Rentopian Rental Software News Center

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!

Hi there,

You can now track salesperson commissions directly in Rentopian with a brand-new Commissions Report and its own settings area. Configure how commissions are calculated, then review earnings by salesperson without exporting to a spreadsheet.

What's New:

• A dedicated Commissions Report showing commission totals across your team.

• A drill-down view for each individual salesperson.

• A settings screen to define company-wide and per-user commission rules.

How to Use It:

• Go to Reports → Commissions to view the report.

• Click a salesperson to open their detailed commission breakdown.

• Open Commissions → Settings to set up your commission rules by company and by user.

Benefits:

• Give your sales team clear visibility into what they have earned.

• Keep commission rules and payouts consistent and auditable.

• Save time by replacing manual commission spreadsheets.

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

Hi there,

Product imports now honor each user's division access, so imported products land in the right place for your team.

What's New:

• The product import process now imports products according to the divisions a user has access to.

• Clearer validation guidance during import.

How to Use It:

• Start a product import as you normally would.

• Products will be imported in line with your division access.

Benefits:

• Cleaner, more predictable imports for multi-division businesses.

• Products stay within the boundaries of who should see them.

• Fewer cleanup steps after an import.

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

Hi there,

We've made a couple of reports more informative and accurate.

What's New:

• The Product History report now includes a Managed By column, so you can see who handled each item.

• The Tax by Payments report now includes store credit payments for a more complete picture.

How to Use It:

• Go to Reports → Product History to see the new Managed By column.

• Go to Reports → Tax by Payments to view totals that now account for credit payments.

Benefits:

• Better visibility into who is managing your inventory movements.

• More accurate tax reporting that reflects all payment types.

• More confidence in the numbers you share and act on.

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