each item, hours can apply to the pick-up and return only (a car), to the whole booking (a room or court), or never (always bookable).For: Rental manager
- A deposit rule and two checklists per item — Point each item at the deposit rule it needs, or none, and at the checklist the counter answers at pick-up and at return. A new item starts with your industry's defaults.For: Rental manager
- Every plate, serial or room as a unit — Each unit has a unique code, a name, a condition (new, good, fair, damaged), a location, the date it was acquired and notes. Whether it is out, reserved or free is worked out from bookings and never typed in, so it cannot go stale. The unit page also shows who has it now, when it is due back and what is booked next.For: Rental manager, Rental agent
- Meter readings and service due — Record kilometres, engine hours, fuel level or any meter you name. Set a service every so many kilometres, hours or days and the unit shows how far it is from the next service and when it is due.For: Rental manager
- Block a unit for maintenance — Take a unit out of service for a period and a reason so it cannot be booked. Blocking over an existing booking is refused unless you choose to do it anyway, and putting it back in service is one click.For: Rental manager
- Retire a unit safely — A retired unit keeps its history and is never offered again, but it cannot be retired while future bookings include it.For: Rental manager
- Archive an item, keep its history — An item cannot be archived while an open booking still holds it, and the refusal says how many. Once archived it keeps its past bookings and is no longer offered for new ones. If the catalogue stops marking the product as rentable, the item page says so.For: Rental manager
- Your own questions on items, units and bookings — Add fields your business needs, such as engine size, licence class or event type, as text, number, date, yes or no, a choice or a link. Mark them required and choose whether they show on the form, in the list or both.For: Tenant admin, Rental manager
- Browse items and units like any list — Every list searches, sorts, filters, groups, pages and exports to a CSV (spreadsheet) file, and keeps its view when you refresh. A record page has previous and next buttons that follow the same list order.For: Rental manager, Rental agent
- Item price and stock at a glance — The item list and page show the cheapest plain price, how many units are ready or the quantity in stock, and a Book this button that starts a booking for that item.For: Rental manager, Rental agent
Availability, calendar and planner
Know what is free before you promise it, understand every refusal, and protect against double-booking.
- Locations with weekly opening hours — Record each branch, depot, boutique or floor with its address, short code, time zone and weekly hours, with several windows in a day if you close for lunch. Quick sets cover Monday to Friday, Sunday to Thursday and every day.For: Rental manager, Tenant admin
- Always-open locations — Switch on Always open for a key box or storage unit and out-of-hours pick-ups are allowed there. A location with no opening hours is treated as always open too.For: Rental manager, Tenant admin
- Holidays and special days — Close a location for a whole day or give it special hours for one date, for one location or for all of them. Each date is entered separately. Nobody can book a pick-up on a day you closed.For: Rental manager
- Each location keeps its own time zone — Pick-up and return times and daily prices are worked out in the location's time zone, so a hire across a daylight-saving change still costs the same number of days.For: Rental manager
- Check availability before you promise — Ask whether an item is free for given dates and quantity. The answer says how many are free, and for a refusal it names the booking, customer and time that is holding the stock or the maintenance block that is in the way.For: Rental agent, Rental manager
- Alternatives when the answer is no — When something is not free, the screen offers the same dates a day earlier or later, the next time it fits, another unit of the same item, or another item.For: Rental agent, Rental manager
- Overdue stock still blocks the next booking — A unit still out past its return time is shown as not free, with when it was due back, so the counter never promises a car that has not come back.For: Rental agent, Rental manager
- Double-booking protection in two layers — Every booking that takes stock locks that item and checks availability again at that moment, so the loser of a race is told who got there first and when it is next free. For items counted one by one, the database adds a second check, and the home screen warns administrators if that second check is not yet in place.For: Rental manager, Tenant admin
- The planner: every unit against time — See each unit or each pooled item as a row and each booking, hire in progress and maintenance block as a bar. Show a day, three days, a week, two weeks or a month, filter by item or location and see the percentage booked per row.For: Rental agent, Rental manager
- Start a booking from the planner — Click an empty stretch on a row and the new booking opens with that unit and time already filled in. The keyboard works too: arrows move between days and Enter starts a booking. Moving or stretching a booking is done on the booking itself with Move and Extend.For: Rental agent
- Turn the planner off — A workspace that does not want the planner can switch it off in Settings → Features. Its sidebar row and page disappear while bookings carry on working.For: Tenant admin
Pricing
Price by the minute, hour, day, week, month or year, with the rules real rental businesses use.
