xRentra

Features built for rental operations

Everything from inventory to invoices — designed for day-to-day equipment rental work.

Inventory management

Full equipment catalog with statuses, categories, QR codes, media, and bulk CSV import/export.

  • SKU, asset numbers, barcodes, and QR labels
  • Daily, weekly, and monthly pricing plus deposits
  • Statuses: available, reserved, rented, maintenance, lost, retired
  • Categories with color organization

Customer management

Keep every renter’s history, balances, and damage records in one place.

  • Business profiles with contacts and addresses
  • Rental history and outstanding balances
  • Damage history per customer
  • CSV export for offline handoff

Reservations & calendar

Book with live availability checks and plan pickups and returns on a clear calendar.

  • Guided reservation wizard with pricing, tax, and discounts
  • Day, week, and month calendar views
  • Prevent double-booking with overlap checks
  • Configurable reservation number prefixes

Check-out & check-in

Hand off and return equipment with signatures, inspections, and automatic finance updates.

  • Verify equipment and capture customer signature
  • Auto-generate invoice and hold deposit on check-out
  • Inspect returns, log damage, and add charges
  • Settle deposits: refund, partial, or forfeit

Invoices & deposits

Bill clearly and manage security deposits without spreadsheet guesswork.

  • Invoice PDF generation and mark-as-paid
  • Statuses: draft, paid, partial, overdue
  • Deposit lifecycle: held → refunded / partial / forfeited
  • Deposit stats and filters

Maintenance & damage

Keep assets serviceable and track damage linked to returns.

  • Schedule and track maintenance work
  • Sync equipment status when not on active rental
  • Damage reports with photos and cost estimates
  • Visibility in customer and equipment history

Reports & exports

Operational and financial visibility for managers and owners.

  • Inventory, active rentals, overdue, and revenue
  • Customer history, deposits, damage, maintenance
  • CSV and PDF exports with date-range filters
  • Dashboard KPIs and recent activity feed

Admin & settings

Configure your company, team, billing defaults, and notifications.

  • Invite users with Company Admin, Manager, and Staff roles
  • Company logo, currency, timezone, and address
  • Tax rate, terms, and document number prefixes
  • Email reminders for pickup, return, overdue, and invoices