It's all about relationships
Build your customer base the way that works best for your organization, whether manually or through smart integrations with existing systems.
New customers
RentMagic makes it easy to create new customers with all relevant data: from basics like address and contact details to specific rental preferences and credit limits. But you don't have to start from scratch - the system seamlessly imports customer data from your current CRM, accounting software, or other business systems.
Customer synchronization
Through powerful API connections, customer data stays automatically synchronized between systems, so you always work with current information without double entry. Whether you're working with a large existing database or just starting out with rental, RentMagic scales with you and integrates with the tools you already use. Changes in contact details, credit status, or preferences are automatically updated across all connected systems.
Streamlined financials
Define all financial terms per customer for consistent and accurate pricing on every rental order. RentMagic manages customer-specific rates, discount percentages, and payment terms that are automatically applied when creating quotes and contracts.
Pricing structures
The system supports special pricing structures like volume discounts on larger orders or project rates for long-term partnerships. VAT is set per customer depending on their status: private, business, or international, including specific arrangements for EU rentals or export.
Limits and terms
Payment terms, credit limits, and deposit agreements are also managed per customer. With every transaction, the system automatically checks creditworthiness and applies the correct financial conditions.
Changes in agreements are tracked with dates, so you can always see which terms applied at any given time - essential for disputes or audits.
Long-term relationships
Manage long-term customer relationships with professional contracts that provide security for both parties. RentMagic supports different contract types: from simple annual contracts with fixed terms to complex multi-year agreements with variable elements.
Contracts and terms
A contract contains specific agreements about pricing, delivery terms, payment terms, and responsibilities that apply throughout the contract period.
From your dashboards, you get alerts when contracts are nearing their end, so you can discuss renewals or negotiate new terms in time.
Contact persons
Organize all contact persons within your customer's organization for targeted and effective communication with the right people.
RentMagic understands that business customers often have multiple contact persons with different roles and responsibilities: from purchasers who place orders to project managers who coordinate planning and financial contacts who handle payments.
Each contact person gets their own profile with job title, specializations, communication preferences, and interaction history. The system automatically links the right contact person to different processes: technical questions go to the right specialist, invoices to the financial contact, and planning changes to a site manager or project lead.
Communication
Document and organize all customer interactions for a complete history that every team member has direct access to. RentMagic automatically records all emails, phone calls, quotes, and order changes per customer, so you always have the full context with every contact.
Colleagues can immediately see which agreements were made, which issues came up, and how they were resolved. The system also supports proactive communication by sending automatic reminders for actions like timely returns, pickups, or similar tasks.
Flexible fields
Adapt RentMagic to the specific administrative needs of each customer with dynamically configurable flex fields that ensure perfect alignment with their internal processes.
Large business customers often work with their own project numbers, cost centers, department codes, or budget categories that are essential for their internal accountability.
With flex fields, you can capture this information on orders, invoices, and contracts, allowing customers to directly link their RentMagic data to their own administration and reporting systems.
Grouping and reporting
The system uses these flex fields not just for registration, but also for intelligent grouping and analysis. This way, you can automatically generate reports per cost center, compile project invoicing based on project codes, or analyze material usage per department.
This flexibility makes the difference between a rental company that delivers equipment and a partner that seamlessly integrates into the customer's business processes.
Flex fields can be created globally in your environment or specifically per customer, so each organization gets exactly the structure that fits their workflow.
Dynamic invoicing
Each customer has their own financial cycle and administrative preferences. RentMagic fully adapts with flexible invoicing rhythms per customer.
Where one customer prefers advance invoicing for budget control, another wants payment afterwards based on actual usage. The system supports all variants: from weekly installment invoicing on large projects to monthly collective invoices for all rental activities of a customer.
Adjusting invoice type
Even within one customer relationship, you can use different invoice types per rental type or project. Automatic invoicing schedules ensure that each customer is invoiced according to their preferences without manual intervention.
Approvals
The system can also be configured for approval processes at the customer's end.
Invoice customer
It's also possible to link a project or order to a specific customer, but have the invoice made out to a different customer - think of a partner company or parent holding, for example.
Document personalization
Make every customer interaction more professional by fully adapting documents to their brand identity and information needs.
RentMagic goes beyond just adding a logo - you can personalize the complete structure, layout, and content of quotes, order confirmations, packing slips, and invoices per customer.
Detailed specifications
Large customers receive detailed specifications with technical details and project references, while small customers get a clear, simplified view.
The system can automatically select the right template based on customer type, order value, or product category. Even language preference and currency are supported for international customers.
By adapting documents to each customer's expectations and style, you radiate professionalism and attention to detail. Customers experience this as proof that you see them as a unique partner, not as a number in your system. This consistent, personalized communication significantly strengthens brand recognition and customer loyalty.
Discounts and commissions
Reward customer loyalty and manage complex commission structures with advanced discount and commission systems that go beyond simple percentages.
RentMagic supports complex discount structures per customer: from volume discounts that automatically activate at certain order values to loyalty discounts that gradually increase as customers rent more from you.
With automations, you can apply discounts where different product groups receive specific discount percentages.
Commission agent
For commission structures, RentMagic offers powerful functionality that automatically generates separate commission credit invoices for intermediaries, dealers, or commission organizations. The system calculates commissions based on preset percentages per product group, customer type, or sales volume, and automatically generates the correct credit notes to the commission-receiving party.
Prevent rental of the wrong equipment
Safety comes first in rental - not everyone can operate every machine. RentMagic prevents risks and liability by automatically checking whether customers have the right certifications for specific equipment. The system can set per product or product group which certificates are required: from forklift licenses and safety certifications to specific machine qualifications and safety trainings.
When creating a quote or order, RentMagic automatically checks whether the customer (or their employees) has the required certifications. Missing or expired certificates are immediately flagged, so you can act proactively. The system tracks when certificates expire and warns you in time for renewal. For companies, you can track per contact person which qualifications they have, so equipment is only rented to certified personnel.
