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 – support@ezrentout.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:
Payments
How could I be sure that my payment credentials are not going to be misused?
We are PCI compliant (http://en.wikipedia.org/wiki/Payment_Card_Industry_Data_Security_Standard) and comply with US federal laws governing financial transactions.
I’d like to change the billing Name/Info on my account. What is the best way to go about it?
Please email us at info@ezrentout.com.
How do I repeat orders/invoices for recurring payments
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.
Can I cancel my subscription at any time / How do I cancel my subscription?
Cancellations can happen at any time; there are no hidden charges or fines. To cancel your account, log in as the account owner and go to Name -> Billing. At the bottom, you can see the “Permanently Close Account” heading. Click Close My Account to cancel your account. There are no refunds.
How do I take a security deposit in case the rentals are damaged
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 support@ezrentout.com
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.
I need a Login ID and Transaction Key to complete integration with Authorize.net
You can set up Authorize.net integration from Settings → Add Ons → Enable Payments through Credit Card → Use Authorize.net.
Once you click Enable, you’ll be asked to enter your Authorize.net API Login ID & Transaction Key.
To retrieve this information, login to https://account.authorize.net. From the main toolbar, click Account → Settings → Security Settings → API Login ID and Transaction Key.
To generate a Transaction Key and API Login ID, enter your Secret Answer where prompted.
To learn more about disabling old Transaction Keys, click here.
If you have already generated your API Login ID for another purpose, you will not need to generate it again. It will be available on the same page, shown below:
You can now enter the ID and key back into EZRentOut:
Hit the Verify Account button, and you’re done. Scroll down to the end and click the Update button to save your settings.
Web Order, Booked (Web Order), and Booked Advance Due States in EZRentOut
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.
Void Transactions and Payment Refunds
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
How can you set a Payment Range on the EZRentOut Webstore?
On the EZRentOut Webstore, users can charge a portion of the rental at the time of checkout. This mitigates the risk of Customers abandoning rentals at the last moment. Ensuring that they pay a portion of the fee helps bind them to the transaction and ensures your rental business doesn’t suffer.
Users can set a range of acceptable payment amounts, and allow Customers to choose to pay whatever amount they would prefer from within that range. These upper and lower bounds can be set to monetary values or percentages of the total price of the rental.
In order to configure this range, go to Settings → Store Settings → Order Settings. Here, check the option to ‘Enable payments through Webstore‘ and specify the maximum and minimum values that you would like to charge. As mentioned earlier, you can choose between a fixed monetary range or a percentage range of the applicable total.
Here, we chose to charge a percentage payment range for all our online rentals. If you want it to be a fixed amount/percentage and not a range, you can set both the bounds to the same value.
In the image above, we chose a lower bound of 20% and an upper bound of 50% of the total sum. Here is an example of this payment range in play on the Webstore. The total amount due is $567.30, and 20% of $567.30 comes out to be $113.46. This is what the customer would have to pay.
By default, customers are suggested to pay the lower bound of the price but they can alter the amount field and pay whatever they like.
How can I charge payment for multiple Orders in one go?
You can charge a payment for multiple Orders to the same or different Customers in one go. To do this, do the following:
- Go to the Order Listings page and multi-select Orders you need to charge a payment for.
- Click on ‘Actions’ and select ‘Charge Payments’.
3. A dialog box will appear for Order Payments (see image below). Here you can configure details such as payment date, preferred payment gateway, Order payment specifics, and comments.
Note: CC payments can only be charged to Customers with their cards saved on-file.
4. Hit ‘Charge Payment’ once done. Here’s what you should see next:
Things you should know!
– If you have enabled multiple payment gateways in Settings → Add Ons → Enable Payments through Credit Card, you can choose the one you prefer via a drop-down menu in the Order Payments’ dialog box as illustrated above.
– We do not support this feature when charging payments via PayPal and Square.
– The system automatically chooses the current date as the payment date if you have opted for CC as your payment method. In the case of other payment methods, the system allows you to select any of the previous dates. This helps you to record data on payments received in the past
– You can also edit the Payment Amount and Payment Method for the orders individually.
– The mass action payment feature allows you to add ‘Comments’ for the selected Orders. You can view these comments in the pricing table of all the charged Orders.
Tip: You can mention the Order Number in the comments to make them more specific as shown below.
Why am I seeing a negative Payable Amount in my EZRentOut Order?
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.
In EZRentOut
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.
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.
Payments processed in QuickBooks are being automatically charged to the oldest invoice. How do I turn this off?
If a Customer in EZRentOut has multiple outstanding invoices and you charge payment to one of these, QuickBooks automatically applies the amount to the oldest outstanding invoice. This is a QuickBooks Automation feature but if you’d like to manually apply payments to your choice of invoices, here’s how to disable it.
From your QuickBooks account, go to Gear icon –> Account and Settings –> Advanced –> Pencil/Edit icon against Automation. Here, disable the Automatically apply credits checkbox and save the changes.
For more details, read the QuickBooks FAQ for turning off automated payments.
How do I record how much cash I received and how much change was returned?
When entering cash payments, you can enter the cash amount the customer paid. The system will then automatically calculate how much change is due. To do so, open a particular Order and click on ‘Charge Payment’. A dialog box appears as follows:
Here, you can add the amount the customer pays under ‘Cash Paid’ and you will see that the change is automatically calculated and stored once you hit ‘Submit’.
I am not able to refund a payment made through Authorize.net
If you are unable to refund a payment and are getting an error, it may have occurred due to the following reasons. Your transaction is unsettled, an invalid type, wrong currency type, has an invalid transaction ID, or settled more than 120 days ago.
Here is a breakdown of the reasons:
- Authorize.net settles transactions once every 24 hours. If you attempt a refund less than 24 hours after receiving the payment, you will receive this error message. Please allow adequate time for the transaction to settle and initiate the refund again.
- It has been more than 120 days since the payment settled.
- Are you using the same currency for the entire transaction? For example, if you received the payment in dollars, and are refunding in euros, the transaction will not go through.
- Make all transactions from the same Authorize.net account. If you receive the payment and issue the refund from two different accounts, it will create an invalid reference transaction ID.
How to obtain a production access token on Square?
1. Go to the Square developer dashboard and sign in with your credentials.
2. Open the Applications dashboard and choose the designated application for EZRentOut. For example, we have selected EZR App as shown below:
3. You will be directed to the credentials page. Select the Production tab on the top and you can access Production Application ID and Production Access token as shown below.
4. You can now add a Square terminal reader in EZRentOut. Go to → Company Settings → Add Ons → Square Terminal. Click the Add Reader button and paste the token from Square.
