Customize your document templates

You can customize a document template that you've created or duplicated. You do this by adding blocks, modules and variables. When you've dragged them into your template, you can edit their settings to configure what information should (or should not) be included.

In this article, we explain how to customize your document template. Additionally, we answer Frequently Asked Questions about specific topics.

You can also watch our video below:

Available for: Lite Classic Pro


Add blocks and modules

Each template consists of different blocks and modules. You can add these to a template, and then configure each of these separately.

The document type determines which blocks and modules you can add.

  1. Edit a template.
  2. To add a section to your template, drag it from the sidebar on the right and drop it into your template.


You will see a preview of your template when you select an example template at the top of the screen.


  • Section with 2, 3, 4 or 6 columns
  • Text block
  • Page break


The available modules in a template are different for each document type. For a quotation, you can add modules such as:

  • Equipment
  • Crew functions
  • Summation
  • Conditions
  • Image

For an equipment slip, you can add a serial numbers module and for a crew member note you can add a crew planning and vehicle planning module.

Once you've added a module, you can edit it to customize and add more information. Read the section Edit a module for more information.

Add a variable

You can quickly add custom information to your template with variables. You can choose a main variable, and then a subvariable.

For example:

  • Company details
    • Bank account number
    • Country
    • Email address of contact person
  • Quotation details
    • Price excl. VAT
    • Price incl. VAT
    • Total weight
  1. Drag and drop a new Text block in your template.
  2. Hover your mouse cursor over a module until you see the following icons Module_options.png.
  3. Click the Edit button Edit__template_editor_.png.
  4. In the sidebar on the right, scroll down to Variable.
  5. Choose a main variable (and subvariable).

  6. Click Variable_add.png to add the variable to the text block.

You can also add variables to the default Subject and File name of the document. You find these fields in the Template section of the right column.

Edit module settings

After you've added a module to your template, you can change its default (display) settings and the columns shown in the module.

Edit default settings

  1. Hover your mouse cursor over a module until you see the following icons Module_options.png.
  2. Click the Edit button Edit__template_editor_.png.
  3. In the Data tab of the pop-up window, you will find a list of display options.
    For example, you can edit the name (header) of the module, choose which equipment groups are displayed, choose how kits should be displayed, how information should be grouped, and choose to display the total sum of all equipment.
  4. Click Save after you've configured your settings.

Add, edit, delete or sort columns

  1. Hover your mouse cursor over a module until you see the following icons Module_options.png.
  2. Click the Edit button Edit__template_editor_.png.
  3. In the Columns tab of the pop-up window, you can add or delete columns to a module.

    To add a column, choose a variable and then click _.png.


    To edit a column, click on the column in the overview.


    To delete a column, find it in the overview and click Delete.png.
    To sort a column, find it in the overview and click Sort_column.png.


Change the font

The template editor has different built-in fonts you can choose from. To change the font of your document text, do the following:

  1. Click on the text of a document block (all the text in the editor will be highlighted in blue)
  2. Scroll down the column on the right until you find the Text section.
  3. Select the font you prefer in the Font field.

Additional fonts

If you can't find the perfect font for your document in the available ones, you can add a Google Font. 

  1. In the Template editor click on CSS in the right column.
  2. Paste the following code in the CSS popup:

    body, td, th, p {

  3. Open a new tab in your browser, and go to Google Fonts.

  4. Choose one of the many available fonts.
  5. Click on the  next to a font to add it (a black bar saying "n° Family selected" will appear in the bottom of the screen).
  6. Click on the bar to open it, and copy the code in the "Specify in CSS" field (e.g.: font-family: 'Montserrat', sans-serif; )
  7. Go back to the tab with the Rentman Template editor, and replace "GOOGLE FONT CSS HERE" with the code in the CSS popup.
    You should have something like this:
  8. Save

Note: The new font won't appear in the Template editor, but it will appear in the document once you generate it.

If you have a specific font in mind you want to use, try searching it on Google followed by "Google Fonts" (e.g. "arial google fonts"). For most fonts, Google will suggest you the most similar free alternative.

Change the language

If you want to change the language of a single document template:

  1. Go to the Configuration module > Customer communicationDocument templates.
  2. Double-click on the template you want to modify (if it's a system template, duplicate it by clicking on the orange banner on top of the page).
  3. On the right column find the Language field and select your language. All the blocks you add from this moment will be in the new language.
    Note: the blocks that were already in the template will not switch to the new language. You can delete them and add new blocks.
    This option is useful to create a document with multiple languages. If you need to change every block, it's probably faster to simply add a new template from the Template library.

F.A.Q.: How do I add images to my template?

Read our article about adding images for instructions.

F.A.Q.: How do I add my company logo to the document

You can add your company logo and other information to your documents using a letterhead

F.A.Q.: How do I add equipment images to my template?

Part 1: Add an image to your equipment items

  1. Open an equipment item in the Equipment module of Rentman.
  2. Click the Widget button  to open the Widgets sidebar.
  3. Under Files, upload your image.

  4. Click on the  next to your image, and select In quotation.

  5. Save your changes.

Part 2: Show the image in your template

  1. When editing a template, hover your mouse cursor over an Equipment module that's already in your template.
  2. Click the Edit button Edit__template_editor_.png.
  3. Go to the Columns tab.
  4. Add a new image variable.
    You will find it under Equipment Planning >> Equipment >> General.

