Rental Management

Detailed guide

odoo rental

rental management

pickup

return

late fee

rental pricing

rental schedule

Terminology

Table

Term	Definition
Rental Order	Order for renting products
Pickup	Customer receives product
Return	Customer returns product
Rental Period	Duration of rental
Late Fee	Penalty for late return
Rental Pricing	Time-based rental pricing
Quantity in Rent	Number of products currently rented

Prerequisites

Key points

• Install **Sale Renting** module (sale_renting)
• Set up products as **Storable Product** to track inventory
• Configure warehouses and stock locations for rental products
• Set up access rights for Rental Manager
• Configure email templates for pickup/return notifications

Configure Rental Products

Steps

1. Go to **Rental → Products**
2. Create new product or edit existing one
3. Check **Can be Rented**
4. Select **Product Type = Storable Product** to track inventory
5. In **Rental Pricing** tab, click **Add a line**
6. Set time-based pricing:
7. - **Period**: 1 Hour, 1 Day, 1 Week, 1 Month
8. - **Price**: Corresponding rental price
9. Add multiple price levels (e.g., 1 Day = $100, 1 Week = $500)
10. In **Rental** tab, set late fees:
11. - **Hourly Fine**: Penalty per hour late
12. - **Daily Fine**: Penalty per day late
13. Click **Save**

Create Rental Order

Steps

1. Go to **Rental → Rentals**
2. Click **New** to create new order
3. Select **Customer**
4. Set **Rental Start Date**
5. Set **Rental Return Date**
6. In **Order Lines** tab, click **Add a product**
7. Select rental product
8. Enter **Quantity**
9. Price auto-calculated based on rental duration
10. Click **Save**

Confirm Order

Steps

1. Review order information: customer, products, rental dates
2. Check **Quantity in Rent** to ensure availability
3. Click **Confirm** to confirm order
4. Status changes to **Reserved**
5. System creates invoice if configured
6. Send confirmation to customer via email

Pickup

Steps

1. When customer arrives to pick up product
2. Open order in **Reserved** status
3. Click **Pickup** button on toolbar
4. Wizard displays product list:
5. - **Reserved**: Quantity reserved
6. - **Picked-up**: Actual quantity picked up
7. Enter actual quantity customer picks up (can differ from reserved)
8. Click **Apply** to confirm
9. Status changes to **Picked-Up**
10. Take photos of product and note condition

Return

Steps

1. When customer returns product
2. Open order in **Picked-Up** status
3. Click **Return** button on toolbar
4. Wizard displays:
5. - **Picked-up**: Quantity picked up
6. - **Returned**: Actual quantity returned
7. Enter actual quantity customer returns
8. If late, system auto-calculates late fee
9. Click **Apply** to confirm
10. Status changes to **Returned**
11. Check product condition and note

Handle Late Returns

Key points

• System auto-detects when current date > Rental Return Date
• Order marked **Late** with warning icon
• On Return, system auto-calculates late fee:
• - Late fee = (Hours late × Hourly Fine) + (Days late × Daily Fine)
• Creates late fee line in order
• Adds to total amount due
• Can configure **Minimum delay time** (grace period) in Settings

Manage Schedule

Steps

1. Go to **Rental → Schedule**
2. **Gantt** view displays:
3. - Horizontal axis: Time (day/week/month)
4. - Vertical axis: Products
5. - Color bars: Rental orders
6. Bar colors:
7. - **Green**: Reserved
8. - **Blue**: Picked-Up
9. - **Gray**: Returned
10. - **Red**: Late
11. Check **Quantity in Rent** to view availability
12. Create new order: Click and drag on Gantt

Partial Return

Steps

1. Applies when customer rents multiple products and returns partially
2. In Return wizard, enter quantity returned < quantity picked up
3. Click **Apply**
4. Order remains in **Picked-Up** status
5. Repeat until all returned
6. When fully returned, status changes to **Returned**

System Configuration

Steps

1. Go to **Rental → Configuration → Settings**
2. Configure:
3. - **Delay Product**: Product used for late fees
4. - **Per Hour**: Default hourly fine
5. - **Per Day**: Default daily fine
6. - **Minimum delay time**: Grace period before charging fees
7. Example: Set 2 hours → Customer has 2 extra hours before fees
8. Click **Save**

Configure Pricelist

Steps

1. Go to **Rental → Configuration → Pricelists**
2. Open pricelist to configure
3. In **Renting Price Rules** tab:
4. - Add rental price rules by product
5. - Configure time-based pricing
6. - Apply to specific customers
7. Example: VIP customers get 10% off rental prices
8. Click **Save**

Reports and Analysis

Steps

1. Go to **Rental → Reporting → Rental Analysis**
2. View analysis:
3. - Revenue by day/week/month
4. - Revenue by product
5. - Revenue by customer
6. - Number of products currently rented
7. Use **Filters**:
8. - My Rentals: My orders
9. - Late Returns: Late orders
10. - This Month/Year: Current month/year
11. Use **Group By**: Product, Customer, Salesperson, Date
12. Export report: Click Favorites → Export All

Send Quotation

Steps

1. Open order in **Quotation** status
2. Click **Send by Email**
3. Edit email content
4. Attach PDF quotation
5. Click **Send** to send to customer
6. Status changes to **Quotation Sent**

Best Practices

Key points

• Check **Quantity in Rent** before confirming order
• Use **Gantt view** to view schedule and avoid overlaps
• Set **buffer time** between orders for cleaning/maintenance
• Set **lower long-term prices** to encourage longer rentals
• Use **Pricelist** to adjust prices by season or customer
• Take **product photos** before and after rental
• Require **deposit** for high-value products
• Call **reminder** before return date to reduce late returns
• Print **rental contract** at Pickup
• Note **product condition** at Return

Common Issues

Table

Issue	Cause	Solution
Cannot confirm order	Insufficient products or product not configured as Can be Rented	Check inventory, check product configuration
Price not auto-calculated	Rental Pricing not configured	Add rental pricing in Rental Pricing tab
Late fee not auto-calculated	Hourly/Daily Fine not configured	Set late fees in product or Settings
Pickup/Return button not visible	Not a rental order or wrong status	Check order has rental products, check status
Gantt view not displaying	Module not installed correctly or no permissions	Check module installed, check user permissions

FAQ

Key points

• **How to create rental product?** Create Storable product, check Can be Rented, configure Rental Pricing.
• **Can I rent and sell the same product?** Yes, set both Sales Price and Rental Pricing.
• **How to check product availability?** View Quantity in Rent on product or check Gantt view.
• **Can I extend rental period?** Yes, edit Rental Return Date before Return.
• **How to handle damaged products?** Note in order, create price adjustment or compensation fee.
• **Can I create order from Gantt view?** Yes, click and drag on Gantt to create new order.
• **How to track product rental history?** Go to product, view Rentals smart button.
• **Can I set prices by customer?** Yes, use Pricelist with Renting Price Rules.
• **How to stop renting a product?** Uncheck Can be Rented or Archive product.
• **Does it integrate with accounting?** Yes, auto-creates journal entries on confirm and invoice.