Re-rentals let you fulfill customer orders with equipment you don't own by sourcing it from a third-party vendor. Renterra tracks these items separately from your own inventory, so you can see exactly what you're paying your vendor versus what you're charging your customer.
Re-Rental Items on Orders
Adding a Re-Rental Item to a New Order
On the New Order page, click + Add Custom Line Item in the billing section.
Select Re-Rental Item from the dropdown menu.
In the Add Re-Rental dialog, fill in the item details — category, description, quantity, vendor name, and vendor cost. A few fields worth noting:
Rates — These are your customer-facing rates (what you're charging your customer), not what you're paying the vendor. Set daily, weekly, monthly, or any custom rate periods your organization uses.
Line Item Notes — Use this for any additional notes (e.g. vendor serial numbers, contract references, or any details you want to track on this specific item).
Ledger Account — Controls which revenue account this line item posts to. Defaults to Rental Revenue, but you can select any ledger account your organization has configured.
Click Add Re-Rental to add the re-rental item to your order.
Once added, the re-rental item will now appear in your order's billing summary alongside your other line items.
Adding a Re-Rental Item to an Existing Order
Navigate to the order page for the existing order.
In the Billing Summary section, click the + button.
Select Re-Rental Item from the dropdown.
A drawer will open on the right side with the same fields as the new order dialog — fill in the item details, vendor information, and pricing.
Click Submit to add the re-rental item to the order.
Editing a Re-Rental Item on an Order
Every field on a re-rental item is editable, even after the order has been closed. This makes it easy to update vendor costs or descriptions as details are finalized.
On the order page, click the edit icon (pencil) on the re-rental line item.
The Update Item on Order drawer will open, displaying all editable fields.
Click Submit to save your changes.
Note: After an order is closed, you can still edit the vendor name, vendor cost, description, and other fields. However, dates and revenue amounts are locked once the order is closed.
Attaching Files to a Re-Rental Item
You can attach files like vendor invoices, contracts, or photos to any re-rental item. This keeps all your vendor documentation tied directly to the order line item for easy reference.
Click the edit icon on the re-rental item to open the edit drawer.
In the drawer, use the files and media upload area to attach your documents.
Click Submit to save.
Once a file has been uploaded, a media icon will appear on the re-rental line item in the order's Item Summary.
Click the media icon to open the Media Gallery, where you can preview and manage all attached files.
Checkpoints: Delivery and Pickup
Re-rental items integrate with Renterra's checkpoint system for deliveries and pickups, just like your own inventory items. A few things to note:
Re-rental items appear in a separate Re-Rentals section in the check-in drawer, keeping them distinct from your own items
Meter and fuel tracking are skipped for re-rental items (since they're vendor-sourced)
The “Needs Review” option is not available for re-rental items during check-in
Viewing the Re-Rental Report
The Re-Rental Report gives you a centralized view of all re-rental activity across your orders, including revenue, vendor costs, and profit margins.
Accessing the Report
Navigate to Inventory in the left sidebar
Click the three dots menu in the top-right corner of the Inventory page
Select Re-Rental Report
Understanding the Report
Each row in the report represents a single re-rental line item on an order. Key columns include:
Column Name | Description |
Order Number | The order the item belongs to (click to navigate to the order) |
Daily / Weekly / Monthly Rate | The customer-facing rates |
Total Cost from Vendor | What you paid the vendor |
Actual Revenue | Revenue from invoices for this line item |
Projected Revenue | Expected revenue based on billing calculations |
Profit Margin | Actual Revenue minus Total Cost from Vendor |
Looking for additional help? Get support directly from the Renterra team! Chat with us directly or email us at [email protected].