  5. Click _.png to add the image as a new column. It will now be shown in the overview on the right.

  6. Click on the column in the overview (see image above) to edit the column properties.
  7. Choose the Format of your image.

  8. Save your changes.

The Equipment module in your template will now reload, and display your equipment images. To change the positioning of images, you can edit the properties of your image column (see step 6 above).

F.A.Q.: How do I change the Digital Signing button?

The digital signing module adds a button to your template, which allows your customer to digitally sign a quotation. When the customer clicks this button, they will be led to a web page where they can provide a signature.

Additional settings for digital signing are configured in the Configuration module > Customer communication > Communication.

  1. Drag and drop the digital signing module into your quotation template.
  2. Click on the digital signing button to select it.


  3. In the sidebar on the right, scroll down to button digital signing / paying online.

    You can edit the text colour, background colour and size of the button here.

  4. To edit the text in the button, hover your mouse cursor over the button until you see the following icons Module_options.png.
  5. Click the Edit button Edit__template_editor_.png, and change the button text.

F.A.Q.: How do I create a packing slip that only contains equipment "left to pack" or "on location"?

In the Equipment module, you can choose what equipment should be shown:

  • All items
  • Only packed or on location
  • Only left to pack

You can use these options to create packing slips for the following use cases:

Use case A
Some items are still on location, even though the project has already returned. In this case, you would like to have a packing slip with items Only packed or on location.

Use case B
A part of your equipment is already underway to the location, but another part is still in your warehouse. In this case, you would like to have a packing slip with items Only left to pack.

  1. Move your mouse cursor over the Equipment module in your template.
  2. Click on the Edit button Edit__template_editor_.png
  3. Next to Only items that are currently packed or on location, choose your desired option.

  4. Save your changes.

  5. Give this packing slip a useful name to recognize it by.

F.A.Q.: How do I show subhires in my packing slip?

When you subhire equipment for a project, you can show it in your packing slip. There are two ways of doing this: per item or per supplier.

Show subhires per item

  1. Move your mouse cursor over the Equipment module in your template.
  2. Click on the Edit button Edit__template_editor_.png.
  3. Go to the Column tab.
  4. Select the column in Equipment planning >> Equipment planning >> amount of items subhired.

Choose this option if you want to see how many pieces you subhired for each item.

Show subhires per supplier

To see a list of equipment you subhired from each supplier, drag-and-drop the Subhire equipment module in your document.

F.A.Q.: How do I display optional equipment in a separate module?

When planning your equipment, you can mark items, kits and cases as optional for a project.

In your quotation template, you can choose how optional equipment should be displayed. By default, optional equipment will be listed between all other equipment. However, you can also list optional equipment in a separate section.

  1. In your quotation template, make sure you have two Equipment modules in total.
    If there already is an Equipment module in your template, you need to add one extra.
  2. Select one of the Equipment modules in your template, and click the Edit button Edit__template_editor_.png
  3. For Show equipment in option, choose No.


    Remember to save your changes.
  4. Select the second Equipment module, and click the Edit button Edit__template_editor_.png
  5. For Show equipment in option, choose Only optional items.

    Your quotation will now have a separate section with optional equipment.
    We recommend changing the title of this section to Optional. You can do this by editing the module, and filling in your title in the Header text field.

F.A.Q.: How do I display my extra input fields?

In your template, you can display extra input fields that you've added in Rentman.

  1. When editing a template, hover your mouse cursor over a module that's already in your template.
  2. Click the Edit button Edit__template_editor_.png.
  3. Go to the Columns tab.
  4. Add a new variable.
    In this example, our extra input field Item color belongs to the Equipment module of our template. It's located under Equipment Planning >> Equipment >> Extra.

  5. Click _.png to add the extra input field as a new column. It will now be shown in the overview on the right.


    You can edit the column properties by clicking on this column in the overview.

  6. Save your changes.

F.A.Q.: How do I display information per subproject

This is also explained in our video (@11:35).

  1. Drag a subproject module into your template.
  2. Drag and drop the desired module (for example, Equipment) into the subproject module.
  3. We recommend to add a text module above the subproject module, with a variable for the subproject name. This makes it clear what subproject the information belongs to.

F.A.Q.: How do I hide zero's on my document?

Some columns might show a lot of zero's you might want to hide. For example in case you are showing the number of equipment items on your packing slip coming from subhire for each row, a lot of zero values might be shown you want to hide in favor of having less information and therefor a more clear packing slip.

  1. Edit the module where you want to hide the zero's.
  2. Open the 'columns' tab.
  3. Click on the column you want to edit to expand with all information.
  4. Change the 'hide zero values' setting to 'yes' for the column.

Do this for all columns where you want to hide zero values.



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  • Where can I find variable " inc VAT" and "excl VAT"?
    And what about variable "total rental price without discont"???

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  • Hi Anton,

    To find the ' inc VAT' and 'excl VAT', in the 'INSERT: VARIABLE' field on the right hand-side, select 'Quotation>>' and scroll down to the 'Totals' section.

    As for showing the total rental price without discount, you can select the equipment block, edit it, and in the TOTAL ALL EQUIPMENT section choose how you prefer to show the total.

    If you need help with setting up your templates, contact us by sending an email to or calling us at +31 30 711 6844

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