Rental tickets | Settings
Via Settings > Rental tickets you determine how the rental tickets module works: which extra services you charge, how you invoice the rentals, how your rental tickets are numbered and what appears on the PDF. This page is only visible to administrators. Your changes are saved as soon as you leave the page. Also take a look at the general settings: they have an impact on several modules, and therefore on your rental tickets as well. How to work with rental tickets is explained in Rental tickets | General.
Master data
Setting | Explanation |
|---|---|
Extra rental tariff services | Create the extra services that you charge with a rental, for example transport or cleaning. See Extra services below. |
Extra services
An extra service is something you charge in addition to the rental itself, for example transport, cleaning or a shortage on return. Every extra service becomes a column on the rental lines of every rental ticket. You cannot switch them on or off per item, but you do determine the price per rental item.
Field | Explanation |
|---|---|
Name | The name of the extra service. It appears as the column title on the rental ticket and is included in the description on the invoice or work order. Via the translation button you fill in the name in other languages. |
Unit type | The unit on the line of the invoice or work order. |
Type | Determines whether the extra service also counts as pieces that leave or come back. See the table below. |
Gl-account | The Gl-account of the line on the invoice. If you fill in a different Gl-account for this service on the rental item, Robaws uses that one. |
Type | What it does | Example |
|---|---|---|
N/A | You fill in the number of pieces in # Out or # In, and the extra service separately. The numbers may differ. | You rent out 3 pumps and deliver them in one trip: # Out = 3, Transport = 1. |
Out | The number of the extra service also counts as pieces that leave. In that case, do not fill in # Out anymore. | You rent out 3 pumps and deliver each pump separately: 'Out transport' = 3. |
In | The number of the extra service also counts as pieces that come back. In that case, do not fill in # In anymore. | You clean every returned pump: 'In cleaning' = 3. |
You set the price of an extra service on the rental item, in the Rental Tariff card, under Additional Services & Charges. You record a deviating price for a customer, project or rental ticket in a tariff override. See Rental tariffs.
Overview
Here you determine what the views of the overview screen of your rental tickets look like. What you change here applies to every user. In addition, every user can still create and set up their own overviews.
Setting | Explanation |
|---|---|
Quick filters | Choose which filters are ready by default in your overview. |
System view | Choose which columns you want in the table view, and in which order. |
Card info | Set the title, the subtitle and the fields of the card in the kanban view. A maximum of 8 fields in total. |
Tags | Set up labels that appear on a card as soon as a rental ticket meets your condition. At most 10 per module. |
Card info and tags apply to the whole environment. You set the columns separately per overview.
Settings
At the top of this card you change the number of the next rental ticket via Change next number.
Setting | Explanation |
|---|---|
Invoicing strategy | Choose what Robaws creates when you book a booking period: an Invoice or a Work order per project. By default this is set to Invoice. |
Templates
You always create a new rental ticket from a template. A template is an example rental ticket in which you already record what is the same for every new rental ticket of that kind, such as the status, the rental items on the rental lines or fixed lines in the Items tab. Every environment already has a template named 'Default'. If you delete all templates, you can no longer create rental tickets.
- Click Add and give the template a name.
- Choose Create blank template to start from an empty rental ticket, or Choose existing to take an existing rental ticket as an example.
- Via Edit template you fill in the fields of the template.
If you change a template later, nothing changes in the rental tickets you already made with it.
Extra fields
As in all modules in Robaws, you can also create extra fields of your choice for a rental ticket.
Setting | Explanation |
|---|---|
Templates | Set up one or more PDF templates for your rental tickets: which columns appear on the PDF, in which layout, and which header appears at the top, also in other languages. Per template you determine, among other things, whether the prices appear on the PDF (Show prices), whether the project is mentioned (Show project information) and whether the extended description of the lines appears on it (Show extended description). Your templates appear on the rental ticket file under the Pdf action button. |
Statuses
Create the statuses of your rental tickets here and give every status a colour for the overview. A new rental ticket gets the status of the template from which you create it.
Default documents
Set up the default documents that you want to use from a rental ticket here, for example a rental contract. They appear on the rental ticket file under the Default documents action button.
Email templates
Create the email templates with which you send a rental ticket here, with a fixed text and fixed attachments, for example the rental ticket and a rental contract. Per template you also determine which status the rental ticket gets automatically after sending, after the e-mail has been read, after signing and when your customer requests a change. How to have a rental ticket signed digitally is explained in Having documents signed digitally
Updated on: 21/10/2026
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