- Prices for any unit of time — A price rule says what one block costs: an hour is 40, a day is 200, a week is 1,200, a month is 4,400. Rules apply to one item, to a whole category or to everything, so you do not repeat yourself.For: Rental manager
- Tiers and long-hire discounts — Make a price apply from a number of blocks, such as 3 or more days at a lower daily rate, or cap a smaller block, such as hours up to 4 before the day price takes over.For: Rental manager
- Weekends, seasons and peak hours — Limit a rule to certain weekdays, a date range or hours of the day, or define a weekend block that starts on a chosen day and lasts a set time. A Thursday to Monday hire is priced block by block when Friday and Saturday have their own rate.For: Rental manager
- Three ways to work out a price — Choose cheapest for the customer, which mixes weeks and days and rounds up when that is cheaper; largest unit that fits, which is predictable; or the unit asked for exactly. A nine-day hire can cost 610 with the cheapest mix (1 week at 450 plus 2 days at 80) or 720 when every day is priced alone.For: Rental manager, Tenant admin
- The price in words — Every quote and booking shows how the price was built, for example 1 week x 450 + 2 days x 80 = 610, so the counter can explain it and the customer can check it.For: Rental agent, Rental manager
- Per piece or once per booking line — A price can multiply by the quantity, as for chairs, or apply once for the line, as for a flat hall hire fee.For: Rental manager
- A whole price card from one number — A rate ladder lists steps such as 3 days or more at 90 percent, weekly at 6 times, monthly at 22 times. Enter the daily price and every rule is written; change the price later and the same rules update instead of duplicating.For: Rental manager
- Price this — A tester on the Prices page prices any item for any dates and quantity without making a booking, and says which part of the window has no price when something is missing.For: Rental agent, Rental manager
- Choose the units of time you price in — Pick which lengths of time your business sells, from minutes and hours to weeks, months and years. They become the quick choices on a new booking and the units a new price can be for.For: Tenant admin, Rental manager
- Customer price lists apply on top — If a customer has a price list in your catalogue, its discount is applied to the rental price. You can override it with your own discount percentage on a booking.For: Rental agent, Rental manager
- Tax from your tax rates — Tax on rental, extras, delivery and fees comes from the tax chosen on the catalogue product or the extra, using the tax rates set up in Accounting, so a booking shows subtotal, discount, tax and total in the form your invoices will use.For: Rental manager
- The system works out every price — Quotes never take stock, and the price on a booking is worked out again by the system when you extend, move or cancel, so the total always comes from your price rules and not from what was typed on a screen.For: Rental manager
Extras, deposits, delivery and fees
Everything that is not the rental itself: add-ons, security deposits, delivery, late fees and usage charges.
- Extras the customer can add — Offer insurance, a child seat, cleaning, fuel, accessories or a damage waiver, priced as a fixed amount, per unit of time of the rental, or as a percentage of it. Limit an extra to certain items, give it its own tax and mark one as required on every booking.For: Rental manager
- Delivery and collection with a fee — A booking can be collected by the customer or delivered to an address, with a fee by zone. The delivery fee shows on its own line. A workspace that does not deliver can switch it off.For: Rental agent, Rental manager
- Deposit rules — Ask for no deposit, a fixed amount, a percentage of the rental or an amount per item, say whether it is held or charged and how many days it takes to give back. Deleting a rule an item still uses tells you how many items depend on it.For: Rental manager
- Hold the deposit or charge it — A held deposit, such as a card authorisation or cash in the drawer, is never counted as revenue. A charged deposit goes on the invoice and is refunded later by a credit. It can be taken in the new booking steps, at pick-up or from the Money tab.For: Rental manager, Rental agent
- Deposit before the item leaves — A setting makes the pick-up refuse to go ahead until the deposit the item asks for has been taken. Six of the eight starting points turn it on.For: Rental manager, Tenant admin
- Refund the deposit, keep what is owed — At the return, the screen suggests what to keep for late fees and damage and what goes back to the customer. Whenever you keep something you must say what it was for, because the customer will ask.For: Rental manager, Rental agent
- A late-fee rule with a grace period — One rule for the whole workspace: a free grace period, then an amount per hour or day late, one fixed fee, or a percentage of the rate per unit late, with an optional cap. The card restates the rule in a sentence.For: Rental manager
- Late fee shown before it is charged — A late booking shows what the fee would be if it came back now. The return screen previews the late fee, use beyond the allowance and damages, and how much of the deposit covers them and how much goes back, before you save. The fee is charged once, at the return, so Accounting never receives half a fee.For: Rental agent, Rental manager
- Charge for kilometres, hours or fuel — Define an allowance per day or in total and a price for each unit beyond it. Fuel and battery work the other way round, billing a drop below the level at pick-up with some points free. Switch it off if you do not bill meters.For: Rental manager
- Cancellation and no-show fees — When a booking is cancelled or marked a no-show you can add a fee and keep part of the deposit. The fee is charged like any other charge and anything already invoiced is credited.For: Rental manager
- Turn deposits off — A business that takes no deposits can switch the feature off in Settings → Features, and the deposit rules, the deposit actions and the deposit fields disappear.For: Tenant admin
Bookings
From a quote to a closed hire, with every step checked so nobody can do the wrong thing next.
