Rentopian Rental Software News Center

Hi there,

Orders and leads that come in from your website are now matched to the clients you already have, so repeat customers and their colleagues stop turning into duplicate client records.

What's New:

• When a website order comes in, Rentopian checks the checkout email against your clients and their active contacts.

• If the email doesn't match, it checks the company name, then the business email domain, then the phone number. When one of these points to a single company client, the order is added to that client and the person is saved as a new contact.

• Clients saved under a person's name are never joined automatically, so a colleague is never added to someone's personal client record.

• Any doubtful case leaves review notes for your office in the order's Logs.

• Converting a lead now checks for existing clients first. If a match is found, an "Existing Client Found" window shows the likely clients and why they matched (client email, contact email, company name, email domain, or phone number), so you can link the lead to one of them or create a new client.

How to Use It:

• Go to Settings → Clients and find the new Website Orders section.

• The option "Match website orders to existing clients and contacts" is on by default. Turn it off if you prefer that only the client's own email is checked.

• To convert a lead, open the lead and click Convert To Client, then choose an existing client or create a new one.

• Review any matching notes on the order's Logs page.

Benefits:

• Fewer duplicate clients and a cleaner client list.

• Full order history stays together under the right company.

• New contacts at a business are captured automatically.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

The Income report now calculates set totals correctly, so you can trust how much revenue each of your sets and packages brings in.

What's New:

• Each set booked on an order is now counted once, even when the same set appears more than once on an order or in different groups.

• Set totals add up the set price, any extra item amounts, and job costs for every booking of that set.

• The chart and the table now show the same, matching totals.

How to Use It:

• Go to Reports → Income.

• Choose Set as the report type.

• Pick your date range and filters and run the report as usual.

Benefits:

• Reliable revenue numbers for each set or package.

• Better decisions on which sets to promote, reprice, or retire.

• No more manual double-checking of set totals.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

The Rentopian API now returns more of each order's details, making it easier for your developers and partners to build complete integrations.

What's New:

• Order details now include the logistics schedule: start, setup, event start and end, pickup and pickup-complete times, whether setup is required, and logistics notes.

• Services booked on the order are now included, with their name, rates, hours or units, quantity, subtotal, note, and group. Service subtotals add up to the order's services total.

• Field names match the ones accepted when creating an order, so data you send comes back under the same names.

• Pulled division IDs now list the locations the order's items are actually pulled from.

• Prices and totals in the item list are rounded to the cent, the same way Rentopian rounds them.

• The API documentation has been updated to describe these fields.

Who This Is For:

• Developers and partners who read orders from Rentopian through the API.

• Businesses syncing orders with other systems, such as other CRM platforms, warehouse, or crew tools.

Benefits:

• Fewer extra calls to piece together a full order.

• Totals that match what you see in Rentopian.

• Simpler, more predictable integrations.

For API documentation and access, please reach out to our team through the chat or by emailing [email protected].

Hi there,

We've made QuickBooks syncing more forgiving and given you more control over which orders sync, so your books stay accurate with fewer manual fixes.

What's New:

• New "Recreate in Quickbooks" button: if an invoice's linked record was deleted or made inactive in QuickBooks, the sync error message now explains what happened and offers a one-click button to clear the old link and create it again.

• Names sent to QuickBooks (clients, items, locations, payment methods) are now cleaned of characters QuickBooks doesn't accept, so those records no longer fail to sync.

• The "No Quickbooks" checkbox on an order can now be switched on and off at any time. Previously, once it was checked it could not be unchecked.

How to Use It:

• When a QuickBooks sync error appears for an invoice saying the object wasn't found, read the suggestion and click Recreate in Quickbooks.

• To keep an order out of QuickBooks, open the order's Edit page and check No Quickbooks near the bottom of the form, next to No Emails. Uncheck it later to include the order again, then save.

Benefits:

• Fewer stuck invoices and payments after records change in QuickBooks.

• Fewer sync failures caused by special characters in names.

• Full control over which orders reach your accounting.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

Venue notes on an order now show with their original formatting and can be adjusted in a click, making it easier for your team and drivers to see the important details for each location.

What's New:

• When a venue is selected for delivery or pickup, its notes now appear with their original formatting (line breaks, bold text, lists) instead of as a plain block of text.

• A small pencil (edit) button next to Delivery Venue Notes and Pickup Venue Notes lets you adjust the notes for just that order.

• The same improvement applies to orders with multiple delivery blocks.

• Venue notes now always fill in automatically when you choose a venue, so the separate "Fill Venue Notes" option in delivery settings has been retired.

How to Use It:

• Open an order and go to the delivery section.

