Rentman is software designed to help you manage your business and daily operations through a centralized system.
In this article, we will walk you through the different steps needed to get started with your account.
Please note that your access to modules may vary based on the type of products you have chosen and any additional add-ons you have incorporated into your account. For a comprehensive list of products and features, refer to this link.
To learn how to downgrade/ upgrade your Rentman plan, follow this page.
If you find yourself lost or stuck at any point in the process, don't hesitate to reach out to our Support team for assistance.
I. Getting started with Rentman
1. Set up your account
- We use the payment and address information that you've provided in the settingsConfiguration module > Account for invoicing your Rentman plan. In this article, we explain where you can edit this information.
- Rentman automatically sets a time zone for your account based on your location. It can be useful to change this, especially when your country has multiple time zones.
- Set up your email settings.
If the next step, 'Configure your account', does not apply to your needs, you can skip it and proceed directly to Part II - 'Set up your database'. This is especially important if you do not need certain settings, like those for invoicing. Save time and focus on what matters most to you.
2. Configure your account
Rentman uses different elements to make professional and clear documents. Set them up in advance, so in the future, you can click a button to fill your documents with data and prepare them for sending.
Number Series
Number series help you keep track of items or documents.
By customizing the number series of your documents, you can differentiate between different files. You can edit your number series by going to settings Configuration > Number series. The current number of each series is the latest element created of that series.
Read more about it here.
Document Templates
In the settings Configuration module, you'll find a library of document templates in various languages.
These templates make it easy to create different types of documents (quotes, invoices, packing slips, etc.). Once you create a template, just click "Generate" in the table_chart Projects module, and a new document with all the necessary information will be created. If you need to adjust the template for a specific project, you can do so in the settings Configuration module.
To learn more about document templates and how to work with them, check out this link.
Set up your invoicing process
In Rentman, you have the flexibility to generate invoices, export them to accounting software and mark them as paid.
The timing of invoice moments dictates when a project appears in the "To be invoiced" subfolder of the monetization_on Financial module. Whether invoicing a project in one go or splitting it into up to three moments, Rentman provides versatile options.
For further details on this process and additional features, refer to this informative page.
Taxation (VAT & GST)
We simplify taxation by automatically configuring default VAT rates according to your country. You can manually adjust these rates or set specific rates for individual projects.
This article guides you on changing and applying VAT rates, setting up VAT for customers in countries with different VAT rates, and modifying the VAT rate for a specific project or invoice.
Taxation operates differently for US accounts. If you are a US user, please refer to 'Taxation in US Accounts'.
VAT rates for your country are pre-configured based on the applicable rates. You can customize how much VAT is charged and incorporate different rates by utilizing VAT classes and VAT schemes.
II. Set up your Database
Create Equipment
You can add and edit your equipment in the category Equipment module. In Rentman, you can create different equipment types, such as a physical item, physical combination and virtual combination.
Read our article about different equipment combinations for more information.
If you want to add all of your equipment at once, you can import your equipment instead. This allows you to upload an Excel (.xlsx) or .csv file that contains a list of all your equipment. You can create this file yourself, or you can use our import template.
Add Crew members & Vehicles
By adding crew members to your team, you can start planning them on projects. Your crew members can log in to Rentman to check their own schedule, and work in the modules to which they have access.
In this article, we provide an overview of the steps to add your vehicles to Rentman account and edit them so you can choose and reserve the right vehicles for transporting equipment to a project location.
If you want to quickly add all of your crew members or vehicles at once, importing your crew members or importing your transport will be a better option.
Add Contacts
You can add or edit your contacts in the contact_phone Contacts module.
There are two types of contacts you can add: a private individual or a company.
If you want to quickly add all of your contacts at once, importing your contact list is a better option.
Please be aware that it can take some time to fully set up your database. This information is just covering the basics.
III. Create your first project
This article will guide you through the process of creating a basic rental project, where you'll be scheduling crew members on functions while also adding the equipment you intend to rent out.
When it comes to creating projects, Rentman also offers additional options such as:
- Creating an equipment-only project;
- Creating a crew-only project;
- Or creating a transfer project (when you want to transfer your equipment from one stock location to another one).
IV. Create a quotation or a contract
Follow this link to learn how to create a quotation or a contract in Rentman.
You can also email your quotation or contract directly from Rentman. You can let your clients sign a quotation or contract digitally.
V. Mastering Rentman
You can make things easier in Rentman by setting up different project types and templates.
Also, just adjust your crew rates and equipment factors, and you'll be able to automate many tasks.
This simplifies your work and makes everything more efficient.
Once you've set up your databases and created your project, you can begin booking your equipment and planning your crew members.
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