Rentopian Rental Software News Center

Hi there,

The Commissions report now measures each salesperson against their goal using only the revenue types they actually earn commission on, so progress numbers reflect the work they are paid for.

What's New:

• Attributed revenue, progress to goal, expected-to-date, pace, and status all count only the revenue types a salesperson earns a rate on — from their personal override if they have one, otherwise the company rate.

• The report grid hides revenue-type columns that nobody on the list earns on, and the Company Total row adds up only the rows that earn on each column.

• Where a salesperson earns nothing on a revenue type, the cell shows a dash with an explanation on hover rather than a number that does not count.

• The drill-down view and its contributing orders table list only the revenue types that count toward that person's total.

• Companies with no commission rates set at all still see every revenue category, so goal-only tracking works exactly as before.

How to Use It:

• Go to Reports → Commissions and run the report for your date range.

• Set your rates under the Commission Structure and Per-Salesperson Overrides sections, then set goals under Goals.

• Set a revenue type to 0 to exclude it from both commission and goal tracking.

• Click a salesperson's row to open the drill-down and see the contributing orders behind their number.

Benefits:

• Goal progress that matches how your people are actually paid.

• A salesperson paid on rentals alone is measured on rentals alone — no more misleading "ahead of goal" readings.

• A cleaner report that shows only the revenue columns that matter to your commission plan.

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

Hi there,

Items marked Do Not Track Inventory are meant to be endlessly available. They now behave that way everywhere — on your connected website, in availability checks, and inside sets.

What's New:

• Items that do not track inventory now report an unlimited quantity to your website instead of the zero they store internally.

• Availability checks skip these items entirely, so they are never returned as out of stock or unavailable for a date range.

• They no longer appear in the out-of-stock feed sent to your website.

• A product with any untracked variant is treated as unlimited in the product-level quantity your website receives.

• The set builder no longer blocks you from adding a quantity of an untracked item, since there is no stock limit to exceed.

How to Use It:

• Go to Inventory, open a product variant, and tick Do Not Track Inventory on the inventory section for the relevant division.

• Your website will then show that item as available for any date.

• Build sets with these items at any quantity — Inventory → Sets — without hitting a stock warning.

Benefits:

• Service items, consumables, and made-to-order goods sell on your website without artificial stock limits.

• No more lost website orders for items you always have.

• Set building is no longer blocked by stock numbers that were never meant to apply.

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

Hi there,

You can now upload a decorative border or frame image to any PDF template, giving your quotes, contracts, and invoices a branded look on every page without touching the template content.

What's New:

• A new Border Image field on PDF templates, with an image picker that pulls from your media library.

• The border prints on every page of the document, behind the margins and over the content.

• You can preview the template with the border applied before saving, and remove the image at any time.

How to Use It:

• Go to Settings → Documents → PDF Templates.

• Open the template you want to brand, or create a new one.

• Click the Border Image box, choose or upload artwork from your media library, and save.

• Use artwork that is transparent in the middle, where your document content sits, so nothing is covered up.

Benefits:

• Branded, polished documents without rebuilding your templates.

• Consistent framing across every page of multi-page contracts and invoices.

• Full control per template, so quotes and contracts can look different if you want them to.

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

Hi there,

Products and variants that a set depends on can no longer be quietly removed. Rentopian now checks every way an item can belong to a set before it allows a deletion or a change that would take the item out of circulation.

What's New:

• Deleting a product or a variant is blocked when it is still used by an active set — as a plain member, as a selectable member, or as a grouped option.

• The same protection now applies when you deactivate an item's stock or remove it from a division, since either one takes it out of every set that uses it.

• The message names the sets that still hold the item, so you know exactly where to go to remove it first.

• The variant list also shows set membership for grouped options, which it previously did not report at all.

How to Use It:

• Inventory → Products → open a product → Variants, then try to delete a variant that a set uses.

• If the item is in a set, Rentopian tells you which sets hold it. Open Inventory → Sets, remove the item there first, then delete it.

• The same check runs when you save a variant's inventory with a division removed or its stock marked unavailable.

Benefits:

• Sets stay complete, so orders built from them do not break unexpectedly.

• No more silent gaps discovered at pick or delivery time.

• Clear guidance on exactly which sets need attention before an item can be removed.

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

Hi there,

You can now map four more revenue types to their own QuickBooks accounts, so your books break down the way your accountant expects instead of lumping everything into a general income account.

