Rentopian Rental Software News Center

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].

Hi there,

When you email a report from Rentopian, the attached file is now built the same way as a downloaded one — so what lands in your recipient's inbox looks exactly like what you see on screen.

What's New:

• Emailed PDF, Excel, CSV, and JSON attachments are generated from the report you are actually looking at, including your column selections, filters, and totals row

• PDF attachments keep the same layout rules as a download, switching to landscape and adjusting text size for wider reports

• The email form validates the attachment before sending, so an incomplete file is not emailed out

How to Use It:

• Go to Reports and open any report

• Set your filters and columns the way you want them

• Click the email option, choose your file type, enter recipients, a subject, and a message

• Send — the attachment your recipients receive matches the report on your screen

Benefits:

• No more re-exporting and attaching reports by hand to get the formatting right

• Recipients see the same numbers, columns, and totals that you do

• Wide reports stay readable in the emailed PDF

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

Hi there,

The Receivables by Date report now shows who owes you the money, not just the invoice number.

What's New:

• A new Client column sits between the invoice number and the balance due

• The column shows the client's first and last name, with their company name in parentheses when one is on file

• The column is included when you sort, search, and export the report

How to Use It:

• Go to Reports → Receivables by Date

• Pick your date and run the report

• The client name appears alongside each invoice in the results, and carries through to your PDF, Excel, and CSV exports

Benefits:

• Spot at a glance which clients are carrying an outstanding balance

• Chase down overdue invoices without opening each one to find the client

• Share a collections list with your team that reads clearly on its own

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

Hi there,

If you issue store credit to your clients and keep your books in QuickBooks, that credit now flows through automatically instead of being re-entered by hand.

What's New:

• Client store credit is created in QuickBooks as a credit memo automatically

• When a client applies their credit to an invoice, that credit application is sent to QuickBooks too

• If a credit is removed or reduced, the matching QuickBooks credit memo is voided or adjusted

• A background reconciliation keeps your QuickBooks credit balance matched to the balance in Rentopian when the two drift apart

• Payments that use a payment method already saved in QuickBooks now match to that existing method instead of creating a duplicate

How to Use It:

• Go to Settings → QuickBooks

• Connect your QuickBooks account if you have not already

• In the accounts section, choose an account in the new Account for store credit dropdown

• Save your settings — from that point on, store credit activity syncs on its own

Benefits:

• Your QuickBooks credit balances stay in step with Rentopian without manual entry

• Fewer duplicate payment methods cluttering your chart of accounts

• Cleaner month-end reconciliation, because credits and credit applications are already recorded

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

Hi there,

We've updated your navigation menu to better group your CRM items. Previously labeled Clients, your CRM now includes your Clients, Contacts, new Shared Contacts, Venues and Leads:

If you have any questions, please reach out to our team either at [email protected] or through the chat option!