- A four-step new booking — Choose the customer, the items and dates, the extras and delivery, then review and finish. The price and availability update as you type, so you know before you confirm. Leaving with something typed asks first.For: Rental agent, Rental manager
- Customers from your contacts, or a walk-in — Pick an existing customer from Contacts and Partners, create one on the spot if your role allows, or type a name for a walk-in whose details live only on that booking.For: Rental agent, Rental manager
- Several items on one booking — Add as many lines as the job needs, each with its own quantity and, if needed, its own dates, so the chairs can come back a day after the marquee.For: Rental agent, Rental manager
- Save as a quote, reserve or confirm — A quote holds nothing, so the customer can think it over. Reserve holds the stock without the customer's agreement. Confirm means agreed, with the charges ready to invoice and the stock held.For: Rental agent, Rental manager
- A booking that always says what comes next — The booking page offers only the actions its status allows and tells you the next step in a sentence. A booking out with the customer cannot be cancelled, only taken back first.For: Rental agent, Rental manager
- Extend a hire — Choose a later return and the system checks it against other bookings, works the price out again and tells you how many hours were added. If the booking was already invoiced, the difference becomes an adjustment charge and nothing invoiced is edited.For: Rental agent, Rental manager
- Move a hire — Choose a new pick-up and the return moves with it, keeping the same length unless you change that. Availability and price are checked again.For: Rental agent, Rental manager
- Choose the unit now or at the counter — Let the system pick a free unit when the booking is confirmed, or have the counter agent choose the physical unit that leaves. A booked unit is never offered.For: Rental agent, Rental manager
- Cancel with an optional reason and fee — Cancelling needs its own permission because it releases stock and may forfeit a deposit. It offers a reason, an optional fee and how much deposit to keep, and states that it cannot be undone.For: Rental manager
- No-show only after the pick-up time — A no-show can only be recorded once the planned pick-up time has passed, so a booking is not abandoned by mistake. A fee and a part of the deposit can be kept.For: Rental manager
- Find any booking fast — Search by booking number, customer, phone, email or notes. Quick filters show active bookings, those out now, overdue, quotes and bookings with money owed, and you can filter by status, date, due-back date or where the booking came from.For: Rental agent, Rental manager
- Booking numbers with your prefix — Numbers run in sequence such as RNT-00001 and the prefix is yours, for example CAR/26-, up to twelve characters.For: Tenant admin, Rental manager
- Contact details and notes on every booking — Keep a contact name, phone, email and notes on the booking, searchable from the list. Custom fields you define for bookings appear here too.For: Rental agent, Rental manager
- Discount percentage on a booking — Leave the discount empty to use what the customer's price list gives, or type a figure to replace it for this booking.For: Rental agent, Rental manager
- Overdue is worked out for you — A booking still out past its return time plus your grace period is shown as overdue with how late it is, and the home screen counts it. Nobody has to flag it by hand.For: Rental agent, Rental manager
Pick-up, return and inspection
The counter's work, recorded so a dispute can be settled from the page.
