This article is also available in:

Rental tickets | General

Does your company rent out materials or machines, such as an excavator, a container or site fencing? With a rental ticket you register what leaves for a project and what comes back. At the end of a period you book all rentals in one go: Robaws calculates per project how long each item was on rent and puts that on an invoice or a work order. The rental tickets module is included in the Pro licence. You give a user access via the permissions on rental tickets in their user role.

You can find answers to frequently asked questions in the rental tickets FAQ.

Navigate quickly to:

the overview of the rental tickets
creating a new rental ticket
the rental ticket file and its fields
the various tabs
the rental tariffs and which tariff takes precedence
invoicing the rentals with a booking period
the action buttons

Overview screen

You can adjust the overview of the rental tickets via the settings: which columns you want, in which order, which quick filters? In addition, every user can create their own overviews and personalise them. Via the overview screen you can make bulk changes to several rental tickets at once.

Views

Besides the table view, the rental ticket overview has two more views:

Kanban: your rental tickets as cards, in a column per status. At the top of every column you see the total excluding VAT.
Analysis: per rental item, how many pieces are currently on rent (# on loan), for the rental tickets in your overview. You only see this view if your user role is allowed to see financial info and analyses.

Creating a new rental ticket

You can only rent out items of the Rental item type. You create such an item among the items: choose Rental item as the item type and fill in the Rental Tariff card (see Rental tariffs). You can read more about the item types in Which item type do I choose for my materials, hours and machines?

You start a new rental ticket in several ways:

from a project, via the plus sign next to 'Rental tickets' in the Overview block. Choose a template, or choose Close Open Rentals: Robaws then makes a rental ticket with, per item, everything that is still on rent on the project in the # In column. This way you register in one go that everything has come back.
from the overview of your rental tickets, via the Add (+) action button. Choose a template and then fill in the project.

You always create a rental ticket from a template. Every environment already has one, named 'Default'. A new rental ticket gets a new number and the status, the lines and the remark of the template. You become the assignee and the date is today. Does a new rental ticket closely resemble a previous one? Then select that one in the overview and use the Duplicate action button.

The date of the rental ticket is the date on which the rental starts or stops. So make a rental ticket for what leaves and later a new rental ticket for what comes back.

The rental ticket file

The rental ticket file consists of the Rental ticket and Overview blocks, with the rental lines and the tabs below them.

Rental ticket

Field	Explanation
Date	The date on which the rental starts (what leaves) or stops (what comes back). Robaws calculates the rental period from this date. If the date falls in a period that has already been booked, Robaws sets it to the first day after that period.
Status	The status of the rental ticket.
Remarks	Free text with the rental ticket.
Assignee	The user who follows up the rental ticket.
Project	The project for which you rent out. A rental ticket always belongs to a project: the rental is invoiced per project.
Customer	The customer of the project. Robaws fills this in itself.
Company	(visible if you have several companies) The company of the project. Robaws fills this in itself. You book the rentals per company.

If you work with extra fields, they appear below this block.

Overview

Here you see the Invoices and Work orders on which the rental of this rental ticket was invoiced. You only see this block once an invoice or work order is linked. Click on it to view them.

Rental lines

Here you register the movement. Click Add line and choose a rental item.

Column	Explanation
Article	The rental item. You can only choose items of the Rental item type here.
# Out	The number of pieces that leave for the project. This is where the rental starts.
# In	The number of pieces that come back from the project. This is where the rental stops.
A column per extra service	The number of times you charge this extra service, for example transport or cleaning. You create your extra services in the settings. If the type of the extra service is In or Out, the number also counts as pieces that come back or leave. In that case, do not also fill in # In or # Out.

You only fill in numbers of pieces, not days. Robaws calculates the rental period itself based on the dates of your rental tickets.

If more pieces of an item come back than left for that project, you get a message. As long as that is the case, you cannot book a booking period.

Tabs

Items

Here you put what you charge in addition to the rental, for example consumables that you hand over or a cleaning after the rental. The fixed columns are Line, Item, Description, Quantity, Unit type, Cost price, Margin, Price, Vat and Total. With the Line column you choose the line type. These lines end up on the invoice or work order of the period in which the rental ticket falls.

Remarks

You use remarks to communicate internally about this rental ticket and as a reminder.

Documents

Here you add files that belong to this rental ticket, for example a photo of the machine when it leaves.

Tasks

As in all modules, you can also create a task from the rental ticket.

Rental Tariffs

A deviating rental tariff that only applies to this rental ticket. See Rental tariffs.

