Rentopian Rental Software News Center

Hi there,

Products configured with a one-per-transaction restriction are now fully enforced on orders. If a set item is only meant to appear once per order, the system will make sure that's exactly what happens.

What's New:

- Set items marked as One Per Transaction can no longer be added more than once to the same order

- The quantity field for these items is locked to 1 and cannot be increased

- Attempting to add a duplicate is blocked automatically

How to Use It:

- This setting is configured at the product level — go to Products, open the product, and look for the One Per Transaction option after marking an item Add-On Only

- Once enabled, the restriction is enforced automatically on all new and existing orders

Benefits:

- Prevents accidental duplicates on orders for items meant to appear only once

- Cleaner order structures for set-based rentals

- Reduces manual review time for order accuracy

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 the Invoice PDF directly to custom outgoing emails — just like you already can with picking and packing PDFs. Sending clients a clean, ready-to-print invoice alongside your communication is now a one-step process.

What's New:

- Invoice PDF is now available as an attachment option when composing custom emails from an order or invoice

- Can be combined with other document attachments (packing list, picking sheet, etc.)

- No extra steps — select it from the Attachments section and it's included

How to Use It:

- Open an order and click Custom Email in the action options to the left

- In the Attachments section, check the box next to Invoice PDF

- Add any other attachments you need and send as usual

Benefits:

- Clients receive a professional invoice without a separate follow-up

- Consistent with how other PDF documents are already handled

- Saves time by combining communication and billing in one email

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

Hi there,

Your team can now receive automatic email reminders when a task deadline is approaching — no more checking the system manually to stay on top of what's due.

What's New:

- The system can now automatically send email reminders to assigned users as task deadlines approach

- Reminder emails include the task name, due date, and relevant details

- Works with tasks that have an assigned user and a set deadline

How to Use It:

- Create or edit a task and ensure it has an assigned user and a deadline

- Make sure email notifications are enabled for your account under Settings

- Reminders will be sent automatically as the deadline approaches — no manual action needed

Benefits:

- Keeps your team accountable without requiring constant system check-ins

- Reduces missed deadlines and dropped tasks

- Works across all task types in the system

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

Hi there,

We removed an extra step that was slowing things down. When selecting dates on orders, you no longer need to click a secondary confirmation button after choosing your date — the selection applies immediately.

What's New:

• Date and time fields across orders now apply your selection as soon as you pick the date — no extra confirm click required
• The experience is consistent across all date/time pickers on the order form

How It Works:

• Open or create an order and click into any date/time field
• Select your date from the calendar as usual
• The date is applied immediately — the picker closes and your selection is saved without needing to click "OK" or "Confirm"

Benefits:

• Faster order entry, especially when filling in multiple date fields
• Less clicking, fewer steps — a smoother overall experience
• Consistent behavior across all date fields in the system

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

Hi there,

Small changes can save a lot of clicks — and this one does exactly that. When adding a new client, the Managed By and Sales Person fields now automatically pre-fill with the currently logged-in user.

What's New:

• The Managed By field now defaults to the logged-in user when creating a new client
• The Sales Person field also pre-fills with the logged-in user automatically
• Both fields remain fully editable — you can change them to any team member at any time

How to Use It:

• Go to Clients > Add Client
• You'll notice Managed By and Sales Person are already filled in with your name
• If the client belongs to a different team member, simply update the fields before saving

Benefits:

• Eliminates repetitive manual selection for users who manage their own clients
• Reduces the chance of leaving those fields blank by accident
• Speeds up client creation, especially when adding multiple clients in a session

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

Hi there,

Keeping track of which credits are tied to which orders just got a lot easier. When credits are manually added to a client, the associated order number now appears as a clickable link — giving you full visibility without having to dig.

What's New:

• When manually adding a credit to a client that is linked to a specific order, the order number now displays as a clickable link in the credits log
• Clicking the link takes you directly to that order for quick reference
• Credits without an order link remain unchanged

How to Use It:

• Go to Clients and open a client's profile
• Click on Adjust Store Credit button and add or subtract an amount.
• Search and select order number in Reference Order # field.
• When adding a credit manually and associating it with an order, the order number will appear in the credits table once saved
• Click the order number at any time to jump straight to that order

Benefits:

• Quickly trace any credit back to its source order without searching
• Cleaner audit trail when reviewing a client's credit history
• Saves time for your billing and account management teams

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

Hi there,

You can now create transactions using the Event Date, and Rentopian will automatically generate the full rental period based on your preset offset days.

These offset days are configured in your Order Settings and determine how many days before and after the event are included in the rental period. This makes it faster to create orders and helps ensure consistency in scheduling.

How it works:

• Enter the Event Date when creating a transaction.
• The system automatically calculates the rental start and end dates using your preset offset days.
• You can still adjust dates manually at any time if needed.

This update helps streamline order creation and reduces the need to manually calculate rental periods for events.

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

Hi there,

You can now mark Delivery or Pickup as TBD when creating or editing orders.

This lets you move forward with orders even if scheduling details aren’t confirmed yet. A Confirm By Date helps your team track when delivery or pickup times still need to be finalized, and orders will appear on the Dispatch screen based on that date.

Once details are confirmed, simply update the order to a Window or Exact Time and the schedule will update everywhere automatically.

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

Hi there,

Auto-Tasks now support more flexible assignment options!

What's New:

• Assign To Options: When creating Auto-Tasks, you can now choose to assign tasks to:
• Specific User - Assign to selected users
• Managed By - Automatically assign to the user who is the "Managed By" on the order
• Sales Person - Automatically assign to the Sales Person on the order
• Smart Assignment: Tasks are automatically assigned to the appropriate person based on the order's Managed By or Sales Person fields

How to Use:

When creating or editing an Auto-Task, you'll see an "Assign To" dropdown

Select from:

• Specific User - Then choose which users should receive the task
• Managed By - Tasks will go to the order's Managed By user
• Sales Person - Tasks will go to the order's Sales Person

This only applies to private tasks (public tasks are visible to all)

Benefits:

• More flexible task assignment
• Automatic assignment based on order relationships
• Better workflow automation

If you have any questions about Auto-Tasks assignment options, please reach out to our team either through our chat or by emailing [email protected].

Hi there,

We've enhanced the Damaged Products Report with better order tracking and filtering!

What's New:

• Order Association: Quarantine items are now directly linked to their source orders
• Enhanced Filtering: Filter damaged items report by Transaction to see all damaged items from specific orders
• Better Reporting: View repair fees and order numbers directly in the damaged items report
• Improved Data Integrity: Better tracking of which orders items came from when they were damaged

How to Use:

1. Go to Reports → Damaged Products
2. In the filter options, select "Transaction" as the filter type
3. The report will now show order numbers and repair fees for damaged items
4. You can see which specific orders items were damaged from

Benefits:

• Better visibility into order-related damages
• Improved cost tracking for repairs
• More accurate reporting and analysis

If you have any questions about the improved damaged items reporting, please reach out to our team either through the chat or by emailing [email protected].