- Record the pick-up — Choose the unit that goes out, take the deposit if one is needed, answer the checklist and hand over. The booking becomes Out with the customer and shows when it is due back.For: Rental agent, Rental manager
- Checks that the unit is really ready — The pick-up checks the unit is in service, not in a maintenance block and not still out on someone else's overdue booking, and says which problem it found.For: Rental agent, Rental manager
- Checklists with seven kinds of question — Build pick-up and return checklists from tick boxes, numbers, lines of text, choices, meter readings, photos and customer signatures. Mark questions required, reorder them and use one list for both stages if you like.For: Rental manager, Tenant admin
- Required answers are a real gate — A required question at pick-up or return must be answered before the hand-over is saved, and the screen counts down what is still to do. The starting-point return checklists leave their yes or no questions optional, so a No new damage tick cannot block you when something is damaged. A return with no checklist of its own uses the pick-up checklist.For: Rental agent
- Customer signature on screen — The customer signs with a finger, stylus or mouse, or you type their full name when they cannot sign on screen. The signature is saved as a document in your document storage and kept with the hand-over.For: Rental agent
- Photos at pick-up and return — Take or add photos of the item's condition at both ends. They are saved as documents in your document storage, linked to the booking, so before and after can be compared.For: Rental agent
- Meter readings at both ends — Enter kilometres, hours or fuel at pick-up and return. The screen shows the last reading, flags a reading that goes backwards, and updates the unit's meters.For: Rental agent
- Record the return — Leave the time empty to mean now, or set it when logging a return that already happened. Answer the return checklist, enter meters, note the condition and take it back.For: Rental agent, Rental manager
- Damage found, line by line — Describe each damage and what the customer is charged for it, or record it at zero. Each damage with a charge appears on the invoice, and a damaged item is flagged so it can be blocked for repair.For: Rental agent, Rental manager
- Inspect later, as the workshop — An optional inspection records each unit's condition and damage nobody saw at the counter, charged to the customer when it is found.For: Rental agent, Rental manager
- Close a booking for good — Closing is final. It needs the deposit to be settled and every charge to have been sent to Accounting for invoicing, and tells you what is left if not.For: Rental agent, Rental manager
- Hand-over history on the booking — A Hand-overs tab keeps every checklist answer, photo, signature, damage, late minutes, who did it and when, for each stage.For: Rental agent, Rental manager
Charges, invoices and payments
Every amount a customer owes is a line you can see, and getting it invoiced is one step.
- Charges are an append-only list — Rental, extras, delivery, late fee, damage, meter use and manual charges each appear as a line on the booking's Money tab with its invoice state, amount paid and amount due. A correction is a new line, negative for a credit, so history is never rewritten.For: Rental manager, Rental agent
- Add a manual charge or discount — Add a charge with the kind, the wording the customer will read on the invoice and an amount, with a minus sign for a discount. It joins the next invoice.For: Rental manager
- Ask Accounting to invoice — One button sends everything not yet invoiced to Accounting, which drafts a receivable for a person to issue. Asking twice sends the same request, so nothing is duplicated, and a resend button covers a request Accounting did not answer.For: Rental manager
- A credit note when the money goes back — Negative charges, such as a refunded deposit or a booking shortened after invoicing, reach Accounting as a credit note against the booking's invoice rather than as a negative line.For: Rental manager
- Choose when money is requested — Request it as soon as a booking is confirmed, when the item comes back (the default, and automatic at the return), or every period for long rentals.For: Tenant admin, Rental manager
- Long rentals invoice every period — For a month-by-month lease or a long hire, the first period is requested at the start and each later period when it falls due, by the scheduled check. Choose weekly, fortnightly, monthly or every three months.For: Rental manager
- Paid and still owed on the booking — When a customer pays the invoice in Accounting, the booking's paid amount and balance move by themselves. Part payments move it by the part, oldest charge first, and a payment delivered twice changes nothing.For: Rental manager, Accountant
- A voided invoice reopens the charges — If the invoice Accounting drafted for a request is voided, the charges it covered go back to not yet invoiced so they can be invoiced again.For: Rental manager
- Price changes after invoicing are adjustments — Extending, moving or cancelling a booking that has been invoiced adds an adjustment line for the difference. Nothing already requested is rewritten.For: Rental manager
- Deposit state on the booking — The Money tab shows what was asked for, what was taken and what was given back, with a held deposit never counted as revenue. A booking with a held or charged deposit cannot be closed until it is settled.For: Rental manager, Rental agent
- Money owed list — A quick filter on the bookings list shows bookings that are not fully paid, so the end-of-day chase is one click.For: Rental manager
- Jump to invoices in Accounting — For people who may read invoices in Accounting, a link on the Money tab opens the invoices list in Accounting.For: Rental manager
Agreements and printed documents
The paper the customer signs and keeps, in English and Arabic, from layouts you control.
