Create a Rental

The Yard-related steps shown below are coming soon. If you don't have access to Yard Locations in your ServiceCore account yet, you will in the near future. 

Our Product Team is enabling Yard Locations for our customers in batches. If you'd like it enabled in your account sooner, please reach out to our Support Team with that request.

Rentals allow you to place inventory at a customer’s location, schedule deliveries and services, and manage billing from start to finish. 

Whether you are setting up a long-term rental or a short-term event rental, the process follows the same core workflow.

Before You Start

Here are a few things to know before you continue:

• Inventory products are required to create a rental.
• Rentals can only have jobs for one site.
• A delivery job is the only required job to create a rental.
• To see if you have user permissions to create rentals, please review this article.

Prerequisites

We recommend having the following items already created and set up in your ServiceCore account before creating a rental:

1. Add the customer who will be renting your inventory.
2. Add the job site where the rental inventory will be delivered, serviced, and picked up.
3. Add inventory (itemized or non-itemized) that will be rented.
4. If renting itemized inventory, associate barcodes or QR codes to the inventory items.
5. Add services.
6. Assign services to your inventory products so they appear as rental rates. 
7. Check availability to confirm units are available for the rental time period.

Create a Rental

There are 5 ways to create a rental:

1. From inside a customer's profile under the Rentals section that automatically fills in the main details.
   
   
2. From inside an Estimate that automatically fills in the main details.
   
   
3. From the main Accounting section under Ready for Invoice > Estimates (Legacy) that automatically fills in the main details.
   
   
4. From the main Rentals area to start from a blank rental page.
   
   
5. From anywhere in your account using the + button to start from a blank rental page.
   
   

TIP: We strongly recommend creating rentals from the customer's profile so all the information automatically fills in to save you time and extra steps. 

Create a Rental with a Delivery Job 

To create a rental with just a delivery job, follow the instructions below:

1. Click on "Create Rental" from wherever you're starting from. (See above screenshots.)
2. Review the auto-filled field at the top to see if anything needs to be adjusted.
3. Add a PO Number if your customer is requesting a purchase order number.
4. Select the site where the unit(s) being rented will be located at. 
5. If you're on the Pro Plan, you're able to review and adjust the site's contact(s') info if needed.
   
   
6. Select the type of delivery job that's needed for this rental.
7. Assign a driver to complete the delivery job, if needed. If you don't assign a driver now, the job will be Unassigned on your Schedule. 
8. Select the delivery date for this rental.
   
   TIP: If your delivery date is flexible, click "Schedule Suggestion" to view your drivers' availability. To learn more, please review this article about getting schedule suggestions.
9. If needed, add a start and/or end time for the driver when completing the delivery job.
   
   
10.  The Duration for the delivery job will auto-fill if you have durations set up in your account settings. You can adjust the Duration, if needed. To learn more about job durations, please review this article.
11. If you want to make sure the delivery job is flagged as an emergency on your Schedule, check the Emergency Job box.
12. Add a name for the delivery job to appear on your Schedule.
13. Add any notes for your driver, if needed.
14. Click into "What services need to be done?" and select any services associated with the delivery job so the assigned driver can complete them. (These are the actual line items that'll appear on the invoice ServiceCore creates for this rental. You can leave this section blank and add your rental rates later.)
    
    
15. Select a yard location to choose your inventory from. 
16. Search for the product(s) being rented out. Adjust the Quantity field to match the number of units needed.
17. Click "Save" to save the rental's details.
    
    

Create a Rental with a Delivery Job and a Service Job 

To create a rental with both a delivery job and a service job, follow the instructions below:

1. Click on "Create Rental" from wherever you're starting from. (See above screenshots.)
2. Review the auto-filled field at the top to see if anything needs to be adjusted.
3. Add a PO Number if your customer is requesting a purchase order number.
4. Select the site where the unit(s) being rented will be located at. 
5. If you're on the Pro Plan, you're able to review and adjust the site's contact(s') info if needed.
   
   
6. Select the type of delivery job that's needed for this rental.
7. Assign a driver to complete the delivery job, if needed. If you don't assign a driver now, the job will be Unassigned on your Schedule. 
8. Select the delivery date for this rental.
   
   TIP: If your delivery date is flexible, click "Schedule Suggestion" to view your drivers' availability. To learn more, please review this article about getting schedule suggestions.
9. If needed, add a start and/or end time for the driver when completing the delivery job.
   
   
10.  The Duration for the delivery job will auto-fill if you have durations set up in your account settings. You can adjust the Duration, if needed. To learn more about job durations, please review this article.
11. If you want to make sure the delivery job is flagged as an emergency on your Schedule, check the Emergency Job box.
12. Add a name for the delivery job to appear on your Schedule.
13. Add any notes for your driver, if needed.
14. Click into "What services need to be done?" and select any services associated with the delivery job so the assigned driver can complete them. (These are the actual line items that'll appear on the invoice ServiceCore creates for this rental. You can leave this section blank and add your rental rates later.)
    
    
15. Click the “Create Service Job” button.
16. Select the type of service job that's needed for this rental.
    
    TIP: You can add multiple service jobs to the same rental by clicking “Create Service Job” as many times as you need.
17. Assign a driver to complete the service job, if needed. If you don't assign a driver now, the job will be Unassigned on your Schedule. 
18. Select the date this service is needed on.
    
    TIP: If the service date is flexible, click "Schedule Suggestion" to view your drivers' availability. To learn more, please review this article about getting schedule suggestions.
19. If needed, add a start and/or end time for the driver when completing the service job.
    
