At EZRentOut, we are committed to provide an unmatched support experience. You may use any of the following possible means of communication with us:
- Email – email@example.com
- Blog – https://blog.ezrentout.com – great place to start off and read about our existing and upcoming features.
- Contribute your ideas – http://ezrentout.uservoice.com – we want our community to be involved in helping us define the products roadmap. Placing feature requests here allow for others to view and vote on them.
FAQs of EZRentOut are listed below:
If an order only has inventory (i.e. Items to Sell), it’s treated as a Sale Order. When you hit the Rent Out button, the order is marked completed and the inventory is sold as per the quantities and pricing details in the order. Such an order doesn’t go to a Rented Out state since it doesn’t have any rental items (i.e. items that are to be returned).
Learn more about creating a sales order in EZRentOut.
Yes. You can sell as well as rent out items in EZRentOut, in a single order.
If the Return Date is in the past for an order, you can just add it as a normal order. When you Rent Out this order, EZRentOut looks at the Return Date and informs you that this is going to be a Past Order. This order doesn’t go through the rent out and return stages, and can only be Marked Completed.
This comes in handy when you’ve missed the renting out or return of an order, but you still want to record it.
NOTE: Past Orders do not record the checkouts for Assets/Asset Stock or deduct the Inventory’s stock quantity. This means that a Past Order that is marked as Complete:
a. Will appear in the ‘All Orders’ report and count towards the revenue and rent collected
b. Will NOT appear in the Assets ‘Check-in/out Events’ report or the checkout history/rental meter of the asset
c. Will NOT appear in the Inventory or Asset Stock ‘Line Items’ report, and will not have any impact on the stock quantities
Cloning an Order: You can clone any order, any time. Say if a construction company often takes out a set of field equipment. And they always insist on the same items. In such a case you can clone any earlier order that you had created for them.
Recurring Orders: If you have long contracts (e.g. an RV leased out for 6 weeks with weekly payments), use the Recurring Orders add on (Settings -> Add Ons -> Recurring Orders). You can choose to repeat an order by Adding a Recurrence to it from the Order Detail Page. When the order is rented out or booked, a recurrence is added on this page.
A recurrence can be stopped from recurrence details or from the order details. Once you stop the recurrence, a new order doesn’t shoot automatically.
The last order in recurrence has to be manually Marked Completed. Completing it, also completes the recurrence.
There are two ways you can set up such charges as part of an order:
– Set them up as inventory
– Enter the charges on the go
- Add an inventory item for each charge e.g. an inventory items named ‘Labor’, ‘Delivery’ etc (Items → Inventory → Add Inventory)
- Setup the pricing in minimum units. For example:
- Say you charge for Labor by the hour at a rate of $25. In this case, the Sale Price of inventory item will be $25 per unit (i.e. per hour)
- Say you charge for Delivery at a rate of $4 per mile. The Sale Price for the inventory item to be $4 per unit (i.e per mile)
- Say you charge for Delivery at a flat rate of $40. The Sale Price for inventory item will be $40 per unit
- The stock quantity can be set to a large number e.g. 100,000, sort of like an endless supply. Stock quantity can be added to the ‘initial stock quantity’ field when creating an inventory. Or by using the Add Stock button on the Inventory Detail page.
- Every time an order is placed, add charges as needed. For example, if the delivery transportation is 10 miles away, you can add the $4 per mile Inventory with a stock quantity of 10.
On the go:
- You can use the Free Text Rows in an order. You’ll first have to enabled Sub Renting from Settings → Add Ons. This enables you to add free text rows to an order that can be used to reflect delivery, technician, labor, or other charges.
- You can also use the Custom Entry on an order to record such charges. Use the ‘Custom Entry’ action button on the order page.
EZRentOut comes with a predefined set of fields for Orders and Items. However, if they are not sufficient for your needs, you can add custom fields from More → Custom Fields → Order. For example, you want to add a shipment number to an Order to keep track of its delivery, or the delivery is free for a particular item/Order.
