Setting up your contacts in Rentman

When getting started with Rentman, you need to add or import your contacts to the Rentman database. Before doing this, you need to create your own folder structure so that you can keep a good overview of your customers and other important companies or people.

You can add your contacts manually in the Contacts module, or import all of your contacts at once by uploading a Contacts file (Excel or .CSV) that contains all of their information.

When your contacts are in the database, you can choose to group them by using tags.-

Create the right folder structure

A good folder structure is essential to stay organized and find your information faster. In Rentman, you are free to set your own folder structure in the Contacts module, like this:

Folder_structure_contacts.png

We advise setting up a logical and consistent folder structure in the the Equipment, Contacts, Crew members and Vehicles modules before you start adding or importing your data.

Read our article about creating your folder structure.

Add or import your contacts

When getting started with Rentman, you need to add or import your contacts into the Rentman database. With your contacts in our secure database, you can select a contact as client (customer) for your projects, send them quotations, invoices and contracts, and maintain communication with your contact and the people around them.  

Note: Rentman supports contacts and contact persons. A contact is either a private individual or a single company. Contact persons are other people that are affiliated to your contact. An example of a contact person is somebody (other than your main contact) who should receive the invoice, or other people in the same company that you also want to communicate with.

Add your contacts

You can add your contacts to the Rentman database in the Contacts module. You choose between a private individual or a company. You supply basic information about your contact in the Data tab and fill in their payment information in the Payment tab. Contact persons are added in the Contact persons tab. Click on the header above to read our dedicated article about adding contacts.

Import your contacts

You can import a .xlsx (Excel) or .csv file that contains all information about your contacts. You can import a contacts file with, or without contact persons. After importing, your contacts will be added to the Rentman database. Click on the header above to read our dedicated article about importing contacts, including step-by-step instructions and an import template that you can use as an example.

Group your contacts

Customers can sometimes also be your suppliers. Therefore, you might want to group your contacts. You can use tags to give a specific label to a contact. To group a number of contacts, simply assign the same tag to them.

If a contact is both customer and supplier, give them a tag called customer and a tag called supplier.

It's not possible to group your contacts by using the folder structure, because it's only designed to store your contacts in the Rentman database.

Read our article about using tags.

Apply discounts for a contact

It's possible to apply discounts for one specific contact only. You can give them discounts for:

  • crew costs 
  • transport costs
  • subhire costs
  • total price of a project

Additionally, you can apply a discount for a group of equipment items.

Read our article about applying discounts for a contact.

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