In Rentman, you can add additional costs to your projects - such as hotel stays, transportation, meals, and other project-related expenses. These are shown on quotations and invoices, just like equipment or crew. You can also use additional costs to generate purchase orders for external suppliers directly from the Additional costs tab.
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What is an additional cost?
Additional costs help you manage and track project-related expenses that fall outside of equipment and crew - such as travel, accommodation, or other logistical costs. These can be included on quotations and invoices, making it easier to pass them on to your customer.
You can create a one-time additional cost for a specific project or set up a default additional cost to use for all future projects. Additional costs can also be organized into cost groups, which will appear on your financial documents.
In this article, we explain how you can use this feature.
Add an additional cost
Set up your default additional costs
Setting default functions speeds up the planning process because you can reuse them for every project.
This makes it easier to add recurring costs like accommodation, flights, parking, and per diems without having to enter the same details every time.
Grouping additional costs
To save time, improve oversight, and keep your financial documents clear and organized, you can group additional costs in a structured way. Here’s how it works:
- Additional costs can be organized into cost groups, such as “Food”, “Hotels”, or “Transport”, to help keep things clear and structured.
- Drag and drop individual costs into the appropriate cost group.
- Each group shows a subtotal.
- The display order in this tab shows the invoice order.
- If no groups exist, a default group is automatically created when you add a new cost - just like with equipment. However, if groups already exist, you will be prompted to select which group the new cost should be placed in.
This helps structure your costs so that related items are kept together and presented clearly on quotations and invoices.
Lost or defective equipment
Equipment Tracking
When you book equipment back from a project in the warehouse Warehouse module, you can mark an item or serial number as either "Lost" or "Defect". These costs will then be added to the Additional costs tab of a project, to calculate and communicate the costs to your customer.