Rental agreements

Rental agreements are the central record in leasing management. Each agreement tracks a contract with a customer — the equipment deployed to their site, the recurring service schedule, the fee charged per interval, and the sales representative responsible for the account. An agreement moves through a defined lifecycle (Draft, Active, Suspended, Terminated) with full audit history.

Rental agreements list

Navigate to Leasing management > Rental agreements.

The data grid shows all agreements with the following columns:

Agreement Number: The unique identifier (e.g. RENT-2024-00001), auto-generated from the configured number sequence.
Customer Name: The customer this agreement is with.
Status: The current lifecycle state — Draft (grey), Active (green), Suspended (amber), or Terminated (red).
Sales Representative: The agent responsible for this agreement. Can be changed directly from the list using the inline dropdown.
Start Date: When the rental period begins.
Rental Fee: The fee charged per service interval.
Device Quantity: Number of equipment units included in this agreement.
Interval Type: The recurrence pattern for service visits (e.g. Monthly, Weekly, Daily).
Interval Value: The multiplier for the interval (e.g. 1 for every month, 2 for every two weeks).
Created Date: When the agreement was created in the system.

New agreement: Opens the form to create a new agreement.
Activate: Activates the selected draft or suspended agreement(s).
Suspend: Suspends the selected active agreement(s).
Terminate: Terminates the selected agreement(s).
Print agreement: Generates and downloads a PDF of the selected agreement.

Activate, Suspend, and Terminate support bulk operations — select multiple agreements using the checkboxes in the first column.

Filtering

Select the filter icon in the top-right corner to open the Filters panel:

Customer: Filter by a specific customer.
Interval type: Filter by recurrence pattern (e.g. Monthly, Weekly).
Start date (From / To): Filter by start date range.
Created date (From / To): Filter by creation date range.

Select Apply filters to update the list. Select the refresh icon at the top of the panel to clear all filters.

Creating a Rental agreement

Navigate to Leasing management > Rental agreements, then select New agreement.

Fill in the General tab:

Customer: Select the customer from the dropdown. This automatically fills in Customer name, Customer phone, and Customer address.
Start date: When the rental period begins.
Interval type: The recurrence pattern for service visits (e.g. Monthly, Weekly, Daily).
Interval value: The multiplier (e.g. 1 = every interval, 2 = every other interval).
Rental fee: The fee charged per interval.
Agent (optional): The sales representative responsible for this agreement.
Source location: The warehouse from which units will be issued when the agreement is activated.
Ticket template (optional): A ticket template to link for automatic service ticket generation.
Notes (optional): Internal notes about the agreement.
Terms and conditions (optional): Contract terms visible on the printed agreement.

Switch to the Units tab to add equipment:

Select Add to insert a new row.
For each unit, fill in: Item (from inventory), Unit of measure, Quantity, Serial number (optional for bulk items), and Installation location (optional).
Repeat for each piece of equipment included in the agreement.

Select Save. The agreement is created in Draft status.

Activate on creation

If you check the Activate on creation option, the agreement is saved and activated in one step — units are issued from inventory immediately.

Agreement details

Select any agreement from the list to open its detail page. The page header shows the agreement number, customer name, and status badge. The content is organised into three tabs.

General tab

Agreement information

Customer number: The customer's account number.
Customer name: The customer's name.
Customer phone: The customer's phone number.
Customer address: The customer's address.
Start date: When the rental period begins.
Interval type: The recurrence pattern (e.g. Monthly, Weekly).
Interval value: The interval multiplier.
Rental fee: The fee charged per interval.
Agent name: The assigned sales representative.
Ticket template: The linked ticket template for automated service tickets.
Source location: The warehouse from which units were issued.
Created date: When the agreement was created.
Notes: Internal notes.
Terms and conditions: Contract terms.

Visit schedule (visible only after activation)

Next visit date: The next scheduled service visit.
Last visit date: The most recent completed visit.
Schedule enabled: Whether the recurring schedule is currently active. Disabled when the agreement is suspended.

Units tab

Lists all equipment deployed under this agreement:

Item Number: The inventory item code (e.g. DIFF-COLD-001).
Item Name: The item description (e.g. Commercial Cold Air Diffuser - Large).
Unit of Measure: The unit of measure (e.g. pcs).
Quantity: Number of this item deployed.
Serial Number: The equipment serial number, if applicable.
Installation Location: Where the unit is installed at the customer site (e.g. Main Entrance Lobby).
Assigned Date: When the unit was added to this agreement.

To add or remove units, select Edit in the toolbar, then use the add/delete controls in the grid.

warning

Adding or removing units from an Active or Suspended agreement triggers inventory transactions. Units added are issued from the source warehouse; units removed are returned to it. On a Draft agreement, units don't touch inventory until activation.

History tab

An immutable audit log showing every status change:

Status: The status the agreement moved to.
Reason: The reason for the change (e.g. Agreement created, Units installed and agreement activated).
Date: The date and time of the change.

Activating a Rental agreement

Activation transitions the agreement from Draft (or Suspended) to Active. Select Activate from the toolbar.

On activation, the system:

Issues all listed units from the source location warehouse in inventory. When resuming a Suspended agreement, nothing is issued again — the units never left the customer site.
Creates the recurring visit schedule based on the configured interval.
Records the status change in the History tab.

info

The agreement must have at least one unit and a source location assigned before it can be activated.

Suspending a Rental agreement

Suspension pauses an active agreement without terminating it — units remain at the customer site, but the visit schedule is disabled.

Select Suspend from the toolbar and enter a reason for the suspension (required). To resume service, activate the agreement again.

Terminating a Rental agreement

Termination permanently ends an agreement.

Select Terminate from the toolbar, then enter the termination date and a reason (both required).

On termination, all units on the agreement are returned to the source location warehouse in inventory. The units stay listed on the agreement for reference.

Irreversible action

A terminated agreement cannot be reactivated. It remains in the system for historical reference with a red Terminated badge.

Assigning a Sales representative

Select Assign agent from the detail page toolbar (or use the inline dropdown on the list page), then select the agent. The assigned agent is responsible for the customer relationship and receives any automatically generated service tickets linked to this agreement.

Rescheduling a visit

From the detail page of an active agreement, select Reschedule visit, then select the new visit date and time. The Next visit date in the Visit schedule section updates accordingly.