Your business, from setup to return.

Your rental records, in a project you own

During setup, connect a cloud project your business owns: a dedicated place for its database and files. Your rental records live there, rather than in one shared rental database for all Rentiness customers. You or your chosen administrator control that project; Rentiness uses authorised access to run the service.

Rentiness separately holds account, access and some configuration records needed to provide the service. Owning your rental records does not mean you own the Rentiness software or that all data stays away from the services you connect.

Set up business details, country and branding, then connect supported payment, email and reporting services.

One login. Different businesses and roles.

Belong to more than one business with the same login and switch to the one you need. You might own one business and work as a member of staff in another.

Each business gives you its own role and permissions. Being an owner in one does not make you an owner in another. Switching businesses changes the records, settings and access you work with; sharing a team member does not give the businesses access to each other’s data.

Define your types. Then add what you rent.

Create the asset types your business needs, from scratch or from a template. Name each type and choose its fields, descriptions and required details. These definitions describe what you rent; they are not a list of industries you must choose from.

Add your actual inventory under those types, individually or in bulk. For example, a type might need dimensions and a serial number; another might need capacity and a different set of details. Choose the information your team sees. The same definitions are used to describe and select what is rented, group prices and supply details to documents and the customer website.

Offer reusable extras with the relevant asset types. For example, a helmet can be an extra rather than a field on every item. Reuse photos and PDFs from the shared library. Set the charge for an extra in rental pricing, separately from its catalogue description.

Describe where you can serve a customer

Add branches, pickup and return locations, and service areas. Set which cross-branch journeys you allow, their fees and the time needed for travel and preparation. These details help determine whether an item can be in the right place for the next rental.

Charge the way your business charges

Use hourly, daily, monthly or session pricing. Set fixed prices or prices that change with duration, with your rounding rules. Apply different prices by group, season, time of day or booking channel, and define discounts and extra charges.

Group prices using the characteristics you chose for an asset type. Try pricing scenarios before using them; return estimates are estimates, not forecasts. For monthly rentals, define payment periods and amounts due instead of treating a month as a fixed number of days.

Choose what you need from customers and staff

Choose the details you need for individuals and companies, including any documents that must be checked before a rental can continue. Set expiry dates for approvals where needed. Guided duplicate detection and merging help keep customer records together.

Add your team and assign roles. Someone preparing a handover does not need the same access as someone changing prices or managing staff.

Put the work in the right moments

Choose which asset types and pricing models each process uses. Decide when and where the rental happens, who is involved, how much is due and what protection or deposit is needed. Begin with an item or with dates, depending on how you work.

Group the work into moments that make sense for you, such as booking, preparation, handover and return. Choose tasks, required details and timing. Assign work to staff or customers; automatic actions, such as numbering a document, remain the system’s responsibility. Required checks prevent later work from moving ahead too soon.

Decide what happens when plans change

Set whether an extension, cancellation, early return, refund or replacement is allowed, who can request it and at which point. Define cancellation charges or refund rules before a real customer needs them.

Choose the emails, PDFs and contracts for each moment, including payment-due and payment-received messages. Select the recorded details and attachments they should include, so your team does not have to assemble them again.

Rehearse before using it with customers

Run through the draft rental in a test environment: check the steps, prices, required information and allowed changes. Test payments are simulated and kept separate from real rentals and numbering.

Preview the customer’s side too. Check emails and PDFs separately; sending a test email is a deliberate action. When the process is ready, publish it for staff and customers to use.

Find something that can actually be rented

Check the calendar by day, week or month, with items against time. Start from dates to find available items, or from an item to find a suitable time.

Availability considers existing rentals, where the item is, the requested locations and your travel and preparation rules. An empty space in the calendar is not enough on its own. The price uses the chosen dates, item, locations and applicable extras.

Work from a phone or tablet, where the rental happens

Work where the rented item actually is. Open the rental on a phone or tablet during handover and return. Record condition checks, take photos and collect signatures there, without going back to a desk to enter them.

Include fuel levels or measured litres where your process calls for them. Your team sees what is still missing before it can continue. Collect payments and issue receipts through the options supported by your business setup; card terminals and tap-to-pay depend on the provider and device.

Let customers complete their part too

Through the rental service embedded in your website, customers can enter details, accept terms, sign and pay for the steps assigned to them. They can return to review or continue the same rental. Self-service pickup is possible when your process allows it; it does not give customers access to staff-only actions.

Keep the money and paperwork with the rental

Collect the full amount, an advance or a later payment according to your rules. Use online checkout, payment links, QR or recorded cash payments; POS and tap options depend on the supported provider and device.

A charge shows what is owed; a payment records money received; a refund records money returned. A refundable deposit or card hold stays separate from rental income. Any retention follows the rules you configured.

Issuing a receipt is a separate action from collecting a payment. Check the receipts and credit notes linked to the rental, using your configured reporting service. Greek options include myDATA and the Digital Client List where applicable; available reporting depends on the country, provider and business setup.

Change a confirmed rental without losing its history

Complete the delivery, pickup and return checks you defined. If plans change, use the extension, cancellation or early-return options you enabled. Extensions recalculate the charge; permitted replacements are selected from current availability.

The original answers remain in the history alongside changes. Refunds and deposit handling follow your configured rules. A customer can receive a refund through an allowed cancellation or early return; a separate discretionary refund is a staff action.

Know what is ready and what is waiting

During setup, see what is ready, what is missing and what is optional, with an explanation of the next step. Optional setup is not treated as a reason to stop work.

During the day, see what is rented out, overdue rentals, work ready to complete and upcoming bookings.

Give your team different responsibilities and access

Create roles for the people who work in your business. Set who can view, add, change or delete information in the areas covered by your permission settings: business details, assets, pricing, users and roles.

Staff can run rentals without being allowed to change prices. A manager can have access to locations and assets without permission to change payment or receipt settings. Decide who can add team members and change their access, rather than giving everyone the owner’s permissions.

Each person can review the access their current role gives them. Deleting a team member requires permission and password confirmation; changes to role permissions need an explicit save. Access is set through the supported permission areas, not an unrestricted rule for every individual field.

Check payments against documents

Review a month or a chosen date range. The financial check compares payment records with issued documents independently, then groups the results by rental: paid, refunded, net amount and payments still missing a receipt where reporting is enabled.

Scheduled reminders can notify customers about monthly payments due, with payment links according to your rules, and skip amounts already paid. Supported interrupted payment, refund, email and reporting work can be retried in the background. This does not mean every problem is automatically resolved; unresolved work still needs attention.

Ask for help without handing over control

The AI assistant explains the product and the screen you are using. Business-data help is available for assets, pricing, locations and customers, within enabled access. Sensitive customer details are hidden by default; access requires both your role permission and explicit AI consent for those fields.

For supported changes, it prepares a draft for your confirmation. It does not create customers, rentals or rental processes from chat, calculate rental quotes or availability, or manage passwords, banking details or credentials. When an action is outside its limits, it points you to where you can do it yourself.