Use the Add Custom Field button to add new fields. Choose a name, type (numeric, text, etc.), and configure preferences for the field you’re adding. See image below:
Deleting a custom field also deletes all the associated values. Say your Camera Lens have a custom field ‘Focal Length’. Deleting Focal Length will remove this custom field from all lenses, and also delete all recorded values. This action cannot be undone.
There are two ways to add a legal agreement / disclaimer / rental agreement / liability clause to an invoice:
1. Add the clauses by going to Settings -> Policy -> Default Invoice Template -> Message on Invoice. This only applies to the default templates in the system.
2. Go to More -> Order Printouts -> New Order Printout Template (and then select the appropriate option). Edit the subsection called ‘Details after line items’. Remove all the entries within this and then click the ‘…’ sign. Choose the Single Column option.
Then click the +Add sign and select the Free Text. Once done, click ‘Free text’ and enter the clauses in the ‘Customize Field’ Overlay.
Recommended reading: Capturing electronic signatures in EZRentOut
If you go on the dashboard page and right below the calendar there is a ‘Get ICAL URL’ button. This button provides a link which can be integrated to calendars.
You can then go to the Google Calendar -> dropdown beside “Other Calendars” -> Add by URL -> enter the URL but change ‘http’ to ‘webcal’ and hit enter to import an active calendar.
Based on the mode of payment, you have the following options:
1. Credit Card (Stripe)
If you have Credit Card payments enabled via Settings -> Add-Ons, you can use the Charge Payment -> Pre-Authorize feature. This will block the amount on the user’s credit card for a maximum of 7 days (this may vary based on your merchant gateway and credit card type). In case of damage, you will need to use the Custom Entry button to add the damage amount and then charge the full amount of the invoice.
NOTE: At the moment this is for Stripe only. Get in touch with us if you need this feature for another gateway at firstname.lastname@example.org
2. Default Line Item (Recommended)
Create a Default Line Item for a Security Deposit by going to Settings -> Default Invoice Line Items and adding a Line Item of type Security (we recommend having the refund option enabled and the ‘included in Order total’ as unchecked).
You can then charge the Security Deposit separately as well as have it refunded on safe return of your equipment. Learn More on Security Deposits, Damage Waivers, and Refunds.
If your customers ever need to get equipment replaced or swapped either because it’s faulty or needs maintenance, you can use the swap and replace feature in EZRentOut.
To Swap Assets, enable swapping from Settings -> Add Ons -> Swap Rented Out Items.
Next, in the Rented Out order, first, select the Asset to be swapped, then click the Swap icon as shown below:
An overlay will appear where you can choose which Assets to swap as shown below:
Click the Update button and Tremane Domane Road Bike will be swapped with Orbea Rallon X30 Mountain Bike
Please note the price of the Asset being swapped has changed to zero. Swapping Assets help you not charge your customers for the time period between renting out and swapping.
To Replace Assets, enable from Settings -> Company Settings -> Replace Items with Available Items.
Next, in the Rented Out order, first, select the Asset to be replaced, then use the Replace icon as shown below.
An overlay will appear giving the option to either Auto replace assets or choose any other asset to replace
Once you hit the Replace button, Tremane Domane Road Bike will be replaced with Orbea Rallon X30 Mountain Bike
Please note the price of the Asset being replaced has been charged $70. Replacing assets allows you to charge your customers for the time period between renting out and replacement.
Note: By default, only those Assets show up for replacement having the same rental rate AND with no conflicts (Rented out, Maintenance, bookings, etc.) for the remaining duration of the current Order. However, Assets with different rental rates can be swapped as well. To do this, enable ‘Allow items to be swapped even if the price is different under the Swap Rented Out Items’ Add On. Once a swap takes place, you can then manually edit the rental rate of that Item. This can be helpful when there’s a change in rental rates of Assets due to some unexpected reason.
To do this, you will have to customize an invoice template for Orders having bundle line items. Follow these simple steps:
- Go to More → Printout Templates → Orders → Click ‘New Printout Template’.
- Choose ‘Invoice’ as your Order printout type, and hit ‘Start Designing Template’.
- In the Order Line items section, click on the three horizontal dots (…) shown on the right side (see image below). An overlay will appear.
- On the overlay, select ‘Do not list contents of a bundle’ and hit ‘OK’ (see image below).
