Long-term rentals
Rentgine offers features to help you manage long-term rentals more effectively. Below are the key functionalities that can make the process smoother:
Tracking Odometer Readings
To track vehicle usage for long-term rentals, you can log odometer readings throughout the rental period. The Odometer is located on the Rental Details page, next to the Contract Information tab. This tab helps you keep an accurate record of the vehicle's mileage.
Rentgine users can enter odometer readings in three ways:
- on the Odometer tab
- on the vehicle’s rental Pick-Up and Return pages
- on the Vehicles tab in the Service list while editing a specific vehicle’s service page
Rentgine uses all of these data entries to calculate the vehicle’s current mileage.
Users can set a mileage limit (e.g. in km or km/day form) and a corresponding fee (e.g. EUR/km) on each rental’s page.
Both the mileage limit and the overrun fee can be added as merge fields in document templates. Once these merge fields are added to a template and a document is generated on the Rental Details page, Rentgine will automatically enter the custom mileage limit and overrun fee.
Setting Up Monthly Billing
To configure monthly billing for long-term rentals, go to the Financial Information tab and check the Billed Monthly? checkbox. Rentgine will automatically add the rental fee to the invoice list for each billing cycle.
Please note that Rentgine will not issue the invoice automatically. You will need to manually click the Create Invoice button to generate the invoice once the billing date arrives. This gives you control over when the invoice is created and ensures the process remains under your management.
Although Rentgine does not automatically generate invoices, it simplifies the invoicing process:
- Rentgine will add the rental fee to the invoice list automatically.
- The Create Invoice button will be grayed out (inactive) before the billing date.
- Once the billing date arrives, the button turns green, and you can click it to generate the invoice.
Defining Rental Periods
You can define the start and end dates for long-term rentals, making it easier to track and manage these rentals over time. For additional visibility, Rentgine’s 3-month overview in the Smart Calendar (Compact View) helps you manage long-term rental periods more effectively.
