Material management | RentMagic rental software

Items and types

Structured overview of your entire stock

Organize your rental equipment into logical article types that suit how you work. Aerial platforms, cranes, generators, construction equipment - each type has its own properties, specifications and rental conditions. This way, you always have an overview of what you offer and customers can quickly find what they are looking for.

Flexible classification according to your way of working

Create item types that suit your business and market. A party rental company needs different categories than a construction machine rental company. RentMagic adapts to your way of working, not the other way around. Add new types as your assortment grows.

Efficient management through smart grouping

By cleverly grouping items into types, you work much more efficiently. Prices, conditions and properties are set per type and automatically apply to all articles within that group. Do you change the rental price of generators? Then this is immediately applied to your entire generator park.

Verschillende artikel types voor een eigen behandeling

Unique serial numbers

Each item has its own identity

With unique serial numbers, you give each piece of equipment its own digital identity in RentMagic. Generator GEN-2024-001 is not the same as GEN-2024-002, even though they are identical models. So you track the complete history of each individual item - from purchase to scrapping.

Complete traceability per machine

Serial numbers allow you to see exactly what happened to each item. How many hours has this machine run? When was the last maintenance performed? Which customers has it been with? This information helps you make decisions about maintenance, replacement and warranty claims.

No confusion, but clarity

Serial numbers prevent employee and customer confusion. "The small generator" can mean anything, but "GEN-2024-001" is unambiguous. For deliveries, returns and service notifications, everyone knows exactly which item is involved. This prevents errors and saves time.

Topic Groups

Cleverly cluster items for different purposes

In addition to standard item types, theme groups allow you to cluster equipment based on use, target group or project. Think "Party Equipment," "Construction Site Equipment" or "Garden Maintenance." That way you group items in a way that matches how customers think about and search for them. And themes can be applied to make items belong together, such as for colors.

Offer and sell faster

Theme groups make it easier to help customers and put together quotes. A customer organizing a garden party will immediately see all relevant items - from tents to lighting to sound systems. You no longer have to go through all the categories separately.

Marketing and presentation that meets customer needs

Thematic groupings allow you to present your equipment the way customers think about it. On your website, you show "Everything for your wedding" instead of separate categories such as "Audio," "Lighting," and "Furniture." This makes your offerings recognizable and accessible to different customer segments.

Themagroepen definiëren voor betere combinaties

Compositions

Sets for fixed combinations

Some items you almost always rent together - a concrete mixer with a vibrating device, or a generator with extension cords. With assemblies, you turn individual parts into one rentable unit. That way you rent more efficiently and prevent customers from forgetting essential parts.

Easier rental of complex equipment

For customers who need a fully equipped site hut or want to rent a complete party setup, assemblies are ideal. Instead of twenty individual items, you book one composition and RentMagic automatically ensures that all parts are available and delivered at the same time.

Better utilization and higher turnover

By cleverly creating compositions, you increase the average order value per customer. A generator becomes more interesting when you immediately offer the corresponding cables and distributors with it. Customers get what they need and you increase your revenue per transaction.

Planning and availability

Real-time insight into what's available

With RentMagic, you can instantly see which items are available for rental and which are already booked. The system automatically takes into account current rental contracts, scheduled servicing and transport between locations. This prevents double bookings and disappointed customers.

Smart planning prevents bottlenecks

The system gives you timely warnings when popular items become fully booked during busy periods. This allows you to proactively approach customers for alternative dates or purchase additional equipment for peak periods. Planning becomes from reactive to proactive.

Optimal utilization of your rental fleet

With good insight into availability, you can use your equipment optimally. See which items often go unused and which are constantly booked. This information helps you make decisions about new investments, disposing of poorly running equipment and optimizing your inventory composition.

Import and export with Excel

Do you already have item data in Excel? No problem. Import them easily into RentMagic without having to re-enter everything. The system automatically recognizes the different columns and fills your item administration in one go with all specifications, prices, and properties.

