Rentopian Rental Software News Center

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].

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].