{"id":150334,"date":"2026-09-30T08:53:22","date_gmt":"2026-09-30T08:53:22","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%a5%d8%b9%d8%af%d8%a7%d8%af-%d8%af%d9%81%d8%aa%d8%b1%d8%a9-%d9%84%d8%b4%d8%b1%d9%83%d8%a7%d8%aa-%d8%a7%d9%84%d8%aa%d8%a3%d8%ac%d9%8a%d8%b1-%d8%a7%d9%84%d9%88%d8%ad%d8%af%d8%a7%d8%aa-%d9%88%d8%a3\/"},"modified":"2026-10-12T12:27:08","modified_gmt":"2026-10-12T12:27:08","slug":"setting-up-the-system-for-rental-companies-units-reservation-orders-and-lease-contracts","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/setting-up-the-system-for-rental-companies-units-reservation-orders-and-lease-contracts\/","title":{"rendered":"Setting Up the System for Rental Companies: Units, Reservation Orders, and Lease Contracts"},"content":{"rendered":"
\n

This guide explains setting up the system for a rental company (cars, equipment, apartments, halls, rooms): defining the units and their prices, creating reservation orders for short rentals by the hour or the day while preventing double booking, long-term lease contracts with installments and a deposit, issuing invoices, and following the revenue of each unit.<\/p>\n

First: Choose the Right App for Your Business<\/h2>\n\n\n\n\n\n\n
App<\/th>\nSuits<\/th>\nExample<\/th>\n<\/tr>\n
Rental and Unit Management<\/td>\nRenting an actual unit for a short period by the hour or the day, with checking that the unit is available<\/td>\nRenting a car for 3 days, construction equipment by the hour, a chalet for a weekend<\/td>\n<\/tr>\n
Lease Contracts (requires the previous app)<\/td>\nA long-term rental with periodic installments and a deposit amount<\/td>\nAn apartment on an annual contract with a monthly installment, a car on a 6-month contract<\/td>\n<\/tr>\n
Booking<\/td>\nAppointments for services provided by employees (not renting a unit)<\/td>\nA photo session, a car wash appointment<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> most rental companies need Rental and Unit Management, and add Lease Contracts if they have long contracts. The Booking app doesn’t track unit occupancy.<\/p>\n<\/div>\n

What Will You Need to Enable?<\/h2>\n\n\n\n\n\n\n
Feature<\/th>\nWhere to Enable It<\/th>\nMandatory?<\/th>\n<\/tr>\n
Sales and clients<\/td>\nApps Manager<\/td>\nMandatory<\/td>\n<\/tr>\n
Rental and Unit Management<\/td>\nApps Manager (the Operations Management section)<\/td>\nMandatory<\/td>\n<\/tr>\n
Lease Contracts<\/td>\nApps Manager<\/td>\nOptional (for long-term contracts)<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> the number of units available for rental and enabling lease contracts are tied to your subscription plan, and the limit can be increased when needed.<\/p>\n<\/div>\n

Brief Workflow<\/h2>\n

1. Enable the apps \u2192 2. Pricing rules \u2192 3. Unit types \u2192 4. Units \u2192 5. Configuration and statuses \u2192 6. Seasonal prices \u2192 7. A reservation order or a lease contract \u2192 8. Invoice and collection \u2192 9. Availability and revenue reports<\/p>\n

Step 1: Enable the Apps<\/h2>\n
    \n
  • From the “Apps Manager”, enable “Rental and Unit Management”.<\/li>\n
  • If you rent with long contracts, enable “Lease Contracts”.<\/li>\n<\/ul>\n

    When it is enabled, the system automatically creates the reservation order statuses: Confirmed, Pending, Canceled, Ended, and makes Pending the default status.<\/p>\n<\/div>\n

