Creating Inventory Items

This guide walks you through adding equipment, services, sale items, kits, and subrent items to your CloudRent Pro inventory.

Getting Started

Navigate to Inventory from the sidebar, then click the Add Equipment button in the top right corner.

Step 1: Choose Item Type

Select the type of item you want to create:

Step 2: Basic Information

Fill in the essential details about your item.

Required Fields

• Name - The item name shown on quotes and invoices (e.g., "20T Excavator")

• Category - Select from your predefined categories (or create new ones in Settings)

• Description - Optional details about the item, shown on documents

Rental Equipment Only

• Quantity Owned - How many of this item you have in stock

• Serial Numbers - For serialised items, enter one serial number per line. The quantity updates automatically based on the number of serials entered.

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Step 3: Identification

SKU (Stock Keeping Unit)

Your unique internal code for this item.

• Auto-generate - Click the magic wand icon to generate a SKU based on the item name

• Manual entry - Enter your own SKU code

• Leave blank - SKU is optional

Barcode

• Enter an existing barcode number if the item has one

• Used for barcode scanning during stocktake or pickup

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Step 4: Pricing

Pricing options vary by item type.

Rental Equipment Pricing

Field	Description
Daily Rate	Standard rate per day
Weekly Rate	Rate for 7-day rentals (typically discounted)
Monthly Rate	Rate for 28/30-day rentals
Minimum Charge	Minimum amount regardless of rental duration

Tiered Pricing (Optional)

Enable tiered pricing to offer volume discounts:

Days	Rate Per Day
1-6 days	$150/day
7-13 days	$130/day
14+ days	$100/day

Click Add Tier to create pricing tiers. Each tier specifies:

• From Day - Starting day for this tier

• To Day - Ending day (leave blank for "and beyond")

• Daily Rate - Rate per day for this tier

Customer Tier Pricing (Optional)

Set different rates for customer categories (e.g., trade accounts, VIP customers):

1. First, create customer tiers in Settings > Customer Tiers

2. Then assign tier-specific pricing to equipment

Service Item Pricing

Field	Description
Rate Type	Hourly, Fixed, or Per KM
Rate	The charge amount
Minimum Charge	Minimum amount charged

Sale Item Pricing

Field	Description
Sell Price	Price per unit
Cost Price	Your cost (for profit tracking)
Unit of Measure	Each, Box, Litre, Metre, etc.

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Step 5: Usage Tracking (Rental Equipment Only)

Track equipment usage for maintenance scheduling and billing.

Tracking Type	Description	Example
Hours	Track operating hours	Generators, compressors
Kilometres	Track distance travelled	Vehicles, trailers
Miles	Track distance (imperial)	US equipment
Cycles	Track usage cycles	Lifts, pumps

When enabled:

• Current Reading - Enter the current meter/odometer reading

• Next Service - Set the reading when next service is due

• Charge per Unit - Optional charge for usage (e.g., $0.50/km over allowance)

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Step 6: Inspection Forms (Rental Equipment Only)

Link inspection checklists to this item for pickup/return processes.

1. Select from your existing inspection templates

2. Multiple forms can be assigned to one item

3. Forms appear during the precheck and postcheck workflows

Tip: Create inspection templates in Settings > Inspection Forms first.

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Step 7: Images

Adding Images

• Click Upload Images or drag and drop files

• Supported formats: JPG, PNG, WebP

• Maximum file size: 10MB per image

• Multiple images can be uploaded

Image Options

• Set as Primary - Click the star icon to set the main display image

• Remove Background - AI-powered background removal (ideal for product shots)

• Delete - Remove an image

Tips for Good Images

• Use well-lit photos with neutral backgrounds

• Include multiple angles (front, side, controls)

• Show scale reference where helpful

• Use background removal for a professional look

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Step 8: Save

Click Save Equipment to create the item.

It will immediately be available for:

• Adding to quotes and rentals

• Availability checking

• Stocktake and inventory reports

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Item Type Specifics

Creating a Kit

Kits bundle multiple items together.



1. Select Kit as the item type

2. Fill in basic information and pricing

3. In the Kit Contents section, search and add component items

4. Set the quantity of each component included in the kit

When a kit is rented:

• All component items are reserved automatically

• Availability is based on the lowest-availability component

• Pricing can be set for the kit or inherit from components

Creating a Subrent Item

For equipment you source from other suppliers.



1. Select Subrent as the item type

2. Fill in basic information

3. In the Supplier section:

   • Select the supplier (create in Settings > Suppliers first)

   • Enter your cost from the supplier

   • Set your sell rate

Subrent items:

• Don't affect your owned inventory counts

• Track supplier costs vs your revenue

• Can have different availability rules

Common Questions

How do I bulk import equipment?

Use Settings > Import/Export > Import Equipment to upload a CSV file with multiple items.

Can I duplicate an existing item?

Yes. Open any item, click the ... menu, and select Duplicate. This creates a copy with all settings that you can modify.

How do I set up category-based pricing?

Categories can have default pricing rules. Go to Settings > Categories and edit a category to set default rates. New items in that category will inherit these rates.

What happens if I delete an item with active rentals?

Items with active rentals cannot be deleted. You must complete or cancel all rentals first. Alternatively, mark the item as Inactive to hide it from new bookings.

How do I track maintenance schedules?

Enable usage tracking and set the Next Service threshold. CloudRent Pro will alert you when items approach service intervals.