Skip to content
part of the groupApertiaDraivix

01Projects and field service · module

Equipment rental and leasing

Track rental items, calendars and reservations with one-step lead conversion

Core available, part in progressBook a consultation
  • Rental calendar
  • Rental item
  • Rental reservation
10
capabilities
3
record types
2
automations
0
integrations and AI tools

02What the module does

Less routine. More value.

The rental module tracks rental items, rental calendars and customer reservations. Convert a rental inquiry into a reservation—complete with customer, contact and rental item—in a single step. Each reservation can be linked to a field service visit, contract, handover protocol and invoice.

  • Rental calendar tailored to your hoursEach rental calendar has its own time zone and default opening hours, so you can configure your rental operations around your actual working schedule.
  • Clear overview of everything you rent outFor each rental item, you track its code, category, total quantity and available quantity—making it easy to see what you can offer a customer.
  • Rental items linked to fixed assetsA rental item can reference a recorded asset, allowing you to manage maintenance and inspections of rental equipment in the Asset management and booking module.
  • All reservation details in one placeA reservation stores the period, quantity, customer, and pickup and return addresses. Anyone handing over or receiving equipment has all the details on a single screen.
  • Delivery and collection via field visitsLink a reservation to a service order and field visit for delivery and collection. You plan rental logistics in the same system as all other field visits across your company.
  • Documents attached to the reservationAttach the contract, handover protocol and invoice directly to the reservation, so you never have to hunt for rental paperwork across different places.
  • Turn an inquiry straight into a reservationConvert a rental inquiry into a reservation in one step—including customer, contact and item—so nobody has to retype details from the inquiry.
  • Automatic reservation numberingA numbering series assigns each reservation its own number when configured, making every reservation easy to look up under your company's numbering scheme.
  • Unspecified items get flagged for reviewIf no item was selected on the inquiry, the reservation receives an item-review flag so your team knows where to verify the selection.
  • One inquiry, one reservationIf you run the inquiry conversion again, the system returns the already created reservation instead of duplicating it, keeping your rental records clean.

What is currently in progress

  • The module does not check for overlapping reservations or available item quantities.
  • Reservation statuses are updated manually, without enforced state transitions or events.

03How it works

How it works step by step.

  1. Items and calendars

    A rental calendar includes a time zone, default opening hours, and an associated customer and address. A rental item carries a code, category, status, total and available quantity, and can reference an asset record.

  2. Reservations

    A reservation captures the rental period, quantity, customer and contact, plus pickup and return addresses. You can link it to a service ticket and field visit for delivery and collection, to a contract and handover protocol as documents, and to an invoice. Statuses include draft, requested, confirmed, picked up, returned and canceled. If a numbering series is configured, the system assigns the reservation number automatically.

  3. From inquiry to reservation

    You convert a rental inquiry (lead) into a reservation with a single action. The system creates or matches the customer and contact, selects the item from the inquiry—or the first available item with stock—and sets the rental period (defaulting to tomorrow at 9:00 if no date is on the inquiry). The reservation is created in requested status with a quantity of 1.

    Read in detail

    If no item was selected on the inquiry, the reservation is flagged for item review. Running the conversion again returns the existing reservation.

  4. Who this module is for

    This module fits businesses that rent out machinery, tools or equipment and want inquiries, reservations, documents and delivery managed in a single system alongside CRM, field service and invoicing. Rental items can link to tracked assets, so maintenance and inspections of your rental fleet are managed in the Asset management and booking module.

    Read in detail

    You can attach automation rules to inquiry conversion and reservation updates—for instance, sending a confirmation email or creating a field visit for delivery.

04What runs automatically

Automations that save time.

  1. Customer created with the reservation

    When converting an inquiry into a reservation, the system creates or matches the customer and contact. The reservation immediately shows who it is for without manual entry.

  2. System-assigned reservation number

    When a reservation is created, the system assigns it a number from your configured numbering series—no manual tracking required.

05Frequently asked questions

How does a rental reservation get created from an inquiry?

You convert a rental inquiry using an action. The system creates the customer and contact, selects the item and creates a reservation in requested status.

Does the system prevent overlapping reservations for the same item?

No, the rental module does not check for overlapping reservations. Availability checks that block conflicting bookings are provided by the Asset management and booking module.

Can I attach a contract and an invoice to a reservation?

Yes. A reservation links to a contract and handover protocol as documents, as well as to an invoice.

Can the rental module schedule equipment delivery?

You can link a reservation to a service order and field visit, which you schedule in the Field service and dispatch module.

06Related modules

Modules that work great together.

All modules in Projects and field service

Let’s start together

Tell us how your business works.

We will show you what a system that takes over part of that work could look like.

Book a consultation