Exporting to Excel is also possible when you want to create reports or share data with suppliers or accountants. This way you stay flexible and can easily integrate RentMagic into your existing work processes without losing data.

TRANSPARENCY LEADS TO SATISFIED CUSTOMERS

Clear prices, smart agreements

Good pricing agreements are the foundation of any successful business. RentMagic ensures that you always have clear and consistent pricing, regardless of who makes the offer or when it is made. From standard rates to custom discounts, everything is transparent and verifiable. Through smart pricing structures and clear conditions, you avoid discussions afterwards and build trust with your customers. They know exactly where they stand and you can count on the right profit margins for every rental.

Set rental periods

Flexible periods to suit your market

Not every industry works with the same rental periods. Construction equipment is often rented on a weekly basis, party equipment on a daily basis and heavy machinery sometimes on a monthly basis. With RentMagic you can set the logical rental periods for each item type that suit your customers and market.

Automatic calculations for each period

Define how different periods relate to each other - for example, that a weekly rate is 5x the daily rate, but a monthly rate is only 3x the weekly rate. The system automatically calculates the correct rates for each desired rental period, including intermediate periods.

Customers always get the best price

With smart period rates, customers automatically get the most advantageous price for their rental period. Someone renting equipment for 10 days will not pay 10x the daily rate, but will automatically get the cheaper weekly rate plus 3 days. This is how you work in a customer-friendly and competitive way.

Prices

Smart pricing structure for every situation

Set different price levels per item that apply automatically. Standard prices for regular customers, contract prices for regular customers and rush prices for last-minute bookings. RentMagic automatically chooses the right price based on customer, period and circumstances.

Period pricing.

Enter a specific price for each rental period. The period units (i.e. the duration of a period) can also be created in the system exactly as it suits your organization. Up to the minute.

Transparent price structure for customers

Customers always see a clear price structure: base price, any surcharges, discounts and the final total. This transparency prevents surprises on the invoice and ensures confidence in your pricing. What is shown in the quotation is what the customer ultimately pays.

Conditions

Clear rules for every rental

Set specific rental conditions for each item type that apply automatically. Minimum rental periods, deposit requirements, user rules and return conditions - everything is added by default to quotations and contracts. This way, everyone works according to the same rules and you avoid misunderstandings.

Automatically the right conditions

A boom lift needs different conditions than a marquee. RentMagic automatically adds the right conditions based on the type of equipment. From safety instructions to damage settlements - customers get all the relevant information without you having to think about it manually.

Transaction types

Different rental types, different handling

Not every rental is the same - a rush delivery requires different handling than a long-term contract. With transaction types, you determine how different types of rentals should be handled. From standard rentals to service interventions, from internal transfers to demo loans - each type gets its own workflow. Workflows are linked to transaction types.

The right processes automatically

By cleverly setting up transaction types, RentMagic automatically ensures the right processing. An urgent order is immediately prioritized in the planning, a demo loan is not invoiced and a service contract follows other approval steps. This way, all processes work consistently.

Overview and control over your operations

With different transaction types, you gain insight into which types of rentals run best and where the most profit is. Analyze which types are most common and optimize your processes accordingly. This way you can consciously steer towards the most profitable types of leasing.

Manage customer serial numbers

Increasingly, customers bring their own equipment to projects or ask for maintenance on their own machines. With RentMagic you also register this customer equipment with unique serial numbers in your system. This way you maintain overview of all machines on your premises, regardless of who owns them.

Treat customer equipment just like your own inventory: schedule maintenance, register repairs, and keep a complete history per serial number. This gives you valuable insights into different brands and types, while your customers benefit from professional equipment management of their own fleet.

Through the RentMagic Shop portal, it's possible to give customers insight and control themselves.

Arrange deposits for security

Risk-free rental starts with proper deposits. With RentMagic you easily arrange different forms of security per customer and per rental. Whether it's a cash deposit, bank guarantee, or credit card authorization, the system automatically tracks which deposits are active and when they can be released, for example after return.