- Four printable rental documents — Open any of four documents from a booking, choose the language and layout and print it or save it as a PDF. Each is filled from that booking: customer, items, dates, prices, deposit, hand-over checklists, meters and damages.For: Rental agent, Rental manager
- Arabic documents that read right to left — Choose Arabic and the page is laid out right to left with your Arabic words for item, booking, deposit and the rest. Every starting point ships an Arabic agreement; the delivery note, return receipt and invoice note start in English, and you can add Arabic layouts of your own.For: Rental agent, Rental manager
- Edit the layouts yourself — Write the text once with placeholders such as the booking number or customer name in double braces and they are filled from each booking. A value missing from a booking is left empty, an unclosed placeholder is flagged, and the preview uses a sample booking.For: Tenant admin, Rental manager
- One default layout per kind and language — Keep several layouts, for example one for corporate customers, and mark one as the default for each document kind and language.For: Rental manager
- Print or save as PDF from the browser — Documents render as a finished page you print or save as PDF on the spot. Nothing is stored on the server, so there is no stale copy to supersede.For: Rental agent
Dashboard and reports
See what is happening today and how well your stock earns.
- A home screen that acts — Tiles show out now, due back today, overdue, pick-ups today, free now, in maintenance, and utilisation and revenue for 30 days. Each tile opens the list it counts, and a Coming up panel shows the next two days.For: Rental agent, Rental manager
- Utilisation — Hired time as a share of the time it could have been, by item, category or location, with the bookings and revenue behind each. It shows which stock earns and which sits idle.For: Rental manager
- Revenue — Revenue by day, week or month and by kind of charge, before tax and without deposits, for bookings that started in the period and were confirmed.For: Rental manager
- Late returns — See what was due, what came back and how late, to find the customers and items that cost you time.For: Rental manager
- Damage — Damage charged per booking and per unit, to find the items that wear fastest and the customers who return them worst.For: Rental manager
- Pick your period, up to a year — Choose the last 7, 30 or 90 days, this month, last month or exact dates, up to a year at a time.For: Rental manager
- Report tables export to CSV — The utilisation, late-returns and damage tables can be exported to a CSV (spreadsheet) file, and revenue shows a by-period list beside its chart.For: Rental manager
- Home screen figures use the report method — The home screen's 30-day utilisation and revenue are worked out the same way as the reports, so the two should show the same figures for the same dates.For: Rental manager
Reminders and scheduled work
Things that must happen because time passed, handled without anyone remembering.
- A check that runs every 15 minutes — A scheduled check covers every workspace that holds Rentals. It sends the notices below, raises the later invoices of long rentals, resends unanswered invoice requests and adds the database's second double-booking check once it can. Each notice is marked as sent before it goes out, so running the check twice sends nothing twice.For: Rental manager
- Pick-up due — Staff who hand items over are told in the app when a reserved or confirmed booking is due to leave within a day, so the item is ready.For: Rental agent, Rental manager
- Due back today — Counter staff are told in the app which bookings are due back that day in the location's time zone.For: Rental agent, Rental manager
- Overdue — When an item is still out past its return time plus your grace, counter staff and the people who handle invoices are told in the app and by email, with the late fee that would apply.For: Rental agent, Rental manager
- Damage reported — When a return records damage, the people who invoice and the people who manage units are told in the app and by email.For: Rental manager
- Booking cancelled — People who write bookings are told in the app when a booking is cancelled or marked a no-show, so the items can be offered to someone else.For: Rental agent, Rental manager
- Service due — When a unit's meter has grown by its service interval or its days have passed, unit managers are told in the app and by email, once per service.For: Rental manager
- Quiet notices for the rest — Confirmed, picked up, returned and closed are written as quiet notices you can switch on per channel in the notification settings, so your team chooses how chatty it is. Notices go to your own team; the customer is not messaged.For: Tenant admin
- Missed notices are sent again — A notice or invoice request that could not be delivered is tried again on the next run, and an invoice request that Accounting has not answered for six hours is sent again under the same reference, for up to a week.For: Rental manager
Connected to the rest of the business
Rentals reuses your customers, products, tax rates, stock and ledger instead of keeping second copies.
