Creating Your First rental

This guide walks you through the complete process of creating a new rental in CloudRent Pro, from selecting a customer to adding equipment and configuring delivery.

Overview

Creating a rental is a streamlined two-step process:

• Quick Booking Modal — Select dates, customer, and booking type

• Rental Form — Add equipment, configure delivery, and set pricing

Required vs Optional Fields

✓ Required

• Customer

• Start Date

• End Date

• At least 1 item

• Booking Type (Job/Quote)

○ Optional

• Reference / PO Number

• Customer & Internal Notes

• Delivery configuration

• Sections for organizing

• Discounts

Step 1: Quick Booking Modal

Click the New Rental button (or use the calendar icon in the header) to open the Quick Booking Modal.

Select Rental Period

Choose start date, rate type (Daily/Weekly/Monthly), and quantity. The end date calculates automatically: Start + (Rate × Qty)

Select Customer

Search existing customers or create a new one inline by entering name, email, and phone.

Choose Booking Type

Job = Confirmed & ready for dispatch. Quote = Draft for customer approval.

Continue

Click Continue to proceed to the detailed rental form.

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Tip: Toggle "Pick Date Range" to manually select both start and end dates instead of using the formula.

Step 2: Rental Form

The rental form is where you configure all the details including equipment, pricing, delivery, and notes.

Adding Equipment

Click + Add Equipment to open the Quick Add Modal:

1. Search by equipment name, category, or type

2. Select tab: Rental, Service, or Sale items

3. Adjust quantities using +/- buttons (shows real-time availability)

4. Click Add Items to add to rental

Item Types

Editing Items

Click any added item to edit:

• Quantity — Adjust within available limits

• Price Type — Hourly, Daily, Weekly, or Monthly

• Unit Price — Override the default price

• Deposit — Set per-unit deposit amount

ℹ️

Note: If you request more than available, CloudRent Pro can create a transfer request or sub-rental order.

Organizing with Sections

For complex jobs with multiple phases, use sections to organize items:

1. Click + Add Section

2. Enter section name, description, and optional date range

3. Drag items into the appropriate section

Step 3: Delivery Configuration

Delivery Type

🏪 Customer Pickup

Customer collects from your location. No delivery charges. Choose if customer returns or you collect.

🚚 Delivery

You deliver to customer's site. Optional delivery charges apply. Choose if you collect or customer returns.

Delivery Address

When delivery is selected, choose the address:

• Customer's delivery address (from profile)

• Customer's billing address

• Custom address (enter manually)

Delivery Pricing

Step 4: Pricing & Totals

Price Types

Total Calculation

Subtotal = Sum of (Unit Price × Quantity × Duration) for all items
+ Delivery = Delivery charges (if applicable)
− Discount = Fixed amount or percentage
+ Tax = (Subtotal + Delivery − Discount) × Tax Rate
= Total

Adjustments

• Tax Rate — Default 10% (configurable)

• Discount — Fixed ($) or percentage (%) with optional reason

• Deposit — Sum of all item deposits, applied on return

Rental Status Workflow

After creation, rentals progress through these statuses:

Tips for Efficient Rentals

👥 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

Organize complex multi-phase jobs with sections for clarity.

📝 Quote First

Create quotes (Draft) for customer approval before confirming.

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Pro Tip: Use the global search (Cmd/Ctrl + K) to quickly find existing rentals, customers, or equipment from anywhere in the app.