How do I create a new rental contract?

The rental contract is the heart of the module: the invoice, the deposit, the violations and the accounting entry all come out of it. Here is the full cycle for creating one.

Steps

1. Open Vehicle Rental → Rental contracts — Figure 1 — then New contract.
2. Pick the vehicle and the customer — Figure 2. If the customer is new, press Add contact to register them without leaving the page.
3. Set the rental type: daily or hourly.
4. Choose the departure and return dates from the range picker and set the departure time and return time. The number of days is calculated for you.
5. Record the start KM and the fuel at departure; these are your evidence at return.
6. The daily rate is filled from the duration tier; you can adjust it down to the vehicle’s minimum allowed price.
7. On the Add-ons tab add optional services, and on Additional driver record the second driver and licence if there is one.
8. On the Vehicle images tab upload condition photos taken at handover.
9. Check the total, discount and tax in the summary box, then Save.

After saving

The contract is created as a draft, the only state in which it can be freely edited or deleted. Once the customer signs it becomes active and the vehicle is held for the whole period.

Notes

• Never leave the start KM empty; without it the excess distance cannot be computed at return, and that is where rental offices lose the most income.
• The system refuses two overlapping contracts on the same vehicle, so if a period is rejected check the existing contracts and blackout periods.
• Condition photos at handover save you a long argument over the first scratch.