Creating a Rental
Creating a rental is the core workflow in CloudRent Pro. This guide walks you through the complete process — from selecting a customer to adding equipment, setting dates, and configuring delivery options.
Two Ways to Create a Rental
CloudRent Pro offers two methods for creating rentals:
Method |
Best For |
|---|---|
Quick Booking Modal |
Simple rentals, phone bookings, frequent customers |
Full Rental Form |
Complex multi-item rentals, detailed configuration |
Quick Booking Modal
Click "New Rental" from the dashboard or sidebar
Select or create a customer
Set start and end dates
Add equipment items
Click "Create Rental"
The quick modal captures essentials fast. You can always add more details after creation.
Full Rental Form
For more control, use the full rental form by clicking "Advanced" in the quick modal or navigating to Rentals → New Rental (Full Form).
Required vs Optional Fields
✓ Required
Customer — Who is renting the equipment
Start Date — When the rental begins
End Date — Expected return date
At least one equipment item
○ Optional
Reference / PO Number — Customer's purchase order
Site Address — Delivery location if different from customer address
Site Contact — On-site contact person
Internal Notes — Staff-only notes
Customer Notes — Notes visible to customer
Delivery Method — Pickup, delivery, or courier
Step 1: Select Customer
Search for an existing customer by name, email, or phone
Or click "New Customer" to create one on the fly
Customer details auto-populate including addresses and payment terms
💡
Tip: Pre-enter regular customers with their delivery addresses saved. This speeds up repeat bookings significantly.
Step 2: Set Dates
Click the Start Date field
Select the date from the calendar picker
Repeat for End Date
The rental duration automatically calculates and displays the day count.
ℹ️
Note: Toggle "Pick Date Range" to select both dates by clicking start and end on the same calendar view.
Step 3: Add Equipment
Click "Add Items"
Search by equipment name, category, or SKU
Filter by tab: Rental, Service, or Sale items
Check availability — green means available for your dates
Adjust quantities using +/- buttons
Click "Add Items" to add to the rental
Pricing automatically calculates based on your equipment rates and rental duration.
Adjusting Line Items
After adding items, you can:
Change quantity — Click the quantity field
Override price — Click the price to enter a custom rate
Add discount — Apply percentage or fixed discount per item
Remove item — Click the X to remove from rental
Step 4: Configure Delivery
Option |
Description |
|---|---|
Customer Pickup |
Customer collects from your yard |
Delivery |
You deliver to customer's site |
Courier |
Third-party courier handles transport |
For deliveries, enter or select the site address. Delivery charges can be added as a separate line item.
Step 5: Review and Save
Review the summary — Items, dates, and total
Set the status — Quote, Reserved, or Active
Click "Create Rental"
Total Calculation
Equipment × Days = Subtotal
+ Delivery Charges
− Discount (if any)
+ GST (10%)
= Total
After Creating
Once created, you can:
Send a quote — Email the quote to the customer
Generate a contract — Create a rental agreement for signing
Schedule delivery — Create logistics jobs
Create an invoice — Bill the customer
Tips for Efficient Booking
👥 Pre-enter Customers
Add customer profiles with delivery addresses to speed up repeat bookings.
💰 Set Default Pricing
Configure pricing tiers in equipment master to avoid manual overrides.
📂 Use Sections
Organise complex multi-phase jobs with sections for clarity.
📝 Quote First
Create quotes (Draft status) for customer approval before confirming the booking.
⚠️
Warning: If you request more equipment than available, CloudRent Pro will warn you. You can proceed but should resolve the conflict before dispatch.