- One customer record — The customer on a booking is the same contact used in sales, support and accounting, found by name and kept up to date when it changes. If two contacts are merged, the loser's bookings move to the surviving contact. A walk-in is the only exception, kept on the booking.For: Rental agent, Rental manager
- One product catalogue — Rental products are catalogue products, so a change of name or an archived product flows to Rentals and flags the item.For: Rental manager
- Stock follows the counter — Picking up a hire moves the stock it names to a Rented out location in the warehouse, and returning it moves it back. Items counted by quantity move when the catalogue product has a stocked item in Inventory. A unit counted one by one moves only when it is linked to an Inventory serial number, which today is set through the Copilot or the API, not on a screen. It is a transfer, so nothing posts to the ledger and the asset stays on your books.For: Rental agent
- An accepted quote becomes a booking — When a sales quote with rental lines that carry a pick-up and return date is accepted, one booking is made from its dates and prices: reserved if the stock is free, otherwise a quote booking whose notes say why. An accepted quote is never dropped. The quote screen has no date boxes for rental lines yet, so the dates must arrive with the quote line from the API or an integration.For: Sales rep, Rental agent
- Book from your website — Customers can check availability, get a price and send a booking request from your online store. The request becomes a reserved booking when the stock is free, otherwise a quote booking that says why. Off until a workspace switches it on.For: Tenant admin, Rental agent
- Messages and activities on a record — Bookings, items and units carry the same discussion and activity panel as the rest of the suite, so a note or a follow-up lives with the record.For: Rental agent, Rental manager
- Works without Accounting or Inventory — A workspace without Accounting uses the booking page as its billing record, charges stay requested and no tax rates are available; one without Inventory simply sees no stock movements.For: Tenant admin
Roles, settings and audit
Control who can do what, which parts are on, and what changed.
- Three roles that match the desk — A Rental manager owns the whole module, a Rental agent runs the counter, and a Tenant admin can do everything. The agent can book, hand over, take and return deposits and read items, units and prices, but cannot change them, cancel, add charges, request invoices or change settings.For: Tenant admin
- Fourteen permissions you can mix — Separate permissions cover reading and editing items, units and prices, bookings, cancelling, hand-overs, deposits, invoices, reports and settings, so you can build your own role. Deposits have their own narrow permission so a counter agent can take one without being able to invoice.For: Tenant admin
- Buttons hidden, and refused anyway — Screens hide what you may not do and the server refuses it too, with a clear message and not a silent failure.For: Tenant admin
- Six switches for parts of Rentals — The planner, deposits, delivery, meter billing and online booking each have a switch, changed in Settings → Features and shown on the Rentals settings page. The switch for the whole module is the platform operator's. A switch needs both your setting and the platform's to be on.For: Tenant admin
- One settings page — Choose how prices are worked out, the time kept between bookings, the booking number prefix, whether a deposit is needed before hand-over, when the unit is chosen, how late counts as late, when invoices are requested, the first day of the week and the units of time you price in. Everything saves together or not at all.For: Tenant admin, Rental manager
- Who changed what and when — Bookings, items and units have a History tab showing each field's old and new value, who changed it and when. Creating a booking, changing a customer's contact details or delivery address, and each pick-up and return are also written to the audit log naming the customer it concerns.For: Tenant admin, Rental manager
- Hide the app from the launcher — An administrator can hide the Rentals tile from the launcher without removing the licence.For: Tenant admin
- Your records stay in your own database — Rentals records are kept in your workspace's own database, not in tables shared with other companies.For: Tenant admin
AI Copilot
Ask for what you need in plain language and let the Copilot do the clicking.