    \n

    Step 2: Create Pricing Rules<\/h2>\n

    From Rental Pricing Rules, create a rule for each pricing method:<\/p>\n\n\n\n\n\n\n\n
    Field<\/th>\nOptions<\/th>\nExplanation<\/th>\n<\/tr>\n
    Pricing Method<\/td>\nDays \/ Hours \/ Days and hours<\/td>\nHow the rental price is calculated.<\/td>\n<\/tr>\n
    Type<\/td>\nBasic \/ Advanced<\/td>\nBasic: one price for the day or hour. Advanced: a different price for each day of the week (for example, Friday is more expensive).<\/td>\n<\/tr>\n
    Day Price \/ Hour Price<\/td>\nAn amount<\/td>\nAccording to the pricing method.<\/td>\n<\/tr>\n
    Currency<\/td>\n\u2014<\/td>\nThe rule’s currency.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Example<\/strong><\/p>\n

    The “Economy Cars” rule: the pricing method is days, the type is advanced: from Saturday to Wednesday 200 per day, and Thursday and Friday 250.<\/p>\n

    Step 3: Create Unit Types<\/h2>\n

    From the Rental and Units settings, open Unit Types:<\/p>\n\n\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Name<\/td>\nUnique text<\/td>\nSuch as: sedan car, two-bedroom apartment, forklift.<\/td>\n<\/tr>\n
    Pricing Rule<\/td>\nChoose<\/td>\nThe pricing method in the type must match the method of the chosen rule.<\/td>\n<\/tr>\n
    Check-in \/ Check-out<\/td>\nTime<\/td>\nWhen pricing by days: the default pick-up and return time.<\/td>\n<\/tr>\n
    Minimum Hours<\/td>\nA number<\/td>\nWhen pricing by hours.<\/td>\n<\/tr>\n
    Time Period<\/td>\nA duration<\/td>\nWhen pricing by hours or days and hours.<\/td>\n<\/tr>\n
    Taxes, Images, Description<\/td>\nOptional<\/td>\nTaxes are applied to the invoices of this type.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

    Step 4: Add the Units<\/h2>\n

    From Units, add each actual unit: the name (such as the plate number or the apartment number), the unit type, the priority level (used by automatic reservation to choose the unit), the status, the description, and the additional fields (such as the model and the kilometers).<\/p>\n

    \n

    \ud83d\udec8<\/span><\/p>\n

    Note:<\/strong> at least one unit type must be created before adding units. A unit that has a reservation, a contract, or an expense cannot be deleted.<\/p>\n<\/div>\n

    Step 5: Configuration, Statuses, and Fields<\/h2>\n

    From the Rental and Units settings, open Rentals and Reservations Configuration:<\/p>\n\n\n\n\n\n\n\n\n
    Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
    Show Reservation Invoice Lines<\/td>\nOne line \/ Multiple lines<\/td>\nMultiple lines = a line for each day in the invoice.<\/td>\n<\/tr>\n
    Status of Invoices Created for Reservation Orders<\/td>\nDraft \/ Issued<\/td>\nWhether the reservation invoice is created as a draft for review or issued directly.<\/td>\n<\/tr>\n
    Client Creates the Reservation Online<\/td>\nOn \/ Off<\/td>\nAllows the client to reserve from the client portal.<\/td>\n<\/tr>\n
    Client Pays the Reservation<\/td>\nOn \/ Off<\/td>\nAllows the client to pay the reservation invoice online.<\/td>\n<\/tr>\n
    Default Status for Client Reservation Requests<\/td>\nChoose a status<\/td>\nMandatory when online reservation is enabled.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
      \n
    • Order statuses: edit or add statuses such as “Handed Over to Client” and “Returned.”<\/li>\n
    • Custom fields for reservation orders and additional fields for units: such as the driver’s license number or the odometer reading.<\/li>\n
    • Print templates for reservation orders: to print the reservation order or the pick-up form.<\/li>\n<\/ul>\n

      Step 6: Seasonal Prices (Optional)<\/h2>\n

      From Seasonal Prices, set a different pricing rule for a certain period (such as summer or the holidays): choose the rule, the unit types, the from\/to date, and the days of the week.<\/p>\n