Set different deposit requirements per item type and customer group. New customers may get a higher deposit than regular clients, and expensive equipment requires more security than standard items. This way you balance risk management with customer friendliness.

A picture says more than a thousand words

Seeing is understanding, clarity for yourself and your customer

Rental is built on trust. Customers need to know exactly what they're renting before making a decision. RentMagic ensures you can present every item completely and attractively with all necessary information, photos, and specifications. By presenting equipment visually and informatively, you prevent misunderstandings and increase the chance that customers actually book. Clear product information leads to satisfied customers and fewer questions afterwards.

Maak artikeleigenschappen aan om het beeld compleet te maken voor klanten

Create product properties

All relevant specifications at a glance

Define which features are important for your equipment. Power, dimensions, weight, noise level, fuel consumption - create properties that match what customers want to know. Each item group can have its own set of properties relevant to that type of equipment.

Consistent information across your entire fleet

By setting properties by default, you get consistent product information across your entire inventory. All generators show the same technical specifications and all aerial work platforms have similar safety information. This makes your offering professional and comparable for customers.

Smart filtering and search features

Customers can easily filter equipment by features that are important to them. Find all cranes with at least 10 tons of lifting capacity, or all power units that are quieter than 60 decibels. Good features make it easy for customers to find exactly what they need.

Images and videos

Show what you rent

A good picture sells better than the best description. Upload multiple images per item to give customers a complete picture - from overview photos to detail shots of control panels. This way, customers know exactly what to expect and make a decision faster.

Videos for complex machines

For complex equipment, instructional videos are indispensable. Show how a machine works, what safety precautions are important and how operation works. This saves time on delivery and ensures that customers can use the equipment safely and effectively.

Professional presentation increases trust

High-quality photos and videos give your company a professional appearance. Customers gain confidence in your equipment and service when everything looks well maintained and cared for. Investing in good media pays off in more bookings and higher prices.

Plaats media zoals afbeeldingen en filmpjes op artikelen

Compounds

Show what's included

When you rent out complete sets, customers want to know exactly what's included. With clear compositions, you show all the components that come with a package - from main equipment to accessories and consumables. This prevents surprises and allows customers to make targeted choices.

Visual insight into complex packages

For comprehensive assemblies such as complete party sets or construction site equipment, create clear overviews with photos of all the components. Customers see at a glance what they are getting and can assess whether the package is complete for their project.

Transparency that drives sales

By being open about what is included in an assembly, you build trust and avoid discussions afterwards. Customers appreciate clarity and are more likely to book because they know exactly where they stand. Transparency in composition leads to greater satisfaction and fewer complaints.

Samenstelling van artikelen goed weergeven met de juiste media

De juiste media op je documenten voor een mooie layout

Media in documents

Professional documents with visual impact

Add photos, diagrams and videos directly to your quotes, contracts and invoices. RentMagic's flexible report generator ensures that your documents look professional and contain all the necessary visual information. From product photos in quotations to damage images in service reports.

Fully customizable reports for every situation

The built-in report generator is so flexible that you can create documents for any specific need. Create technical reports with diagrams for mechanics, marketing-oriented quotations with attractive product images or detailed service reports with before-and-after photos. Everything is possible.

Consistent house style, professional appearance

By cleverly integrating media into your documents, you ensure a consistent and professional appearance to customers. Your logo, colors and layout are applied automatically, while relevant photos and videos support the information. This is how you make an impression and distinguish yourself from the competition.

Distribution across warehouses

By item type, determine which warehouses you keep stock in for optimal coverage.

Items at warehouse locations

Give each item a fixed location in the warehouse so employees can find everything quickly.

Dynamic locations

Automatically adjust warehouse locations when inventory or work processes change.

Stock changes transparent

Track all equipment movements and changes real-time by location.

Status by serial number

Always know where each individual item is and its condition.