Once you are done designing the invoice template, hit ‘Create’. Choose the template e.g. Invoice for Bundle Line items’ as your default invoice template from the Order Printout Templates page.
Here is how the invoice having bundles in an Order will appear now:
Learn More on how to customize Order printouts in EZRentOut.
Here’s how it works:
1) From an order’s detail page, use the email option icon (see image below).
Note: This option will play out only if the customer has an email address added to the customer details. Learn More
2) An overlay will appear. You can add details/subject as needed. Choose an Order Printout type and template under ‘Send Print Order’. Then hit the ‘Insert’ link.
A ‘signature pad’ must be added to the Order Printout template you are emailing to the customer. Learn More on Customizing Order Printouts.
3) Hit ‘Send Email’ from the bottom of this overlay. Check ‘attach an invoice’ to receive a pdf file when the customer submit the signed invoice. You can also ask the customer for payment and send a copy to yourself.
Tip: Make sure that ‘Invoice Signed By Customer’ is checked in MORE -> My Alerts. Learn More
4) The customer will receive an email alert with a preview of the agreement/invoice, a place to sign, and a button to submit it. Learn More about alerts for customers.
5) Once the customer signs and hits ‘submit’, you’ll receive an email alert of the Invoice signed and the pdf will be available under Documents tab on the relevant order (see images below).
I accidentally returned an Order while it was still rented out. How can I tell EZRentOut to undo this return?
While you can’t put a ‘Completed Order’ back into the ‘Rented Out’ state you can make another copy of the Order and put that in the draft state and then delete the original Order. To do this:
1. Go to the Order Details page of the wrongly returned Order and hit ‘Clone’
2. Once you have cloned your Order, go back to the original Order and ‘Void’ it.
3. Once the Order is voided you will now see the option to delete the incorrect Order.
Web Order and Booked Web Order State:
An Order goes through different states in EZRentOut. When a Customer places an Order through the Webstore, its termed as a Web Order in EZRentOut. This happens when auto-booking is disabled.
Businesses can also cancel Web Orders from the Order details page. On the top right of the page, click the More button and Select ‘Cancel Booking’ from the dropdown as shown below.
With auto-booking enabled, an Order placed by a Customer automatically goes to the ‘Booked (Web Order)’ state in EZRentOut.
This Setting can be enabled in Store Settings → Under ‘Order Settings’ → Select ‘Enable auto-booking of orders on Webstore’. When enabled, it also enforces conflict-free booking of orders on the Webstore.
Businesses can also cancel Web Orders from the Order details page. On the top right of the page, click the More button and Select ‘Cancel Booking’ from the dropdown as shown below.
Booked (Web Order) and Booked Advance Due State (with auto-booking enabled):
If you’ve set a minimum payment amount or percentage (say, 10%) on the Webstore in Store Settings → Under ‘Order Settings’ → ‘Enable Payments through Webstore – charge…’, with ‘auto-booking enabled as well, you’ll encounter 2 booked states when a customer places an order on the Webstore. That is, Booked (Web Order) and Booked Advance Due.
So with all settings in place, when a customer places an Order but doesn’t pay for that Order, it will be sent to a Booked Advance Due state in EZRentOut.
The Booked Advance Due state is similar to the Payment Pending state for Orders that aren’t placed through the Webstore (provided that Payment Terms are enabled). To learn more about the Payment Pending state, refer to these Payment Terms.
However, if the Customer has paid for that Order (partial or full), the Order state will eventually change to ‘Booked (Web Order)’ in EZRentOut.
You can then take further actions for this order e.g. Rent Out.
There’s a difference between a void order and void payment. If there were any errors in the order, an order can be marked as VOID and a new order can be created. This can only be done when an order is in a completed state. However, if there are any issues with a charged payment, you can remove the paid amount by clicking the ‘Void’ button shown in the order line item table. The payment will be marked void and removed from the paid amount.
The behavior of a void payment is same as it never happened. To view void payments, go to History > Payment History.