      Step 7: Create a Reservation Order (Short Rental)<\/h2>\n

      From Reservation Orders, choose one of the two methods:<\/p>\n\n\n\n\n\n
      Method<\/th>\nWhen to Use It<\/th>\nThe Steps<\/th>\n<\/tr>\n
      Add Automatic Reservation Order<\/td>\nThe client wants “any sedan car” in a certain period<\/td>\nChoose the unit type, the start and end date and time, and the number of units, and the system chooses the available units, then choose the client.<\/td>\n<\/tr>\n
      Add Manual Reservation Order<\/td>\nThe client wants a specific unit<\/td>\nChoose the client, the unit, the start and end date and time, and the currency, and enable creating an automatic invoice if you want.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
        \n
      • The system prevents reserving a unit that is reserved or rented by a contract in the same period.<\/li>\n
      • To add another unit for the same client, use Additional Units Reservation.<\/li>\n
      • Change the status from Change Status (Confirmed, Ended, Canceled…).<\/li>\n<\/ul>\n

        Example<\/strong><\/p>\n

        A client rents a sedan car from Thursday 10 am to Saturday 10 am (two days) with the previous pricing rule: Thursday 250 + Friday 250 = 500 before tax.<\/p>\n

        Step 8: The Reservation Order Invoice<\/h2>\n
          \n
        • If you enabled creating an automatic invoice, the invoice is created as soon as the order is saved (a draft or issued according to the configuration).<\/li>\n
        • Otherwise, click Create Reservation Order Invoice from the order page, and the lines that haven’t been invoiced are calculated.<\/li>\n
        • Record the payment on the invoice as usual.<\/li>\n<\/ul>\n
          \n

          \u26a0<\/span><\/p>\n

          Warning:<\/strong> after an invoice is created for the order, it cannot be deleted and its unit or currency cannot be edited. There is no field for a deposit or insurance in reservation orders; record it as an advance payment.<\/p>\n<\/div>\n

          Step 9: Lease Contracts (Long-Term Rental)<\/h2>\n

          From New Lease Contract:<\/p>\n\n\n\n\n\n\n\n\n\n\n
          Setting<\/th>\nOptions (Default)<\/th>\nWhat It Does<\/th>\n<\/tr>\n
          Client and Unit<\/td>\nChoose<\/td>\nThe unit must be available throughout the contract period.<\/td>\n<\/tr>\n
          Contract Period<\/td>\nA number + day \/ week \/ month \/ year<\/td>\nSuch as: 1 year.<\/td>\n<\/tr>\n
          Start and End Date<\/td>\nDate<\/td>\nThe end must be after the start and after the last installment.<\/td>\n<\/tr>\n
          Installment Amount<\/td>\nAn amount<\/td>\nThe value of each rent installment.<\/td>\n<\/tr>\n
          Payment Rate<\/td>\nDaily \/ Weekly \/ Monthly \/ Yearly<\/td>\nIt must not exceed the contract period.<\/td>\n<\/tr>\n
          Deposit Amount<\/td>\nAn amount (optional)<\/td>\nAdded as a separate deposit installment.<\/td>\n<\/tr>\n
          Tax and Sales Account<\/td>\nChoose<\/td>\nThe account in which the rental revenue is recorded.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

          After saving, the system creates the installment schedule. To collect an installment, open Lease Contracts Installments and click Pay on the installment (or select several installments from the same contract), and a paid invoice is created with the installment’s value.<\/p>\n

          Example<\/strong><\/p>\n

          An apartment on a one-year contract from January 1, the installment amount is 5,000, the payment rate is monthly, the deposit amount is 5,000: the system creates 12 rent installments + a deposit installment, and the installments are paid in order.<\/p>\n

          \n

          \u26a0<\/span><\/p>\n

          Warning:<\/strong> the installment invoices are not created automatically on their due date; follow Lease Contracts Installments and collect each installment manually. The installments must be paid in the order of their due dates, and a contract that has paid installments cannot be deleted.<\/p>\n<\/div>\n

          Step 10: Expenses and Reports<\/h2>\n
            \n
          • When recording an expense (car maintenance, an apartment’s electricity bill), choose the unit in the expense form so it is calculated against this unit.<\/li>\n
          • Available Units: a unit availability schedule with the ability to create an automatic reservation from it.<\/li>\n
          • Unit Pricing: the units’ prices.<\/li>\n
          • Rental Reports: the units’ revenue and expenses by unit type, by unit, or daily\/weekly\/monthly.<\/li>\n
          • Lease Contracts Installments: following the paid and due installments.<\/li>\n<\/ul>\n

