Rentals in ServiceCore allow you to track inventory that remains at a customer location for a period of time, such as portable toilets, restroom trailers, dumpsters, or other rental equipment. A rental serves as the central record for equipment placed at a site and can include related jobs such as delivery, service, exchange, and pickup.
Rentals allow you to:
- Track equipment at customer locations
- Manage recurring services associated with that equipment
- Keep billing and inventory records accurate throughout the rental lifecycle
Before You Start
Here are a few things to know before you continue:
- To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
Rental Features
Rental Overview Page
Every rental you create has an overview page that contains all information associated with the rental, including inventory, rental rates, invoices, and jobs. This provides a single place to review all details associated with the rental.
Inventory
Because rental equipment remains at customer locations, you will need to set up your product inventory in ServiceCore. This allows you to manage available equipment, track what is currently rented, and monitor inventory locations if you are using itemized products.
If you are new to using products in Service, we suggest reviewing our articles on adding itemized and non-itemized products.
Rental Rates
Rental Rates are the recurring charges associated with the products on a rental. They control how recurring product charges appear on invoices and support automatic proration when this feature is enabled in your account.
Jobs
Jobs related to a rental may include deliveries, pickups, one-time services, exchanges, or recurring maintenance performed during the rental period. These jobs can be easily found on the rental’s overview page.
Repeat Jobs
If a job associated with a rental is recurring, ServiceCore allows you to configure it as a repeat job. You can configure both the frequency of the job and its start and end dates. This is helpful when rentals require service on a regular schedule.
Recurring Invoices
Rentals allow you to create recurring invoices for customers with long-term rentals, such as portable toilets or dumpsters that require regular service jobs.
To learn more about recurring invoices, please review this article.
Next Steps
Frequently Asked Questions (FAQs)
These FAQs address common questions and quick clarifications to help you use this feature with confidence.
What is the difference between rentals and jobs?
- Rentals: When you are dropping off inventory at a customer’s site, you should create a rental. Creating a rental allows you to schedule delivery jobs, pick-up jobs, and service jobs all in one place. Rentals act as a one-stop workflow for inventory-related jobs.
- Jobs: Creating a job using the “+” icon next to your username, or through a customer profile’s Job tab, can create a standalone, non-rental job. These types of jobs do not have inventory associated with them. To assign a Job Type for non-rental jobs, you must create custom job types in the Custom Fields section of your Settings. By default, available job types are all rental types and require inventory.
Can a rental have multiple jobs?
Yes. Rentals often include several jobs throughout their lifecycle. For example, a rental may include a delivery job when equipment is first placed, recurring service jobs during the rental period, and a pickup job when the equipment is removed.
How do recurring services work with rentals?
If equipment requires regular servicing, like a portable or restroom trailer, you can add a repeat service job to the rental. These repeat service jobs help make sure that your equipment is serviced at the appropriate interval to keep your customers happy.
Can I view all rentals for a customer?
Yes. This can be done by accessing the Rentals tab on the customer profile.
What happens when a rental ends?
Ending a rental indicates that the equipment has been removed from the customer location and the rental period is complete. Once a rental is ended, it will no longer appear as an active rental.
Before ending a rental, you should ensure that all related jobs are completed and any invoices associated with the rental have been created.
Can I delete a rental instead of ending it?
Deleting a rental permanently removes the rental record from ServiceCore. Because deletion removes the record entirely, it should only be done when necessary.
In most cases, rentals should be ended rather than deleted so that the history of the rental, related jobs, and billing activity remains available.
To learn more about deleting a rental and alternative options, please review this article.
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!