If the payment has been charged via credit card, a void payment does not have any impact on the Merchant Gateway. To have the system refund the amount to the customer, use the refund button. Please note that it could take between 5 to 10 business days for the customer to see this refund in their bank account. Learn more
To do this, enable ‘Availability of Overdue Items’ in Settings → Company Settings → Policy. With this setting in EZRentOut, Overdue Items (assets and asset stock) are treated as ‘Available’ by the system. This means you will be able to add them to an order if you’ve checked the option for available assets, even though they are yet to be returned.
On enabling this setting, an item that is overdue for return will be considered available for bookings after its expected return date has passed. You’ll be able to create bookings against such items regardless of the actual status of the return. The feature will take effect wherever the item availability option or filter shows up.
EZRentOut allow Users to be able to add and return items in a rented out Order. To do this, go to Settings → Company Settings → Policy → Edit Rented Out Orders → Click ‘Enabled’. Hit ‘Update’ at the top of the page.
With this setting enabled, users can also set a present or future rent out date while adding Items and a return date while returning Items from a rented out Order.
This is helpful for companies who want flexibility in rented out Orders. Best suited for partial return scenarios where a Customer wants to add/return one or more items in a Rented Out Order.
As an example, consider a rented out Order with 5 items (2 Assets, 2 Asset Stock, and 1 Inventory). For some reason, the customer has returned 1 Asset and 1 Asset Stock. The Order still hasn’t been completed, but you want to record this activity. This feature will allow you to make adjustments to your rental items and stock quantity accordingly without the hassle of making multiple Orders.
Similarly, with the setting enabled, you can add more items in a Rented Out Order. For the setting to work, you need to select at least one of the options given i.e. For Administrators/For Staff.
Note: This setting only works for present and future Rented Out Orders and does not apply to Orders with past return dates.
Adding Items in a Rented Out Order [How-to]
- Go to a Rented Out Order Details page where you want to add more items. With the setting to edit a Rented Out Order enabled, you will now see a link to ‘Add More Items’ above the Order Line Items Table.
- Click the link to add more items to the Rented Out Order.
- Click the ‘Add’ button and a dialogue box will pop up. You can specify the quantity and location here. Hit ‘Update’.
This is how you add more items to a Rented Out Order. Best for scenarios when you want to add a single item or replacement to a Rented Out Order.
Note: If you’re adding/returning an item from Asset Stock or Inventory, the quantity is adjusted accordingly.
Returning Items in a Rented Out Order – Partial Returns [How-to]
- Go to the Rented Out Order Details page where you want to return items. With the setting to ‘Edit a Rented Out Order’ enabled, you will now see an icon to Return Items on the Order Line Items Table header row.
Click the arrow switch to go to the ‘Return’ mode (see image below).
- Items that can be returned will now have a checkbox shown beside them. Select the items that you would like to return and click the ‘Return’ icon. Hit Return’ to finalize the returned items.
The image below shows what Returned Items look like
The status for items returned will be marked Returned and any damages or additional charges can be added to the total.
Note: The user can change location when returning Assets only. For Asset Stock and Inventory, the user cannot change location when returning Items.
This is how you return items to a Rented Out Order. Mostly, customers use this feature to perform partial returns on Orders with multiple items. For example, it is useful when a Customer wants to return 1 of the 3 items and requests a refund.
Note: If you’re adding/returning an item from Asset stock or Inventory, the quantity is adjusted accordingly. This feature works out for existing or future rented out orders only.
Things to know!
- Rental Pricing for Added/Returned Items:
- Rental rates for an item (added/returned) will play out according to its rental period.Say the rental order was made on October 1st and an item was added on October 2nd in this Rented Out Order. For this additional item, the rental rate will apply to start from October 2nd. Now, if the same item was returned on the 3rd instead of the 5th of October, then the rental pricing will be applied till October 3rd for this item.
- Similarly, Orders rented out at future dates will have different rental rates based on their rental period. For example, if the Order is created on 1st January with a future rented out date of 5th January, then rental rates will be applied from 5th January.
- Note: Assets and Asset stock cannot be returned before the future rented out date. For example, if the future rent out date for an Order is 5th January then all Assets and Asset stocks as part of the Order can be returned after 5th January.
- Columns for ‘State’, ‘Order Dates’, and ‘Duration/Quantity’: To identify, when an item was added or returned to a rented out Order, you can use the State, Order dates, and Duration/Quantity columns.