- More than ninety rental tools for the Copilot — The Copilot can find availability, price a hire, list and open bookings, read reports, and, with your approval, create, confirm, extend, move or cancel bookings, record pick-ups and returns, take deposits and set up items, units, prices and checklists.For: Rental agent, Rental manager
- A Rentals expert that speaks your words — When a question is about rentals the Copilot loads a Rentals expert that knows your own words for item, unit and booking, so you can ask about hires, reservations or events and be understood.For: Rental agent, Rental manager
- Reads run at once, changes ask first — Questions such as what is due back today or what is overdue run immediately, while anything that changes a booking, a price or money shows a card for you to approve.For: Rental agent, Rental manager
- Plug in other assistants — The same tools are offered to outside assistants through the platform's agent connection, each with the narrowest permission its action needs, so an agent connection can do no more than the person it works for.For: Tenant admin
- Name the unit when handing over by Copilot — When the unit is chosen at the counter, the Copilot or an outside assistant should name the unit for each line when recording a pick-up, because leaving it blank can be refused. The pick-up screen does this for you.For: Rental agent
- Set the business up by asking — Ask the Copilot to apply a starting point, rename a word, add a price rule or a late-fee rule, and it makes the same changes the setup screens would, with your approval.For: Tenant admin, Rental manager
- Run the scheduled check on request — Ask the Copilot to run the scheduled check now, for example before a morning meeting, to send due notices and raise any invoices that have come due.For: Rental manager
Learn it in the app
A guided tour inside Rentals teaches the work by having you do it.
- Hands-on guided tour — 4 short chapters (Set up what you rent; Take a booking; Hand over and take back; Plan, report and tailor) that start by themselves the first time you open Rentals. Each step waits for you to really do it, such as opening a list or saving a first record, and any chapter can be paused, resumed or replayed from the last row of the Rentals menu or from Tours in the account menu.For: Tenant admin, Rental manager, Rental agent, Accountant, Sales rep
Works with other modules
Rental charges become invoices and payments come backRentals send the charges of a booking to Accounting, which drafts an invoice, or a credit note for money going back, and tells Rentals the invoice it drafted, then each payment, and if the invoice is voided. Accounting's tax rates also reach Rentals so prices carry the right tax.An accepted quote with rental lines becomes a bookingWhen a quote that has rental lines with a pick-up and return date is accepted, the customer, dates, quantities and the agreed prices reach Rentals, which makes one booking for the quote.Rental products and website booking requestsRentals reads rental products, categories and customer price lists from the catalogue. A booking request made on your online store becomes one booking, reserved if the item is free for the dates, otherwise a quote booking that says why.Rented items leave the shelf count, not your booksA pick-up moves the stock the booking names to a Rented out location in the warehouse, and the return moves it back, as a transfer that posts nothing to the ledger.Rental lines of a quote go to Rentals, not the sales orderWhen a quote mixes goods and rentals and you hold Rentals, the sales order carries only the goods and the rental lines are left for Rentals to pick up. A quote with only rental lines makes no sales order.Rental reminders reach the right peopleRentals send ten kinds of notice to your own staff by role: pick-up due, due back today, overdue, damage reported, cancelled, service due, and four quiet ones for confirmed, picked up, returned and closed.One customer record across the businessThe customer on a booking is a contact from Contacts and Partners, kept in step when its name or details change, and a merged contact's bookings move to the contact that survives. A walk-in is typed on the booking and creates no contact.Photos and signatures are saved as documentsPhotos of an item's condition and the customer's drawn signature are uploaded to your document storage, and the booking's hand-over keeps the link.Discussion and follow-ups on a rental recordNotes, followers and scheduled activities on a booking, item or unit are kept in the shared messages and activities panel, and changes to the record are listed there too.Ask what is available and manage bookings by conversationThe Copilot finds availability and, after confirmation, creates, confirms, extends, closes or cancels bookings and charges deposits.
Done by more than one person
The counter books and hands over, the manager takes it back and closes itDamage at the return is charged and the deposit is settledOnly a manager cancels, with an optional fee and part of the depositAn overdue hire is chased and settledThe manager asks for the invoice, the accountant issues it, the customer paysA website booking request is confirmed by the counterA unit due for service is taken off the calendarTwo agents go for the last unitThe administrator chooses the business, the manager fills it, the counter starts bookingA long rental is invoiced every period
What each role gets
- Rental agent — Works the counter: checks what is free on the planner, books the customer, reserves, confirms, extends or moves a booking and picks the unit that goes out. Records the pick-up and the return with the checklist, meter readings, photos and the customer's signature, notes any damage with its charge, takes the deposit and gives it back, then closes the booking. Prices, items, settings, cancellations, no-shows, extra charges and asking Accounting to invoice stay with the rental manager, so the counter cannot change what the business charges.