Rental tariffs

What you charge for the rental is recorded in the Rental Tariff card on the rental item:

Field	Explanation
Periodicity	Does Robaws charge per day or per week? With week, Robaws charges every week that has started, counted from the day the item left.
Rental Price	The price per day or per week.
Cost price	Your cost price per day or per week. It appears on the invoice or work order.
Minimum Rental	The minimum number of days or weeks that you charge. If an item comes back sooner, Robaws still charges the minimum. You only see that on the invoice or work order, not on the rental ticket.
Tiered Pricing	A different price for the first days or weeks. Per Up to Period you fill in a sales price, for example a higher daily price up to and including day 5. From the next period onwards, the Rental Price applies. A tier with a sales price of 0 does not count.
Additional Services & Charges	Per extra service the cost price, the sales price and, if needed, a separate Gl-account for this item.

Do you want to charge a different price for a particular customer, a particular project or one rental ticket? Then add a Tariff Override in the Rental Tariffs tab of that file. Choose the rental item and fill in the rental price, the minimum, the tiers and the deviating prices of the extra services. The periodicity and the cost price remain those of the item.

Robaws checks in this order which tariff it uses:

the tariff override on the rental ticket
the tariff override on the project
the tariff override on the customer of the project
the rental tariff of the item. So always fill it in.

You can still adjust what Robaws then puts on the invoice or work order manually there.

Invoicing with a booking period

You do not invoice rental tickets one by one, but per booking period: a period you choose yourself, for example a month. Whether Robaws makes invoices or work orders is something you choose in the settings under Invoicing strategy.

In the overview of your rental tickets, click the Booking Periods action button.
Click Add line and fill in the From date and To date. If you have several companies, also choose the Company: you book the rentals per company.
Click Book and confirm. If you work with invoices and have several sales journals, you first choose the journal.

Robaws first checks that on no project more pieces have come back than have left. If that is the case, you get a list of the rental tickets and items you need to check, and nothing is booked.

If everything is in order, Robaws makes one invoice or work order per project with:

per rental item a line with the number of pieces and the rental period, for example 'Excavator (3x): 01/06/2026 - 30/06/2026'. If an item is still on rent, Robaws charges the part within the booking period. The rest goes into the next period.
the extra services and the lines from the Items tab of the rental tickets with a date in the period.

If there is nothing to invoice for a project, Robaws does not make an invoice or work order for it either. If all rentals on that project have ended, Robaws archives the project.

After booking, the booking period and all rental tickets of those projects up to and including the end date are locked. Via View invoices or View work orders on the line of the period you open what was created. A new booking period cannot start before or in a period that has already been booked.

Is something not right? Then click Rollback on the line of the period. Robaws then deletes the invoices or work orders of that period, and you can book the period again. The rental tickets stay locked: unlock them yourself if you still want to change something.

You don't see the Booking Periods action button on a small screen, and only if your user role is allowed to edit rental tickets.

Action buttons

In the overview screen

For most action buttons in the overview, you first tick the rental ticket(s) on the left on which you want to perform the action.

Action button	Explanation
Add	Create a new rental ticket from a template, see Creating a new rental ticket.
Duplicate	Make a new rental ticket based on the selected rental ticket, with the same project, the same lines and the same tariff overrides. The date becomes today. To do so, select exactly one rental ticket.
Booking Periods	Book a period and create the invoices or work orders, see Invoicing with a booking period.
Excel	Export the rental tickets from the overview to Excel.
Delete, Archive, Lock	See the explanation in the table below.

On the rental ticket file

At the top of the rental ticket file there is a row of action buttons. The name of an action button appears as soon as you hover over it with your mouse.

Action button	Explanation
Pdf	View the PDF of the rental ticket. Via the drop-down list you choose one of the PDF templates that you created in the settings.
Default documents	Draw up a default document from the rental ticket, for example a rental contract.
Change number	Give this rental ticket a different number. See Changing a document number
E-mail	Send an e-mail from the rental ticket with an email template, for example to have it signed digitally. Via e-mails send you see which e-mails have already been sent.
Delete	The rental ticket disappears from the overviews. Use this for a rental ticket that was created by mistake. More explanation in Archiving and deleting.
Archive	The rental ticket disappears from the overviews, but stays linked to the project and the invoices or work orders. More explanation in Archiving and deleting.
Lock	The rental ticket can no longer be changed. After booking a period, Robaws does this itself. If you unlock a rental ticket from a booked period, the date moves to the first day after that period. More explanation in Locking documents.
Audit log	(visible for administrators) The history of retrieving and saving the rental ticket.

Don't see Delete, Archive or Lock? Then your user role does not have the right to edit or delete rental tickets. Archived and deleted rental tickets can be found again via the advanced filters in the overview.

Updated on: 21/10/2026

Was this article helpful?

Thank you!