What's New:

• Account for labor cost

• Account for exact time arrival/pickup cost

• Account for damage waiver

• Account for rush fee

• These sit alongside the existing rental, sale items, services, delivery, and fees account mappings

• Each new mapping is optional — leave it blank and the amount continues to post where it does today

How to Use It:

• Go to Settings → Financial → QuickBooks

• Under your account mappings, choose the QuickBooks account for labor cost, exact time arrival/pickup, damage waiver, and rush fee

• Save your settings — new invoices synced to QuickBooks will use the accounts you selected

Benefits:

• A cleaner profit and loss breakdown by revenue type

• Less manual re-categorizing inside QuickBooks

• Labor and delivery surcharges can be tracked separately from base rental income

• Easier month-end close for you and your bookkeeper

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

Hi there,

Scheduled emails can now be aimed much more precisely, using the people and places attached to a transaction.

What's New:

• Venue Address condition — target transactions going to specific venues, shown with the venue name, address, and city.

• Managed By, Sales Person, and Created By conditions — target transactions handled by specific team members.

• Delivery Address Type condition — separate transactions going to a client address from those going to a venue address.

• All of the new conditions accept multiple selections, so one schedule can cover several venues or several team members.

How to Use It:

• Scheduler → List → open or create a scheduled email.

• Add a condition and choose Venue Address, Managed By, Sales Person, Created By, or Delivery Address Type.

• Select one or more values, then save the schedule.

Benefits:

• Send venue-specific instructions only to the orders heading to that venue.

• Let each salesperson's clients receive follow-ups tied to that salesperson.

• Tailor delivery messaging depending on whether the drop-off is at a client site or a venue.

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

Hi there,

Variants now have their own detail page, so you can review everything about a single size, color, or configuration without opening the edit form.

What's New:

• A view icon on each row of the variants table opens a read-only variant details page.

• Main Details shows the variant name, its parent product, status, default flag, and meter unit for serialized products.

• Dimensions shows length, width, height, depth, and weight.

• Additional Information shows the description, attribute values, custom fields, and attached images.

• A Stock table lists quantity, rental price, purchase price, SKU, barcode, and status per division. Prices appear only for users allowed to see pricing.

• For serialized products, an Individual Items table lists title, serial number, meter, barcode, and division.

• Breadcrumbs link straight back to the parent product, and an Edit button takes you to the variant edit form.

How to Use It:

• Products → List → open a product → scroll to the variants table.

• Click the eye icon on any variant row to open its details page.

Benefits:

• Check variant specs, stock, and serial numbers at a glance without risking accidental edits.

• Share a direct link to a specific variant with your team.

• Faster answers when a client asks about one specific size or finish.

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

Hi there,

Not every job fits a standard deposit rate. You can now set a one-off deposit amount directly on an order, while keeping that ability limited to the people you choose.

What's New:

• A Custom Deposit option in the Deposit Requirement dropdown on an order.

• When Custom Deposit is selected, the deposit amount field becomes editable so you can type the exact figure the job calls for.

• The custom amount cannot exceed the order total, and you will see a clear message if it does.

• A dedicated Custom Deposit permission controls who can set or change a custom amount. Users without it still see the deposit that was set, they just cannot change it.

• The deposit section now appears even if you have not set up any standard deposit rates, as long as custom deposits are allowed for that user.

How to Use It:

• Open or create an order, then find Deposit Requirement in the pricing area.

• Choose Custom Deposit and enter the amount you want to collect.

• To grant or restrict access, go to Settings → Team Members (Users) → Roles and set the Custom Deposit permission for the role.

Benefits:

• Handle one-off deposit agreements without creating a new deposit rate for every exception.

• Keep pricing control in the hands of the right people.

• Fewer manual workarounds and side notes when a client negotiates a special deposit.

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

Hi there,

The Going Out and Coming Back widgets on your dashboard now offer the driver assignment link for deliveries going to a venue address, not just to a client address.

What's New:

• Deliveries addressed to a venue now show the Assign link in the driver column

• Previously these rows could show N/A with an Address TBD note even though a venue address was on file

• Assigned driver names continue to display and stay clickable for reassignment

How to Use It:

• Open your Dashboard

• Look at the Going Out or Coming Back widget

• Click Assign in the driver column on any venue delivery and pick your driver

Benefits:

• Dispatch venue deliveries without opening each transaction

• A clearer picture of which runs still need a driver

• Fewer deliveries slipping through unassigned on busy event days

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

Hi there,

Automated Tasks gained a new condition so you can trigger a task when a transaction contains a specific set, in addition to products and services. This makes your automation rules match the way you actually package your inventory.

What's New:

• A new "Transaction Contains Set" condition for automated tasks.

• Works alongside existing product and service conditions.

How to Use It:

• Go to your Automated Tasks setup.

• Add or edit a rule and choose the Transaction Contains Set condition.

• Select the set that should trigger the task, then save.

Benefits:

• Automate follow-ups and prep steps whenever a set is booked.

• Fewer manual reminders for your team on packaged rentals.

• More precise automation that reflects your set-based offerings.

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