Rentopian Rental Software News Center

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].

Hi there,

Invoices and items you sync to QuickBooks now arrive with tidier names and discounts that are split correctly between taxable and non-taxable lines.

What's New:

• QuickBooks reserves the colon for sub-items, so a colon in a product name now becomes a slash when the item is sent to QuickBooks. For example, "Tent: 20x40" arrives as "Tent/ 20x40".

• Items already in QuickBooks with a colon in their name are corrected automatically the next time they sync.

• Long names are shortened cleanly, without a stray dash, period, or comma before the ellipsis.

• When an order's discount or coupon is applied before tax, the non-taxable portion is now worked out from each invoice's actual mix of taxable and non-taxable items, so your QuickBooks tax totals match Rentopian.

How It Works:

• Keep syncing invoices to QuickBooks exactly as you do today.

• Item names and discount lines are handled automatically on every sync.

• No settings to change.

Benefits:

• A cleaner, easier-to-read product list in QuickBooks.

• Sales tax figures that line up between Rentopian and your accounting.

• Fewer manual corrections at month end.

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

Hi there,

If your website is connected to Rentopian, changes you make to fees, deposits, and tax settings now reach your website reliably, and Rentopian tells you when to expect them.

What's New:

• Saving auto-applied fees, damage waivers, deposit rates, rush fees, security deposits, or delivery settings now refreshes the settings your website reads for your account.

• Settings pages your website depends on now show a notice that changes appear on your website within about 5 minutes of saving.

• A short confirmation appears after each save, so you know the change is on its way.

• The notice only appears for accounts with a connected website, so everyone else sees no difference.

How It Works:

• Go to Settings → Financial Settings and update any of the Auto Applied Fees, Damage Waiver, Deposit Rates, Rush Fee, Security Deposits, Tax Rates, or Delivery Tax Rates tabs.

• The same notice appears on Settings → Order Settings and on the Delivery Additional Charges tab.

• Save as usual, then give your website a few minutes to show the new values.

Benefits:

• No more website checkouts showing an old fee or deposit after you have changed it.

• Clear expectations about when a change goes live.

• More confidence that your website and Rentopian quote the same prices.

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

Hi there,

Every payment now records the team member who entered it, so reconciling your books and answering "who took this payment?" no longer means asking around.

What's New:

• A new Entered By column on the payments list shows the staff member behind each payment.

• The payment view and edit pages show Entered By alongside the rest of the payment details.

• Payments your team records, such as cash and card payments, are captured, and so are terminal payments, which are credited to the person who sent the terminal request.

• You can search and sort the payments list by Entered By.

How to Use It:

• Go to Accounting → Payments.

• Find the Entered By column, and sort or search it to see one person's payments.

• Open any payment to see who entered it on its details page.

• Payments recorded before this update show N/A, because the information was not captured at the time.

Benefits:

• Clear accountability for every payment taken.

• Faster end-of-day cash reconciliation by team member.

• Easier answers when a customer or accountant asks about a specific payment.

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

Hi there,

Both of your workload reports now let you go straight from a busy day to the orders behind it, so you can plan staffing and trucks without switching screens.

What's New:

• On the Busy / Load report, click a day's Going Out or Coming Back count to open a list of exactly those orders.

• On the Capacity Calendar report, click any day with activity to see the orders that make up its load. The list follows the filters you have applied.

• Each list shows the order number, client, type, status, start date, end date, and total, and the order number opens the order itself.

• The Busy / Load report now always places each order on the correct day, whatever time zone your computer is set to.

How to Use It:

• Go to Reports and open Busy / Load or Capacity Calendar.

• Run the report for the month you want to review.

• Click a day's count or colored day cell to open its order list.

• Click an order number to open that order and make changes.

Benefits:

• Move from "this day looks heavy" to "these are the orders" in one click.

• Faster decisions about rescheduling deliveries and pickups.

• Counts and order lists that always agree with each other.

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

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].