Partial Returns
When a customer returns some equipment while keeping other items on hire, you need to process a partial return. CloudRent Pro tracks which items are back and which are still out, adjusting availability and billing accordingly.
When Partial Returns Happen
Project phases — Customer finishes with scaffolding but keeps the generator
Equipment issues — One item needs to come back for service
Reduced scope — Customer's needs change mid-rental
Staggered events — Some equipment returns immediately, some after pack-down
Processing a Partial Return
Open the Active rental
Go to the Items tab
Click "Return Items"
Select items being returned
Enter return quantities for each item
Set the return date
Add any notes about condition
Click "Process Return"
💡
Tip: The return date affects billing. If items are returned early, their charges are calculated up to the actual return date, not the original end date.
What Happens After Partial Return
Inventory
Returned items become available immediately
Items still out remain allocated to this rental
Availability calendar updates automatically
Billing
Returned items are billed for their actual duration
Remaining items continue accruing charges
You can invoice for the partial return or wait until full return
Rental Status
Rental stays Active while any items are still out
Moves to Returned only when all items are back
Viewing Partial Returns
On the rental, you can see:
View |
Shows |
|---|---|
Items tab |
Each item with status (On Hire / Returned) |
Summary |
Count of items out vs returned |
Timeline |
Return events logged with dates |
Partial Return with Serialised Items
For equipment with serialised tracking:
Click "Return Items"
Select the specific serial numbers being returned
The remaining serial numbers stay on the rental
This provides precise tracking of which exact units are back.
Partial Return Billing Options
Option 1: Bill Now
Invoice for the returned items immediately:
Process the partial return
Click "Invoice Returned Items"
Generate invoice for just those items
Option 2: Bill Later
Wait until the full rental completes:
Process the partial return
Continue as normal
Invoice everything at rental end
The invoice will show each item's actual duration.
ℹ️
Note: For long rentals with multiple partial returns, billing as you go simplifies accounting and improves cash flow.
Returning All of One Item Type
If you have 5 chairs and all 5 are returned:
Click "Return Items"
Select the chairs line item
Enter quantity: 5
Process the return
The entire line shows as Returned.
Returning Some of One Item Type
If you have 10 chairs and 6 are returned:
Click "Return Items"
Select the chairs line item
Enter quantity: 6
Process the return
The line splits: 6 Returned, 4 still On Hire.
Adjusting Return Dates
If equipment was actually returned on a different date:
Open the rental
Find the item in the list
Click "Edit Return"
Adjust the return date
Save
This corrects billing calculations.
⚠️
Warning: Changing return dates on already-invoiced items doesn't automatically update invoices. You may need to create a credit note or adjustment.
Tips for Partial Returns
📝 Document Condition
Note the condition of returned items. This is your record if disputes arise.
📂 Use Notes
Record why items were returned early. This context helps with future customer interactions.
💰 Invoice Regularly
For long rentals, don't wait until the end. Invoice partial returns as they happen.
🎯 Check Availability
Returned items become available immediately. You can book them for other customers right away.