This article is also available in:

Rental tickets

Does your company rent out particular items or equipment? In Robaws you can do this in the 'rental' module.

Example of the rental module
In my firm I have an excavator that is rented out to customers who use it during their works. For this excavator the customer pays a particular price based on the rental period. In addition, extra services such as transport, cleaning, etc. can also be charged when this excavator is rented out.

Does the example above sound familiar? Then the rental module in Robaws will certainly add value to the way you work.

This module is available in Robaws from the Pro licence onwards.

Preparation

Before we can get started with the rental module, a few things are important.
First, you make sure the settings are correct.
Second, we need a rental item. Follow the steps below to create the items for rental correctly.

Create a new item via the overview of the items.
For the field 'item type', choose the type 'rental'.
As soon as you have set the item type to 'rental', you get an extra frame 'rental tarif' on the item file. These prices are used on the rental tickets + on the invoice you generate from the rental ticket. Below you will find more explanation about how you set this up exactly.

Field	Explanation
Periodicity	Here you can choose between day and week. If you choose week, charging will always be done per week. If you choose day, charging will always be done per day.
Rental price	The price per day/week that is used in the rental tickets.
Cost price	The cost price per day/week that is used in the rental tickets.
Minimum rental	The minimum number of days/weeks that has to be charged with the rental tickets. This is not visible on the rental ticket itself, but it is in the work order/invoice afterwards.
Tarif exceptions	This follows the principle of tier prices. Per 'to period' you can set a specific rental price that applies to this item.

On the right of the item file you will find the cost price and selling price. These prices are used on the quotation + on the invoice you generate from the quotation.

It is possible to charge extra services per item. For this you can set a cost price/selling price and Gl-account on the item file.

Using rental tickets

The use of rental tickets takes place entirely in the 'rental tickets' module. You first have to activate this module in your userrole.
Do you want to make a quotation before the rental starts? Then you can do so via the quotation module. You can add the item to the quotation.
Please note: the quotation shows the cost price and selling price from the item file and not the prices from the rental tarifs.

Apart from the specific way rental tickets work, which is explained below, you can — just as in other modules — also add files, place remarks, create tasks and set up extra fields.

Outgoing rental (= start of the rental)

To register an outgoing rental, you create a new rental ticket. You do this on the + sign in the overview of the rental tickets.
A rental is attached to a project, so you will always have to link a project to the rental ticket. The customer and the company are taken over from the project automatically.
The company has an important influence later on when you close a period and draw up an invoice/work order.

To register an outgoing rental, you go through the following steps:

Enter the correct date (start of the rental). This date is used to register the rental period.
Link a project.
Add the rental items you want.
In the 'OUT' column, enter the number of items that are being rented out. The number of days is not entered here.
Where applicable, enter the number of times you carry out 'extra services' at the start of the rental (and will charge afterwards).
At the bottom of the rental ticket, under 'items', you can add further items that you hand over at the start of the rental and that will be charged later. These will usually be consumables: sanding pads, filters, etc.

Example:
I am going to rent out my 3 excavators for use on site P260051. Together with the rental of these excavators, transport is charged because I have to deliver these excavators myself.

Incoming rental (= end of the rental)

To register an incoming rental, you create a new rental ticket. You do this on the + sign in the overview of the rental tickets.
A rental is attached to a project, so you will always have to link a project to the rental ticket. The customer and the company are taken over from the project automatically.
The company has an important influence later on when you close a period and draw up an invoice/work order.

To register an incoming rental, you go through the following steps:

Enter the correct date (end of the rental). This date is used to register the rental period.
Link a project.
Add the rental items you want.
In the 'IN' column, enter the number of items that are received back. The number of days is not entered here.
Where applicable, enter the number of times you carry out 'extra services' at the end of the rental (and will charge afterwards).
At the bottom of the rental ticket, under 'items', you can add further items that you have used at the end of the rental and that will be charged later. These will usually be consumables: sanding pads, cleaning equipment, etc.

Important: if the incoming number of rental items is higher than the outgoing number of rental items, you will get an error message and consequently you will not be able to close the booking period.

Example:
Of my 3 rented-out excavators, I am going to receive all three back after the rental period. Cleaning is also charged per machine for this, in order to clean the excavators completely.

Closing a rental period - creating a work order or invoice

You determine once in the settings whether you want to settle the rental tickets via a work order or via an invoice. All rental tickets will follow the invoice strategy you have chosen.

Rental tickets are not settled individually, but per period. This booking period is a period of time that you determine yourself. When you close this booking period, all rental tickets that fall within this period will be settled. You can close the booking period per company, so that only the rental tickets of one of your companies are settled.

Go through the following steps to close a booking period:

Create a booking period via the action button at the top of the overview of the rental tickets.
Enter a from and to date for the booking period.
Select the company for which this booking period applies.
Click book to close the booking period and place all outstanding rental items on an invoice/work order.

As soon as a period has been booked, all rental tickets of the linked company in that period are locked and placed on an invoice or work order.
If there are still rental periods running, the part that falls within the period is already placed on the invoice/work order.

You can roll back a booking period. In that case all rental tickets are released and unlocked again, but the work order and invoice are not deleted.

Extra possibilities and points to note

Setting up extra services

You can create extra services that can be charged in connection with a rental.

Properties

The extra services are shown on every rental ticket and apply to all items. You cannot switch them on or off per item.
You can, however, set the price of the extra service per item.

Example*:** extra service 'cleaning' - if you rent out an excavator, an extra service 'cleaning' is charged automatically after the rental. *

Creating them
You create these extra services yourself in the settings.
An extra service has a 'type': this determines whether this extra service immediately causes an IN/OUT movement. Be sure to read the explanation with the settings and below carefully in order to set this up correctly, so that you avoid double IN/OUT movements being registered!

Type of extra service
N/A:

on the rental ticket you first fill in the number IN or OUT and you can select this service in addition if you want.
this allows the number IN or OUT to differ from the number of the extra service
Example: I rent out 3 pumps and deliver them to the customer myself: OUT = 3 pieces, extra service 'transport' = 1 piece

IN or OUT

on the rental ticket you only fill in this service, and this immediately also causes an IN/OUT registration of the same number.
the number IN/OUT therefore cannot differ from this service.
Example: I rent out 3 pumps and charge maintenance each time at the end of the rental period: IN = fill in nothing, extra service 'IN maintenance' = 3 pieces.

If you create an extra service with type 'IN' or 'OUT', write in the name that it concerns an IN or an OUT. This way you avoid mistakes when entering data on the rental ticket.

Deviating rental tarifs

You can deviate from the rental tarif you have set in the item file at various levels. These follow the following hierarchy:

Rental ticket: on the rental ticket you can create a rental tarif that applies specifically to this ticket. You determine this in the 'rental tarifs' tab. The tarif on the OUT rental ticket takes precedence over the tarif on the IN rental ticket.
Project: on the project you can create a rental tarif that applies specifically to all rental tickets on the project.
Customer: on the customer file you can create a rental tarif that applies specifically to all rental tickets for this customer.
Item: the lowest level in the hierarchy is on the item file: if no deviating rental tarifs have been set on the customer, project or rental ticket, the rental tarif of the item will be used. This must always be filled in for everything to work properly.

Apart from that, it is of course also possible to adjust the tarif manually on the invoice or on the work order at the end.

Updated on: 04/09/2026

Was this article helpful?

Thank you!