- Rental manager — Owns the rental desk end to end: the items and units, maintenance blocks, price rules and rate ladders, extras, deposit rules and the late fee. Does everything the counter does and also cancels a booking or marks a no-show, adds a manual charge or discount and asks Accounting to invoice. Sets up locations and opening hours, checklists, agreement layouts and custom fields, and reads utilisation, revenue, late-return and damage reports to see how hard the stock is working.
- Tenant admin — Chooses the kind of rental business, one of eight starting points that sets up prices, extras, deposit rules, checklists and an English and Arabic agreement, and decides what the screens call things, such as Vehicle and Reservation for a car rental. Switches the planner, deposits, delivery and meter billing on or off, sets the workspace rules for pricing, booking numbers and invoicing, and gives each person the Rental manager or Rental agent role. Holds every rental permission, so they can step in at the desk when needed.
Frequently asked questions
Does it support Arabic agreements and right-to-left documents?
Yes. Agreement, delivery note, return receipt and invoice note can be printed in English or Arabic, and the Arabic page lays out right to left with your Arabic words for item, booking and deposit. Every industry starting point ships an Arabic agreement; the other three documents start in English and you can add Arabic layouts. Rentals screens are available in Arabic. Reminder notices are in English only.
Can I rent cars, equipment, rooms or party items with the same software?
Yes. Rentals is one engine with eight starting points: equipment, vehicles, property and coworking, event and party hire, fashion and costumes, medical devices, meeting rooms by the hour and a general one. Each starts with its own prices, deposits, checklists and wording, all editable.
How does it stop two customers booking the same car?
Every booking that takes stock locks that item and checks availability again before saving, so the second person is told who got there first and when it is next free. For items counted one by one, a second check in the database backs this up, and the home screen warns administrators if it is not active yet.
Can I take and refund a security deposit?
Yes. A deposit can be held (card authorisation or cash, never revenue) or charged on the invoice, required before hand-over, and given back at the return minus what you keep for late fees or damage. A booking with an unsettled deposit cannot be closed.
Does it issue e-invoices or ZATCA invoices for rentals?
Rentals asks Accounting for a draft invoice, or a credit note when money goes back, and a person issues it. The e-invoicing steps a country needs are Accounting's, where your workspace has them switched on.
Can customers book online?
Yes, through your online store, when you switch online booking on in Rentals. A request becomes a reserved booking if the item is free, otherwise a quote booking that says why. It is off until you turn it on, and the counter still confirms and takes the deposit.
Does it message the customer when a return is due or late?
Not yet. Reminders go to your own team, in the app and by email for the important ones. The customer is not messaged by Rentals, so your counter phones or messages them.
Do I need Accounting and Inventory too?
No. Each rentable item is a product in your catalogue, so you need Products & Online Store; Contacts, documents and activities are part of every workspace. Without Accounting the booking page is your billing record and no tax rates are available, and without Inventory no stock movements happen. With them, invoices and the Rented out stock position follow the counter by themselves.
Can I price by the hour and by the week for the same item?
Yes. Set a price for each unit of time, with tiers, weekdays, seasons and peak hours, and choose whether the system finds the cheapest mix for the customer. Every quote shows how the price was built.
Can I call a booking a reservation and a unit a vehicle?
Yes. Twelve everyday words, such as item, unit, booking, customer, pick-up and return, can be renamed in English and Arabic, and so can the names of the booking steps. The words show on screens, buttons and printed documents. Reminder notices keep their standard wording.
Can the customer sign on the counter tablet?
Yes. The customer signs with a finger, stylus or mouse, or you type their full name. The signature and any photos are saved as documents in your document storage, so that storage has to be set up first.
Can I rent 80 chairs without 80 records?
Yes. An item can be counted by quantity, so 80 chairs are one item that can be hired out in lots. Cars, laptops and rooms are counted one by one with a plate, serial or room number.
Part of one platform
Rentals is one of 59 apps (36 business apps and 23 ISO standards) that share the same sign-in, the same people, the same customers and the same AI copilot. See all apps or how Tarleaks ERP compares with Odoo, ERPNext and Zoho.