Creating requests and quotes
Customers can easily submit quote requests through various channels. Whether they call, email or make a request via the web shop - all information enters RentMagic directly. The system helps you record all relevant details such as desired items, rental period, delivery location and any other special requirements.
Complete and structured
Thanks to the structured approach, you won't forget anything and can quickly put together a complete quotation or price proposal. All the information needed to turn a quotation into a perfect picture has already been taken into account within RentMagic.
Quote tracking
The follow-up of quotations can easily be managed via RentMagic. Using filters and tasks, it is possible to easily follow this up for yourself or your colleagues. If desired, you can even create an automation to send reminders.
Requests in the shop
Your shop becomes a powerful commercial tool where customers can shop all useful rentals. They immediately see availability, prices and can compare different options. Customers add items to their cart, indicate their desired period and automatically submit a complete request. You can decide whether it is a price request for a quote or whether it is directly a booking (reservation) or order.
Much faster and more convenient
It saves a lot of time for both parties and increases the chances of successful business. It also reduces the chance of making mistakes.
Catalog
Of course, the webshop can also serve as a catalog so that the customer has all the information they need immediately available, such as technical details, images, videos, white papers or manuals.
Send easily
Send your quotations professionally by e-mail with one click, including attachments and conditions.
Customers receive a clear quotation that they can view and approve digitally via a secure link. If desired, a PDF can also be attached with the contents.
The customer can give immediate approval. The system automatically keeps track of which quotations are still open and sends reminders for due dates if you set this up via automation.
From quotation directly to order
Approved quotations can be made into orders immediately, after which all relevant information is transferred from the quotation. If necessary, stocks are also recorded directly for the customer.
Personalized quotations
Create quotations that perfectly match your corporate identity. Upload your own logo, adjust colors and decide what information should appear where. You can create different document templates for different customer types or product groups.
Formal or less formal
From business proposals to consumer-oriented price lists, everything looks the way you want it.
Even the conditions and texts can be customized to your own style.
Layout and grouping
It is also possible to display groupings of article compositions to make it extra clear for the receiving party.
Prices can be displayed as you wish. You can also include the generic price list of articles in the layout if that makes it clearer.
Apply the right conditions
Automatically convert approved quotes into legally watertight orders or rental contracts.
The system takes all the data and adds the appropriate terms and conditions.
Contract to suit your needs
You can set different contract types for different rental types, from simple day rentals to complex long-term agreements, for example. All changes and additions are neatly recorded for a complete audit trail.
Contracts can also be set up that apply specifically to a certain period with which you have established price agreements with the customer.
Everything combined on one quotation
Combine rental and sales effortlessly on one quotation. For each item, you determine whether it is rental or sale, with the correct pricing and VAT rates.
Perfect for situations where customers want to proceed to purchase after a rental period, or where you offer both new and used items. Or just accessories or consumables.
Free text items
In addition to sales items from the item list, it is also possible to add free text items to a quotation or order. Free text items allow a user to quickly add items to a quotation without having to create them first. Through the settings it is possible to link a standard general ledger account to it for proper exports to a financial package. Of course it is possible to add a price.
Residual value upon purchase
The system automatically calculates the correct residual value and ensures proper administrative processing.
On the layout, it's clearly indicated whether it's a rental item or a sale item. Very clear for your customer. They know exactly what needs to be returned and what doesn't.
Dynamic workflows
Automate your standard processes with intelligent workflows (or workflows) that adapt to each order situation.
RentMagic automatically activates the appropriate follow-up steps as soon as an order is created or changes status. Think of sending order confirmations, creating pick lists, scheduling deliveries or starting maintenance routines.
Dynamic the way you want it
You can set up workflows per customer type, product category or even per order. The system automatically sends tasks to the right employees, sends notifications at important milestones and ensures that nothing falls between the cracks.
From simple reminders to complex approval processes - everything runs automatically according to your business rules.
Tasks and planning
You can also very quickly create an additional task during the process, so that, for example, something is not forgotten. Very handy for planners and to keep a project or order streamlined.
The planning also fully adapts to the steps that need to be taken.
Communicate about your actions
Keep all communications per order organized in one place. Every email, phone call, change or comment is linked to the specific rental order.
History and logging
You immediately see the full history of customer contacts, internal comments from colleagues and automatically generated status updates.
The system can automatically send professional emails upon status changes - from order confirmation to delivery notification. This can also be sent to various responsible contacts at a customer.
Timely updates
Customers receive timely updates on their rentals and can view their order and ask any questions through the portal. Internal teams can quickly consult via linked notes without involving external parties. This creates a complete communication file per rental contract.
In addition to regular communications, all changes are tracked with automatic logging.
Variation in transaction types
RentMagic supports multiple transaction types. As the word suggests, you can create different transaction types within RentMagic. Transaction types are defined in advance and should be recognizable to RentMagic users. A transaction type can influence prices or other conditions within an order.
Expression of communication.
A transaction type can also influence how an offer or order is communicated to your customers. For example, there may be a difference in layouts of documents if a particular transaction type is chosen.
Widely applicable
A transaction type is widely applicable and can also provide a different form of invoicing or even prices can be different with it.
Transaction types were created as a kind of light workflow adjustment, but with more emphasis on individual parameters being adjusted rather than the complete handling of an order.