• Choose a venue as the delivery or pickup address. The venue's notes appear automatically.

• Click the pencil button next to the notes to make order-specific changes, then save the order as usual.

• If you switch to a different venue, the notes update to match the new venue.

Benefits:

• Venue instructions are easier for staff and drivers to read.

• Quick per-order tweaks without changing the venue's saved notes.

• One less setting to manage.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

You can now attach photos and files to quarantine records from Android tablets without any trouble, which makes it easier to document damage right in the warehouse.

What's New:

• The Add Files button in the file upload window now stays visible and easy to tap on Android tablets.

• This works when you create a new quarantine record and when you edit an existing one.

How to Use It:

• Go to Products → Quarantine and add a new record, or open an existing one to edit it.

• Open the file upload window and tap Add Files to take or choose photos from your tablet.

• Save the record.

Benefits:

• Record damage with photos on the spot, straight from a tablet.

• Your team doesn't have to switch to a desktop to finish a quarantine record.

• Condition records are more complete, which helps with repairs and damage claims.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

Invoices that sync to QuickBooks Online now handle discounts more precisely, so the numbers in your accounting match the numbers in Rentopian.

What's New:

• Discounts applied before tax no longer reduce fees, rush fees, damage waivers, delivery charges or job costs when the invoice reaches QuickBooks.

• When an invoice includes non-discountable items or an unrefunded security deposit, the discount is sent as its own discount line, so it only reduces the items it's meant to.

• Taxable and non-taxable parts of a discount are still recorded separately with the correct tax code.

How It Works:

• This works automatically for all invoices synced to QuickBooks Online. You don't need to change anything.

• Invoices synced from now on use the updated discount handling.

Benefits:

• Invoice totals and tax in QuickBooks match Rentopian.

• You spend less time on manual corrections when you reconcile.

• Your reports show accurate income for fees and deposits.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

If you run more than one location, each location can now have its own PDF templates, so quotes, invoices and other documents carry the right branding, terms and details for the branch that handles the order.

What's New:

• PDF templates now have a Location field. Choose a specific location, or All Locations for a template every branch shares.

• Each location can have its own default template. Orders and invoices use the template for their own location first, then fall back to the All Locations template.

• The PDF Templates list shows a Location column whenever you have location-specific templates, so you can see at a glance which template belongs where.

• On a client's page you can pick one template per location for that client.

• Staff who only have access to some locations can view and clone All Locations templates but can't change them. Cloning is how they make a version for their own location.

• Before you delete, deactivate or move a template to another location, Rentopian tells you how many orders and clients are using it, so nothing changes by surprise.

How to Use It:

• Go to Settings → Documents → PDF Templates.

• Open a template, or create one, and choose a location in the Location field. Then save.

• To make it that location's default, click the checkmark next to the template in the list.

• On a client's page, choose the template each location should use for that client.

Benefits:

• Every location sends documents that match its own brand and policies.

• Existing templates keep working exactly as before. They're treated as All Locations templates until you choose otherwise.

• Location managers can adjust their own documents without affecting other branches.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

The Tax by Payment Detailed report now shows the district tax rate next to the district tax collected, so you can check district-level sales tax without looking the rate up elsewhere.

What's New:

• A new District Tax Rate % column appears alongside the existing district tax amount.

• The rate is shown to three decimal places, matching how district rates are published.

• The column sits with the state, city, and county figures, so every level of tax reads the same way.

How to Use It:

• Go to Reports and open Tax by Payment Detailed.

• Choose your date range and grouping, then run the report.

• Review the District Tax Rate % column next to the district tax amount for each row.

Benefits:

• Faster sales tax filing prep in areas with district taxes.

• Easy spot-checks that the right district rate was applied.

• Fewer trips between Rentopian and outside rate lookups.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].

Hi there,

If you connect Rentopian to Google Calendar, deleting a quote now removes its calendar events as well, so your team's calendar only shows jobs that are really happening.

What's New:

• Deleting a quote from the Quotes list now removes its events from your connected Google Calendar, including delivery and pickup events.

• The quote is also cleared from your delivery schedule at the same time.

• Our team can now clean up older leftover events for cancelled, expired, or deleted quotes and orders that still show future dates on your calendar.

How It Works:

• Go to Orders → Quotes and delete a quote as usual.

• Its events disappear from Google Calendar automatically. There is nothing extra to do.

• If your calendar still has old events from quotes you removed in the past, reach out to our team and we will clear them for you.

Benefits:

• A calendar your crew can trust.

• No more wasted trips or double-checks for jobs that were cancelled long ago.

• Less manual tidying of shared calendars.

If you have any questions, please reach out to our team through the chat or by emailing [email protected].