- Click the two horizontal line icon on the Order Line Items table to customize its view. Here, choose State, Order dates, and Duration/Quantity columns.
Now you can see when an item was added or returned in a rented out Order. See the image below:
- Printout template: You can also customize an Order Printout template by adding the ‘Rental Dates’ element in the Order Line Items section.
- Recurrence: You can add/return an item in recurring Orders as well. When you add/return an item in a rented out order (with recurrence set), the effect takes place in the existing order and the next recurring orders till the end of recurrence.
An item added will automatically appear in all future recurring orders. However, the item returned will not appear in any future recurring orders from there onwards. The stock will be updated accordingly.
- Export Orders in CSV: While exporting Items list from an Order Details page, you can now also export the data on edited rented out orders. The list will show ‘Rental Dates’ data in CSV format.
Learn more about managing Orders in EZRentOut
At EZRentOut, we try to make things easy for you by providing you with default templates and frameworks to keep things organized. This is why we’ve given you the Order# to help you keep tabs on Orders easily. However, if your workflow primarily uses Order Identification Numbers (OIN) to keep track of Orders, you can always use them instead of the Order# in Order listings. This can be changed from Settings → Company Settings → Advanced Settings → Order Identifier.
You can customize OIN by choosing editable placeholders. This can be done from Settings → Company Settings → Advanced Settings → Order Identification Number Format.
Click on the ‘PLACEHOLDER’ button and choose the relevant placeholder to edit the Identification Number. For example, you can choose ‘Month of Order Creation’ as your Identification number to keep track of when the Orders were created.
Please note: for the OINs to be enabled, you’ll need to store Identification Numbers for all your Orders separately. You can edit the Identification Number for an Order from its details page (see image below).
By default, EZRentOut assigns an Order# for every Order that you create in your account. The first Order that gets added is #1, the second is #2, and so on. It’s all sequential. We’ve also designed a special field Identification Number for businesses that have their own sequence numbers. This is if you haven’t enabled ‘Use Order Identification Number (OIN)’ under the Company Settings → Advanced Settings → Order Identifier.
The image below shows the difference between both the settings for the Order Identifier.
With Order Identification Number (OIN) enabled as your Order Identifier, when you create a new Order, the system assigns a unique OIN (based on the Orders sequence number) to it automatically. Say, next Order in the sequence was 20, so the OIN assigned by the system will be OIN – 20. However, you can edit the OIN for this Order from its details page as per your business standards for Identification Numbers. Based on this setting, an identification number cannot be empty.
Some key features:
– OINs are unique for every Order.
– You can type in an OIN in the Search Bar to go directly to the details of the relevant Order and take the necessary actions. We’ll explain the search workflow later in this post.
– OINs can be used for barcoding. Learn more
– Your Order listing can be customized to show OINs instead of the Order# (explained below)
– Orders are also referenced by the OIN in all alert emails. OIN-linked placeholders can also be added to customizable order email alerts.
– If you have more than one serial number to refer to an order, you can always add a custom field of type ‘Text’ (More → Custom Fields). These custom fields also appear in the search results.
Order Identifier View on Listing Page
You will view Order Identifier on the Order listing page based on the setting you choose in Company Settings → Advanced Settings → Order Identifier.
If Order# is enabled, you’ll see Order# as your primary column by default on the Order Listing page. Here, the table can also be customized using the ‘Edit’ icon on the top right corner of the table. If you keep track of your Order’s Identification Number, a column for OIN can be customized here.
Similarly, if Order Identification Number (OIN) is enabled, you’ll see OIN as your primary column by default on the order listing page and vice versa.
Search by ‘Order Identifier’
Similar to the Order listing page view, the search functionality also plays out based on the setting you choose in Company Settings → Advanced Settings → Order Identifier.
If Order# is enabled, searching by Order# from the main search bar, say 40, then ?40 will take you directly to Order# 40. Please note, you need to type at least 3 characters keyword to search.
To go to a specific order, type ‘?’ followed by the Order#, i.e. ‘?19’.