            Permissions<\/h2>\n

            From the employee roles: Manage Rental Settings for the manager, Manage Reservation Orders for the reservations employee (it includes viewing and managing lease contracts), View Reservation Orders for viewing only, and Delete Reservation Orders for whoever is allowed to delete.<\/p>\n

            The Appointment Booking App (for Services)<\/h2>\n

            If you provide services with appointments (not renting units), enable Booking and use the Bookings app: define your services and their duration, the employees, and the shifts, then create the booking and convert it to an invoice. This app doesn’t check unit occupancy but rather the availability of the employee or the service provider.<\/p>\n

            What Is Available and Not Available<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n
            Feature<\/th>\nStatus<\/th>\n<\/tr>\n
            Renting by the hour, the day, or both<\/td>\nAvailable<\/td>\n<\/tr>\n
            Preventing double booking of a unit<\/td>\nAvailable<\/td>\n<\/tr>\n
            Prices by day of the week and seasons<\/td>\nAvailable<\/td>\n<\/tr>\n
            Client booking and paying online<\/td>\nAvailable<\/td>\n<\/tr>\n
            Long contracts with installments and a deposit<\/td>\nAvailable (Lease Contracts)<\/td>\n<\/tr>\n
            Each unit’s revenue and expenses<\/td>\nAvailable<\/td>\n<\/tr>\n
            Recording the actual pick-up and return (Check-in\/Check-out)<\/td>\nNot available as an action \u2014 use custom statuses<\/td>\n<\/tr>\n
            A deposit or insurance on a short reservation order<\/td>\nNot available \u2014 record it as a payment or a line<\/td>\n<\/tr>\n
            Issuing installment invoices automatically on their due date<\/td>\nNot available \u2014 collection is manual from the installments list<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

            Frequently Asked Questions<\/h2>\n
              \n
            • Why can’t I reserve the unit?<\/strong> The unit is reserved or rented by a contract in the same period. Review the available units.<\/li>\n
            • A message appeared saying the unit type’s pricing method doesn’t match.<\/strong> Choose a pricing rule that has the same pricing method chosen in the unit type.<\/li>\n
            • I can’t edit the reservation order.<\/strong> After an invoice is created for the order, editing is locked; delete the invoice first if editing is necessary.<\/li>\n<\/ul>\n<\/div>\n","protected":false},"author":17,"featured_media":0,"template":"","categories":[5272,5249,3255],"tags":[21145,21144,21146,21152,21148,21141,21153,21149,5719,21143,21142,21147,21151,21150,21123,21127,21128,21129,21132,21133,21134,21135],"class_list":{"0":"post-150334","1":"tutorial","2":"type-tutorial","3":"status-publish","4":"hentry","5":"category-car-rental-management","6":"category-hotel-management-software","7":"category-industries","8":"tag-apartment-rental","9":"tag-car-rental-software","10":"tag-equipment-rental","11":"tag-insurance-amount","12":"tag-lease-contracts","13":"tag-lease-installments","14":"tag-prevent-double-booking","15":"tag-pricing-rules","16":"tag-reservation-orders","17":"tag-seasonal-prices","18":"tag-set-up-the-system-for-a-rental-company","19":"tag-unit-availability","20":"tag-whats-the-difference-between-a-reservation-and-a-lease-contract","21":"tag-why-cant-i-reserve-the-unit","22":"tag---en","26":"tag------en","27":"tag-------en","29":"tag----en"},"yoast_head":"\nSetting Up the System for Rental Companies: Units, Reservation Orders, and Lease Contracts - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/setting-up-the-system-for-rental-companies-units-reservation-orders-and-lease-contracts\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Setting Up the System for Rental Companies: Units, Reservation Orders, and Lease Contracts - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"This guide explains setting up the system for a rental company (cars, equipment, apartments, halls, rooms): defining the units and their prices, creating reservation orders for short rentals by the hour or the day while preventing double booking, long-term lease contracts with installments and a deposit, issuing invoices, and following the revenue of each unit. 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