Logistics process
Orchestrate all rental movements from the central order. The system automatically generates pick lists when material needs to be made ready, plans transportation routes for efficient delivery, and tracks real-time where each item is located.
Stock tracking
Outgoing material is automatically stocked and checked for completeness and condition upon return.
Delivery addresses and partial deliveries
You can set different delivery addresses per order, schedule combined shipments and even let customers decide when to pick up material. The system also supports logistical challenges such as partial deliveries, re-delivery of missing items and swapping equipment during the rental period.
Track and trace
Optional GPS tracking and the mobile app ensure that drivers and warehouse staff always have the right information.
Contracts, standard pricing and pricing agreements.
Flexible pricing by customer, product and situation - all automatically applied based on your business rules. You can go far in this.
RentMagic not only calculates standard rates, but also takes into account customer-specific discounts, seasonal prices and project agreements.
Complex pricing structures
The system can handle complex pricing structures such as graduated pricing for longer rental periods, weekend and holiday rates.
Contract terms are automatically linked to the appropriate customer type and product category. Changes in prices or conditions during the rental period are neatly administered with full traceability.
International trade
International transactions with different currencies and VAT legislation are also processed flawlessly. This too can all be neatly displayed on the documents.
Every administration within RentMagic always remembers the values of the base currency.
Get your payments
Manage your cash flow optimally with flexible payment schedules that fit your business arrangements.
RentMagic supports various payment schedules: from prepayment and security deposits to phased payments for long rental periods. This can be done by invoice, but also e.g. via iDEAL.
Installment/interim invoices
The system automatically generates installment invoices according to agreed schedules and tracks which amounts are still outstanding.
For long-term projects, you can set up milestone invoicing, where payments are linked to deliveries or project phases.
More complex situations
More complex constructions such as advances, credit notes and offsets against other orders are also supported. You always have real-time insight into the financial status of each rental order.
Credit limit
A credit limit can be set per customer so that there is always control over the outstanding items. You can link RentMagic with your financial software, making it possible to immediately write off invoices after a payment has been received.
Keep your cash flow healthy
Keep your cashflow healthy with flexible interim invoicing during ongoing rental contracts.
RentMagic automatically generates installment invoices based on preset schedules - weekly, monthly, or manually. The system calculates exactly which period needs to be invoiced and takes changes in rental composition into account.
Automatic invoice adjustment
When equipment is added or returned during the rental period, this is automatically processed in the next installment invoice.
Cycles
You can use different invoicing cycles per customer or contract type, for example monthly invoicing for regular customers and weekly invoicing for projects.
Combinations of fixed amounts and variable costs are also supported, with the system automatically calculating the correct proportions.
Automatic or manual
Invoicing can take place fully automatically or manually through the invoice proposal module. You then still retain manual control before the invoice is actually sent.
The right timing
Adjust your invoicing timing according to agreements with your customers and optimize your working capital.
Pre-invoicing
Pre-invoicing ensures payment before the rental starts, ideal for new customers or risky projects. The system automatically calculates advances based on expected rental value and generates credit notes for any changes.
Post-invoicing
Comparable to post-calculation. Post-invoicing works perfectly for trusted business relationships where payment takes place after completion.
RentMagic tracks which amounts were received in advance and automatically settles these in the final invoice.
Combinations
For long-term contracts, you can set up different phases: advance payment at start, installment invoicing during rental, and final settlement upon return. The system automatically warns about deviations and tracks all financial changes transparently.
Don't invoice unnecessarily
Manage complex situations where invoicing needs to be temporarily stopped or adjusted without administrative hassle. RentMagic supports waiting periods where equipment is at the customer's location but no or minimal rental costs are charged - for example during maintenance, repairs, or due to circumstances at the customer's end.
You can set up automatic invoicing stops at certain status changes or manually exclude periods from invoicing.
Ideal, especially for situations where you place consignment stock at a partner's location.
Stops and reasons
The system documents all stops with reason and period, so you can provide accountability later. When rental resumes, the correct rates are applied again. Partial stops are also possible, where for example only certain items from an order are temporarily not invoiced. All changes are logged.
Invoice layouts
Create professional invoices that perfectly match your identity and meet all legal requirements. RentMagic offers extensive options for personalizing invoice layouts - from logo and colors to the exact positioning of information.
Create different templates
You can create different templates for different customer types: business invoices with extensive specifications, consumer invoices with simplified information, or international invoices with multilingual descriptions and foreign currencies. The system automatically takes care of correct VAT entries and bases. Invoice numbering is applied according to tax rules and all required company information.
Go beyond the standard
Add custom text, determine which order details are shown or not shown, and even set different layouts for each unique customer, branch or division.
Export to PDF is done automatically with professional quality.
Export of invoices
Integrate invoice data seamlessly with your accounting or ERP system through powerful export functionality. RentMagic automatically generates files in all common formats - from simple CSV exports to advanced XML files for a direct ERP connection.
The export contains all relevant data: invoice lines, VAT specifications, customer data and references for automatic processing.
Export schedule as desired
You can set up export schedules that run daily, weekly or real-time, depending on your administrative cycle.
Through the REST API, data is exchanged directly with external systems without manual intervention. The system keeps track of which invoices have already been exported to avoid duplicate processing.
Error handling and logging
Error handling and logging ensure that no invoice is lost in the process. Custom export formats for specific accounting packages are also possible.
