Each project has a set status to show what stage the project is in. The project status helps to filter out what projects need action and if equipment on the project should be taken into account for equipment availability or not. It can tell you if: a quote has been sent, if the customer confirmed the quote, and whether the equipment is on location.

This article explains how to use project statuses, when they are automatically changed and what effect they have on your equipment reservation.

Available for: Lite Classic Pro

Project statuses in detail



  • When to use: When a project does not continue. The project is not shown anywhere. It will be shown in statistics and can be used in the future.
  • Automatic change to this status: Can only be set manually.
  • Filter in Rentman on: Cancelled

Note: In order to retain the data, we suggest to minimize deleting projects and use cancelled instead.


  • When to use: When you want to enter the exact wishes of your customer. Example: a list of equipment a customer would like to hire or a customer requesting to have the event exactly as last year.
  • Automatic change to this status: When a project is created from an external source like the webshop plugin.
  • Filter in Rentman on: Application


  • When to use: When you are working on a project but did not send the quotation yet.
  • Automatic change to this status: When creating an empty project.
  • Filter in Rentman on: Pending


  • When to use: When you are working on a project you have sent a quotation for but do not have the confirmation of the customer for yet.
  • Automatic change to this status: when the quotation has been sent.
  • Filter in Rentman on: Pending


  • When to use: When the project is confirmed by the customer.
  • Automatic change to this status: If the customer digitally signs the quotation.
  • Filter in Rentman on: Confirmed


  • When to use: When the equipment is picked and packed in your warehouse and ready to go out.
  • Automatic change to this status: Can be easily used in the group_work Warehouse module.
  • Filter in Rentman on: Confirmed

On location:

  • When to use: When the equipment went out to location.
  • Automatic change to this status: Can be easily used in the group_work Warehouse module.
  • Filter in Rentman on: Confirmed


  • When to use: When the project came back.
  • Automatic change to this status: Can be easily used in the group_work Warehouse module.
  • Filter in Rentman on: Confirmed

Changing the status


By default, the project status is changed automatically. This is based on your actions, or the actions of your customer.

  1. Concept
    This is the default status of a new project.
    If you want a project to begin with a different status, use a project template to create a new project.
  2. Pending
    The status changes to pending when you send out a quotation to your customer.
  3. Confirmed
    The status changes to confirmed when your customer digitally signs a quotation.
  4. PreppedOn locationReturned:
    This status is based on your actions in the group_work Warehouse module. In this module, you can book equipment in and out of the warehouse and give it a status.


  • In a project: during the project the project status can be changed at any time:


  • In the group_work Warehouse module: the status of a project can be changed by clicking on "Done" in the project tile.


Status in the Project overview

In general, you want to see in a single glance what the status of a project is. Most relevant is if the project is canceled, unconfirmed or confirmed. This is helpful when you are looking at the list of projects coming up in the following weeks to see what projects are still pending and should be followed up and if the project you want to plan crew on is actually confirmed.

Once - Per day view

Project Status Situation Shown
Cancelled Cancelled Faded Text


Unconfirmed Blue Text

On Location

Confirmed Black Text


Calendar - Timeline view

In the calendar view of projects, the color of a project is shown. This color can be set in the project and should be set by the project type. To still show the project status visually different the following markup is used:

Canceled: Strikethrough text
Unconfirmed: Italic text
Confirmed: Normal text

Filter options

Create presets with filters for the right project status to easily find projects you need to take action for. Example: create a preset with all projects you are the account manager for on the status option to see what projects need a follow-up call after sending the quote.

Crew planner
Create presets with filters for the right project status to make sure only confirmed are shown to make sure first to plan these projects.
Canceled projects are only shown if there are still crew members planned on the projects.

The warehouse shows projects based on the current status. Only projects with status confirmed show here.

Only confirmed projects should be invoiced. If a project is not confirmed it does not show up in the monetization_on Invoice module.

Canceled projects are not shown. Add a preset with filters to filter only confirmed projects in the swap_horizontal_circle Subrent module.

Effect on equipment availability

The status of your project can influence the availability of your equipment. Read the linked article for more information.

Frequently asked questions

Can I add my own project status?
Currently this is not possible unfortunately. We might add this functionality in the future. Contact Support for more information.

Is there a status to mark projects as invoiced?
There is no status for projects that are invoiced. A project is invoiced when all invoice moments are completed. The issue with a project status for invoiced is that when and how projects are invoiced is different for each user and for different types of projects. It is possible a project is invoiced before the equipment is back in the warehouse. Some users do not invoice in Rentman at all since they use Rentman primarily for equipment and/or crew planning. 

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