Set up physical rental stock, verify availability, record handover and return, and review charges and security deposits.
Prepare stock, billing and staff access#
Install Inventory and Invoicing in the corporate workspace before installing Rentals. Confirm the workspace business country and configure both apps with the same country and document currency. Inventory supplies the warehouse, item, available quantity and local calendar timezone.
Use an active Invoicing customer and active stock with a whole-unit balance. Workspace owners and administrators can schedule and record physical work. Only the owner can record an external deposit or prepare the linked rental invoice draft. Regular staff and customers have no access to the Rentals desk.
Check the dates and confirm stock#
Choose the stock item and warehouse, then check both inclusive local dates. The check lists overlapping open bookings and the quantity that can be guaranteed immediately. A late handover stays unavailable until staff review its physical return.
For example, if three units are free and you book two next week, Inventory holds two immediately. One can still be reserved today. An open reservation keeps those two unavailable even outside its planned dates. Use a dedicated stock pool if rentals and sales should be planned separately.
Enter the agreed rental charge and any external security deposit separately. Booking creates one canonical stock reservation and leaves on-hand stock and stock value unchanged.
Record handover and inspect the physical return#
Open the booking during its local window. When a deposit is required, the owner must record receipt evidence before staff record handover. Confirm the exact quantity left with the customer and enter a handover reference. Stock stays reserved during the loan.
Inspect all units on return. Record the condition and evidence reference. If any unit requires further work, keep the quantity on hold. Add a new inspection after remediation and review the retained history. Approving a ready return releases the original stock reservation.
To cancel before pickup, record the reason and confirm no units left custody. Record any deposit return first. Resolve all open bookings and external holds before removing Rentals or either prerequisite.
Review the charge and record any external deposit separately#
After handover the owner can prepare one draft for the agreed rental charge. Open the linked Invoicing record to review its customer, tax, issue and payment status. Invoicing controls the actual invoice and any corrections.
Store only evidence references for a security deposit handled outside Rentals. Return or retention records describe an external disposition. The deposit is excluded from rental revenue and the draft. Reconcile any liability, partial refund, deduction or settlement in your reviewed financial system.
Use this workflow for configured corporate stock and locally reviewed commercial terms. It records whole-unit bookings. The workspace country and timezone organise the records, while local contract and tax review remains with your business.
Keep the active workspace, actual business requirements and current setup summary in view. A guide explains a choice; it does not make that choice for you.