Rental Workflow & Statuses

Every rental in CloudRent Pro moves through a series of statuses that track its lifecycle from initial enquiry to final return. Understanding these statuses helps you manage bookings efficiently and keep customers informed.

Standard Rental Statuses

Status	Meaning	Typical Actions
Quote	Pending customer approval	Send quote, follow up, convert or cancel
Reserved	Confirmed booking, not yet dispatched	Prepare equipment, schedule delivery, generate contract
Active	Equipment out on hire	Monitor, extend if needed, invoice
Returned	All equipment back, rental complete	Final invoice, refund bond, close rental

The Rental Workflow

• Quote — Customer enquires, you create a quote with proposed equipment and pricing

• Reserved — Customer approves, equipment is allocated for the dates

• Active — Equipment is delivered or picked up, rental period begins

• Returned — Equipment comes back, rental is finalised

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Tip: You can skip statuses if your workflow requires it. Phone bookings might go straight to Reserved; walk-in pickups might start as Active.

Quote Status

Quotes are tentative bookings awaiting customer approval.

What Happens

• Equipment shows as "Quoted" on availability calendar

• No firm commitment — dates can overlap with other quotes

• Customer can review and approve via email link

Actions Available

• Send Quote — Email to customer

• Edit — Modify items, dates, or pricing

• Convert to Reserved — Lock in the booking

• Cancel — Remove the quote

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Note: Configure whether quotes affect availability in Settings → Rentals. Some businesses prefer quotes to block availability, others don't.

Reserved Status

Reserved rentals are confirmed bookings with equipment allocated.

What Happens

• Equipment is blocked on the availability calendar

• Cannot be double-booked for those dates

• Ready for contract generation and invoicing

Actions Available

• Send Contract — Email for digital signature

• Create Invoice — Generate payment request

• Schedule Delivery — Create logistics job

• Start Rental — Move to Active when equipment goes out

• Edit — Modify before dispatch

Active Status

Active rentals have equipment currently out on hire.

What Happens

• Rental period is counting

• Equipment shows as "On Hire" in inventory

• Billing accrues based on duration

Actions Available

• Extend Rental — Push the end date out

• Partial Return — Return some items while others stay out

• Add Items — Add more equipment to an active rental

• Invoice — Bill for the rental period

• Complete Return — Mark all items as returned

Returned Status

Returned rentals are complete — all equipment is back.

What Happens

• Equipment availability is restored

• Final billing can be calculated

• Bond/deposit can be refunded

Actions Available

• Generate Final Invoice — Bill for actual duration

• Refund Bond — Return security deposit

• Record Damage — Note any equipment issues

• View History — Full rental timeline

Changing Status

• Open the rental

• Click the status badge (or use the Actions menu)

• Select the new status

• Confirm the change

Some status changes trigger prompts:

• Quote → Reserved — Asks if you want to send a confirmation email

• Reserved → Active — Asks for dispatch date/time

• Active → Returned — Prompts for return condition notes

Status Filters

Filter the rentals list by status:

• Go to Rentals

• Click status tabs — All, Quotes, Reserved, Active, Returned

• List filters to show only that status

Status Colours

Status	Colour
Quote	Purple
Reserved	Blue
Active	Green
Returned	Grey

These colours appear on the calendar, rental cards, and throughout the interface for quick visual identification.

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Warning: Moving a rental backward in status (e.g., Active → Reserved) should only be done to correct mistakes. It may affect invoicing and availability calculations.