You can print a variety of documentation relating to your order in OnRent. If you’re new to rental software, you might not be familiar with all of the documents included with OnRent. In this guide, we’ll run through some order documents and why you might use them.

The following documents are available throughout the process of the order: 

Quick Tip ⭐️ Remember you can email directly from OnRent. Simply select the email icon when you have generated the document and send it directly to your prospect or customer. 

A quotation is a document that you give to a potential customer detailing the products and services that you may supply to them and the cost associated.

You can only create a quotation whilst you are in the quotation stage of the order process. As soon as you convert the quotation to an order, the option to create a quote is no longer available. 

A rental agreement provides a summary of the goods and services that you are supplying, along with a space to capture a signature. You might hear it called a “rental contract” or “hire contract”.

This is available throughout the order stages, from quotation through to order. 

A picking list is a document to send to your warehouse pickers to fulfil a customer order. A picking list allows them to identify and prepare the items they will need to retrieve from storage.  As soon as the list is generated, the order fulfilment process can begin. 

When picking up goods, you can supply a collection note that details what you need to collect. You can use this to confirm receipt of the goods and obtain a signature from the contact on site. 

When delivering goods, often you’ll want to provide a document that details what was delivered. A delivery note lists all of the products delivered and provides a space for your customer to sign to confirm receipt of the items. This is automatically generated when you book your items 'on rent'. You can also reprint this on the movements screen on the order overview. 

When collecting or off renting your equipment, you will want to be able to print a returns note. This is automatically generated when you book your items 'off rent'. You can also reprint this on the movements screen on the order overview screen. 

If you would like to invoice for your order, you can generate a single invoice from the order screen. This breaks down the calculations, displays any suspensions and outlines the payment terms.   

There are many more documents in OnRent to explore, remember you can change the colours and font too. You can even ask us about bespoke documentation.

Are any of these documents mandatory?

No, these documents are optional although they are all very useful in their own areas so you can these as much or as little as you like.

Can I change these templates myself?

You can make basic changes to these through System Setup > Document Templates if you have the Pro+ package. Please remember that we also offer a bespoke documentation service as well.

Can I sign these documents digitally?

Drivers can sign for documents involved with Movements, such as a Delivery Note or a Collection Note and digital signatures may be expanded to other documents like Quotes or Rental Agreements in the future.

If you need help, start a conversation using the blue help bubble in the bottom right-hand corner of your screen.