Order delivery from multiple warehouses

Combine equipment from different depots for complete customer deliveries.

Financials clear and returns measurable

Financial settlement

A rental fleet is a serious investment that requires careful financial handling. RentMagic offers all the tools to write off your equipment correctly, calculate returns and integrate seamlessly with your accounting package. Whether you buy, lease or operate internationally - the system supports all financial scenarios.

Smart financial modules give you insight into the actual costs and revenues of each item. This allows you to make better investment decisions and optimize the return on your rental fleet.

Depreciation

Flexible depreciation methods for every situation

Depreciate your equipment in the way that best suits your operations and tax strategy. Linear, degressive, based on hours of use or in accordance with tax regulations - RentMagic supports all common depreciation methods with automatic calculations per period.

Automated journal entries and reports

The system automatically generates the correct journal entries for your accounting and ensures correct periodic depreciation. Special journal entries for exceptional situations are also possible, so you always have the correct financial record.

Accurate yield calculations

Correctly linking depreciation to rental income gives you a realistic picture of the return per item. See which machines are earning back their depreciation and which may need to be replaced prematurely. These insights help with future investment decisions.

Leasing

Complete lease administration integrated

RentMagic not only takes into account purchased machines, but also fully administers leased rental fleets. From monthly lease costs to contract terms and expiration dates - all lease information is included in your return calculations and financial reports.

Realistic cost calculation for leased machines

In return analyses, leasing costs are automatically included in the calculations. This allows you to see the true return on leased rental fleet and objectively compare between buying and leasing. These insights help you make the right financing decisions.

Proactive lease management

The system gives you timely warnings of lease contract expiration so you can make timely decisions about renewal, surrender or trade-in. By managing lease information centrally, you won't miss important deadlines and can negotiate from a position of strength.

Surrender or early termination

Smart calculations for early contract termination

When customers want to terminate their rental contract earlier than agreed, RentMagic automatically calculates the financial consequences. The built-in calculation modules determine surrender amounts, remaining obligations and any compensation in accordance with your contract terms.

Early termination according to your rules

Determine yourself how early termination should be handled financially: fixed percentages, degressive scales or customized per client. The system automatically applies the correct calculation and ensures correct billing of surrender amounts and administration fees.

Automatic contract processing and billing.

At early termination, the system adjusts all relevant data: contract status, billing, scheduling and availability. The calculation modules ensure that both customer and landlord get a fair financial settlement according to the predefined conditions

Journal entries

Seamless integration with your accounting software

RentMagic automatically generates the correct journal entries for all rental and equipment transactions. Whether you work with Exact, AFAS, Yuki or another accounting package - the standard journal entries ensure error-free transfer of financial data to your administration.

Flexible journal structures per business need

Customize the structure of your journal entries: per item, per cost category or per warehouse. The system adapts to your accounting structure, not the other way around. This keeps your financial reporting consistent with your existing workflow.

Periodic processing and control

Generate journal entries daily, weekly or monthly - just as it suits your organization. All entries are auditable and traceable to the underlying rental or equipment transactions. This gives your accountant and yourself confidence in the financial figures

VAT structure

International trade fully supported

For landlords operating internationally, RentMagic offers advanced VAT functionalities. The system automatically applies the correct VAT rates per country, supports intra-community deliveries and ensures correct treatment of cross-border rentals according to European regulations.

Inter-company transactions streamlined

Do you have multiple branches in different countries or work with inter-company constructions? RentMagic manages complex VAT structures involving the movement of equipment between countries. The system automatically takes into account different VAT regimes and ensures correct reporting per jurisdiction.

Flexible configuration for complex structures

Whether you have a Dutch parent company with German depots, or rent across borders from different VAT entities, the system adapts to your business structure. Configure VAT treatment by location, customer type and transaction type for fully compliant administration.

Equipment Management.

Maximum utilization, minimum worry

Deploy your rental fleet efficiently