New rental
Open Rentals → NEW in Thermal →
What it's for
New rental creates a retail rental contract. The rate is not typed in — "rate resolves automatically from the org's standard rate card for this asset class and date" — so what a customer is quoted follows your rate cards rather than whoever happened to book it.
Reach it from New on the Rentals list, at /rentals/new.
Tabs
- Builder — the contract being built, with a running quote summary beside it.
Panels and controls
The contract
- Customer and Deployment site — who and where.
- Equipment and Additional units — what is going out. One contract can carry several units.
- Start date, Start time, and Scheduled end date — the term.
- Return-to branch — which yard it comes back to.
- Vendor PO — where the unit is re-rented in rather than owned.
Rate and charges
- Daily rate and the tiered rate: After days plus a different Daily rate, so a long rental steps down automatically rather than needing a new contract.
- Standby — Idle days, a Standby daily rate, and a Standby discount, for time the unit is on site but not running.
- Minimum charge and Minimum rental period (days) — the floor.
- Replacement value and LDW percent — the damage-waiver basis and rate.
- Damage status — the unit's condition going out.
- Refundable deposit — held and returned.
Quote summary
Shows the Rental · 28-day cycle, the First cycle total, and the Recurring per cycle. Watching that panel change as you set the term is what stops a surprise on the first invoice: the number you agree on the phone is the number the summary shows.
What it accepts
| Field | Format | Required | Rule |
|---|---|---|---|
| Customer | Pick a customer | Yes | |
| Equipment | Pick a fleet unit | Yes | Only available units are offered |
| Additional units | Pick more units | No | Added to the same contract |
| Deployment site | Pick a site | Yes | |
| Start date / time | Date and time | Yes | |
| Scheduled end date | A date | No | Open-ended until set |
| Return-to branch | Pick a branch | No | |
| Vendor PO | Pick a purchase order | Only for a re-rented unit | |
| Daily rate | Dollars, e.g. 85.00 | No | Resolved from the rate card by default |
| After days / tiered daily rate | Days, then dollars | No | Steps the rate down on a long rental |
| Idle days / Standby daily rate | Days, then dollars, e.g. 40.00 | No | For time on site but not running |
| Standby discount | Basis points | No | |
| Minimum charge | Dollars | No | |
| Minimum rental period | Days, e.g. 7 | No | |
| Replacement value | Dollars, e.g. 5000 | No | The basis for the damage waiver |
| LDW percent | Basis points | No | |
| Refundable deposit | Dollars, e.g. 1000 | No | |
| Damage status | Pick a status | No | The unit's condition on the way out |
How to configure it
- This screen belongs to the Rentals module — see Settings → Capabilities.
- Rate cards decide the rate that resolves for an asset class and date. Set them once and this form stops being a pricing decision.
- Rentals settings decide the deposit, minimum period, and damage-waiver defaults.
- Rental movement billing settings decide how deploy and return charges are raised.
Who can see it
This screen sits behind the Rentals area, and additionally behind the Rentals module.
Owners and office managers can open it where the module is on. Dispatchers and technicians cannot. The gate is checked on the server, not just hidden in the sidebar, so a direct link does not get around it.
The full role matrix is on Roles & permissions.