Setting up your documents and emails

With Rentman, you can create and directly email quotations, contracts, invoices, packing slips, subhire sheets, callsheets, and more. In your document templates, you decide what information should be included in your documents, and how it should be displayed. Your letterhead determines the look of your pages, for example your company logo, information and visual brand identity.

In this article, we provide an overview of the steps to get the right information into your documents and customize their look to your own preferences.-

Use a sample project

Before setting up your documents, we recommend that you use (or create) a realistic project. You can use this project to see what your documents will look like when filled with realistic content and information.

Read this article for help with creating a project.

Upload and choose a letterhead

The letterhead contains your company logovisual brand identity and company details. It can be seen as the background image of your document pages, and can be customized any way you like. When you've designed your letterhead, you upload it to Rentman as a .PDF file.

The project type that you select for your project determines which letterhead is applied by default. However, you can always choose to apply a different letterhead than the default one.

Read our article about letterheads.

Document templates

Document templates determine what information should be shown on your documents, and how it should be displayed.

Using templates

Rentman offers useful and ready-to-use templates for all documents, called system templates. These templates are designed for everyone to use. Our experience learns that these templates provide enough information and options for most users.

Read our article about document templates.

Customize your template

Some users want to make minor changes to a template, or create one from scratch. By duplicating a system template, you can always add or edit it to your own liking.

Read our article about customizing a template

Choose your default templates

In Rentman, you can choose a project type for your projects. In a project type, you can choose the default template for quotations, contracts and invoices.

You can also hide all existing templates in your library (except one), so that only that template can be chosen for a document.

Edit standard text on documents

Invoice moments, payment conditions and additional conditions contain standard texts. You can find and edit these at the following locations:

  • Configuration module > Financial > Invoice moments
  • Configuration module > Financial > Payment conditions
  • Configuration module > Financial > Additional conditions

Your default Terms and Conditions need to be uploaded to Rentman as a .PDF file. You can do this in the Configuration module > Financial > Financial.

Create templates for emails and personal texts

You can email your quotation or contract directly to your client, and attach a personal text to a document. You can save time by creating templates for emails and personal texts, by allowing you to select one of your templates and make minor adjustments to your email or personal text if needed.

Read our article about templates for emails and personal texts

Create an email signature

An email signature is useful to personalize your outgoing emails with your personal and company information. You can add text, images and variables to your signature.

Read our article about your email signature

Add images to documents, emails, texts and signature

You can also add images to document templates, emails, personal texts and your email signature. This helps you create professional looking documents and messages, and provides extra visual information for your customers.

Read our article about adding images

Verify your domain: change email sender address

You can change the sender address that is displayed when customers receive your emails to or With this address, customers will recognize you better, instead of seeing the default domain.

Read our article about changing the sender address of emails


If you need additional help with setting up your documents, you can contact our Support team directly.

Rentman also offers to create a document template for your company against an hourly rate. Contact our Support for more information.

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