If Order# is enabled, searching by OIN from the main search bar, say 18000, will filter out your results this way.
Similarly, if OIN is enabled, searching by Order Identification Number, say 1132, then @1132 will take you directly to the OIN – 1132. Please note, you need to type at least 3 characters keyword to search.
To go to a specific Order, type @ followed by the Order Identification Number, i.e. @1132.
Add Items to an Order# or Order Identification Number
You can add items to an Order based on the Order Identifier setting. Search Order# by typing # and OIN by typing @ before the Order Identifier. See the image below:
Additionally, you can also add items, say to a Work Order (and where ever Orders can be searched) based on the Order Identifier setting. On the search field, when you type a keyword or OIN or #/@, all orders with OIN assigned will appear, if OIN is enabled as the Order Identifier. If Order# is enabled as the Order Identifier, all orders with Order# assigned will appear when you type #/@ or Order#.
Note: For Work Orders, filter the Add Items field by Orders for the above search function to work.
It is allowed – as long as the sum of the Rented Out Date and the recurrence span equals the current date or a future date.
Here is why that is:
- When a user wants to add recurrence to an ongoing order, they will select the span and the end date of recurrence. However many days they choose as the span, the ongoing order will be checked in after this period of days has concluded (starting from the Rent Out Date of the order).
- A new order would then be created with the same specifications and duration as the previous order. But the Rented Out Date of this new order cannot be a date that has already passed.
Let’s explore an example.
You rented out an order on the 1st of January for a period of 10 days. On the 5th of January, you wished to edit the order and add a 2-day recurrence to it.
Now, with a recurring order in the mix, the first order would have to be checked in on the 3rd of January so that a new one can be created on the same day. This won’t be allowed as the Rent Out Date for the second order would have already passed.
If you want to add recurrence to such an order, you will have to select a longer recurrence duration so an order can be returned (and a new one created) on the same date or a future date. In this example, the allowed recurrence duration would be at least 4 days.
The following only applies if you’ve synced your EZRentOut Account with QuickBooks.
If you’ve already charged payment on an EZRentOut Order but the Payable Amount suddenly became negative, it may be because an Order Line Item (Item or Tax) has been deleted or set to $0.00. This action decreases the Net Amount, making it lower than the Paid Amount so that the difference becomes negative.
This is how the Payable Amount is calculated in EZRentOut:
Net Amount – Paid Amount = Payable Amount
Here is an example that demonstrates how you can fix this.
The negative Payable Amount is -$54.25 since the Paid Amount was $829.25 when the Net Amount was only $775.00.
Net Amount – Paid Amount = Payable Amount
$775.00 – $829.25 = -$54.25
In this particular case, the Sales Tax became $0.00, decreasing the Net Amount from $829.25 to $775.00. Let’s see what happens when the corresponding Order is updated in QuickBooks.
QuickBooks adjusts the negative Payable Amount by converting it to the Amount to Credit in an Order.
Amount to Credit = Paid Amount in EZRentOut – Payable Amount in EZRentOut
Once the Order is updated in QuickBooks, the Amount to Credit syncs back to EZRentOut. This value shows up as the QuickBooks Unapplied Payment in your EZRentOut Order.
An About icon will appear next to the Paid Amount field to show the Original Net Amount. Hover over it to display the following message:
Original amount of $829.25 was updated via QuickBooks at 08/04/2019 05:20 to $775.00.
To reset the Original Amount, EZRentOut enables you to reapply the QuickBooks Unapplied payment. Hit the ‘Reapply’ button to add the Amount to Credit to your Order; this will result in a $0.00 Payable Amount.
You can embed images directly within an Order Template by going to More → Printout Templates → Order tab and either creating a new template or editing an existing one. In the ‘Details after line items’ section, click on Free Text. In the overlay that appears, you can click the image icon to enter the link to any image.
If you want to upload Google Drive image links, here’s how to do that:
- Upload the image in google drive
- Click on preview
- Click 3 dots and open the image in a new window
- Copy the image ID from the link, which is the highlighted part shown below:
- Paste the image ID in the below format:
- Here’s what the link should look like after you paste the highlighted image ID from above:
- Paste this link below to show the drive images and you’re ready to go