    
20. The Duration for the service job will auto-fill if you have durations set up in your account settings. You can adjust the Duration, if needed. To learn more about job durations, please review this article.
21. If you want to make sure the service job is flagged as as an emergency on your Schedule, check the Emergency Job box.
22. Add a name for the service job to appear on your Schedule.
23. If this service job needs to repeat, check the box next to Repeat Job and fill out the form that appears.
    
    
24. Add any notes for your driver, if needed.
25. Click into "What services need to be done?" and select any services associated with the delivery job so the assigned driver can complete them. (These are the actual line items that'll appear on the invoice ServiceCore creates for this rental. You can leave this section blank and add your rental rates later.)
    
    
26. Select a yard location to choose your inventory from. 
27. Search for the product(s) being rented out. Adjust the Quantity field to match the number of units needed.
28. Click "Save" to save the rental's details.
    
    

You'll now see the rental’s details page in your main Rentals section as well as inside the associated customer's profile.

Create a Rental with a Delivery Job, Service Job, and Pick-Up Job

To create a rental with a delivery job, service job, and pick-up job, follow the instructions below:

1. Click on "Create Rental" from wherever you're starting from. (See above screenshots.)
2. Review the auto-filled field at the top to see if anything needs to be adjusted.
3. Add a PO Number if your customer is requesting a purchase order number.
4. Select the site where the unit(s) being rented will be located at. 
5. If you're on the Pro Plan, you're able to review and adjust the site's contact(s') info if needed.
   
   
6. Select the type of delivery job that's needed for this rental.
7. Assign a driver to complete the delivery job, if needed. If you don't assign a driver now, the job will be Unassigned on your Schedule. 
8. Select the delivery date for this rental.
   
   TIP: If your delivery date is flexible, click "Schedule Suggestion" to view your drivers' availability. To learn more, please review this article about getting schedule suggestions.
9. If needed, add a start and/or end time for the driver when completing the delivery job.
   
   
10.  The Duration for the delivery job will auto-fill if you have durations set up in your account settings. You can adjust the Duration, if needed. To learn more about job durations, please review this article.
11. If you want to make sure the delivery job is flagged as an emergency on your Schedule, check the Emergency Job box.
12. Add a name for the delivery job to appear on your Schedule.
13. Add any notes for your driver, if needed.
14. Click into "What services need to be done?" and select any services associated with the delivery job so the assigned driver can complete them. (These are the actual line items that'll appear on the invoice ServiceCore creates for this rental. You can leave this section blank and add your rental rates later.)
    
    
15. Click the “Create Service Job” button.
16. Select the type of service job that's needed for this rental.
    
    TIP: You can add multiple service jobs to the same rental by clicking “Create Service Job” as many times as you need.
17. Assign a driver to complete the service job, if needed. If you don't assign a driver now, the job will be Unassigned on your Schedule. 
18. Select the date this service is needed on.
    
    TIP: If the service date is flexible, click "Schedule Suggestion" to view your drivers' availability. To learn more, please review this article about getting schedule suggestions.
19. If needed, add a start and/or end time for the driver when completing the service job.
    
    
20. The Duration for the service job will auto-fill if you have durations set up in your account settings. You can adjust the Duration, if needed. To learn more about job durations, please review this article.
21. If you want to make sure the service job is flagged as as an emergency on your Schedule, check the Emergency Job box.
22. Add a name for the service job to appear on your Schedule.
23. If this service job needs to repeat, check the box next to Repeat Job and fill out the form that appears.
    
    
24. Add any notes for your driver, if needed.
25. Click into "What services need to be done?" and select any services associated with the delivery job so the assigned driver can complete them. (These are the actual line items that'll appear on the invoice ServiceCore creates for this rental. You can leave this section blank and add your rental rates later.)
    
    
26. Click the "Create Pick-Up Job" button.
    
    
27. Select the type of pick-up job that's needed for this rental.
28. Assign a driver to complete the pick-up job, if needed. If you don't assign a driver now, the job will be Unassigned on your Schedule. 
29. Select the pick-up date for this rental.
    
    TIP: If the pick-up date is flexible, click "Schedule Suggestion" to view your drivers' availability. To learn more, please review this article about getting schedule suggestions.
30. If needed, add a start and/or end time for the driver when completing the pick-up job.
    
    
31. The Duration for the pick-up job will auto-fill if you have durations set up in your account settings. You can adjust the Duration, if needed. To learn more about job durations, please review this article.
32. If you want to make sure the pick-up job is flagged as as an emergency on your Schedule, check the Emergency Job box.
33. Add a name for the pick-up job to appear on your Schedule.
    
    
34. Add any notes for your driver, if needed.
35. Click into "What services need to be done?" and select any services associated with the delivery job so the assigned driver can complete them. (These are the actual line items that'll appear on the invoice ServiceCore creates for this rental. You can leave this section blank and add your rental rates later.)
    
    
36. Select a yard location to choose your inventory from. 
37. Search for the product(s) being rented out. Adjust the Quantity field to match the number of units needed.
38. Click "Save" to save the rental's details.
    
    

You'll now see the rental’s details page in your main Rentals section as well as inside the associated customer's profile.

Next Steps

Once you've created a rental, you may want to:

1. Read more FAQs about rentals
2. Add Rental Rates
3. Add Jobs to a Rental
4. Create a Rental with Recurring Billing
5. End a Rental
   
    

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!