Availability & bookings
Booking software that never sells the same unit twice
Rentablez shows what is genuinely free for any date range, blocks stock the moment an order is confirmed, and carries that order from enquiry through dispatch to return — across every branch, on the web and in the mobile app.
- Availability by date range
- Reservations block stock
- Extend, swap, prorate
- Web store bookings
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Scissor lift 26 ft
Unit 04 · yard 1
Northgate siteRiverside -
Marquee 6 × 12
2 of 3 free
Kapoor wedding -
Sony FX3 kit
Unit 02 · serialised
Brand shootTwo orders want this -
Excavator 3T
Plant EX-0412
Service dueHillside job -
Chiavari chairs
120 in stock
80 out · Kapoor
Booking clash
Sony FX3 kit is committed twice on Sat 30 — swap a unit or sub-rent
The order lifecycle
Six steps, one record
Every stage writes to the same order, so the quote your customer accepted and the invoice they pay are the same document at different points in its life.
- 01Draft
Enquiry
A request arrives from the web store, the phone or the counter, with the dates and items the customer wants.
- 02Quoted
Quotation
Priced from your rate card and checked against real availability, then sent for approval. Nothing is held yet.
- 03Confirmed
Reservation
Accepting the quote blocks those units for those dates across every branch, so nobody can sell them twice.
- 04Out
Dispatch
Picked, loaded and signed for on the mobile app, with condition photos and meter readings captured on the spot.
- 05Active
On rent
Extend it, swap a unit, add a charge or pause a lease — the order reprices instead of becoming a second piece of paper.
- 06Closed
Return
Inspected on the way back, damages logged, the invoice settled and the units released to the next job.
Inside the product
The two things that go wrong with bookings
Almost every booking problem is one of these: you promised stock you did not have, or the job changed after you quoted it.
Booking conflict
Round table, 6-seat is overbooked across confirmed and pending orders. View orders
99
In stock
9
Set aside
90
Available
| Used | Left | |
|---|---|---|
| Confirmed | 60 | 30 |
| Pending | 60 | −30 |
- City Ideas Festival (#6716383) 60
- Corporate offsite (#6714201) 9
- Weekend wedding (#6716343) 60
- Needed (shortage) 120 (-30)
Conflict detection
Find the clash while you can still fix it
Confirmed orders and open quotations draw from the same pool. When the two together exceed what you own for a given day, the order screen flags the shortage and shows which jobs are competing — early enough to swap a unit, move a date or sub-rent.
- Confirmed and quoted counted separately
- Shortages shown per day, not per order
- Sub-rental to cover the gap
- Units in maintenance excluded automatically
ORD-2026-0418 · extended twice
27 Aug 2026 – 5 Sep 2026
- Marquee 6 × 12 ORDER Original booking · 3 days 1 480.00 1,440.00
- Extension · 2 days Availability checked before accepting 2 480.00 960.00
- Swap · larger unit Repriced against the new unit 1 120.00 120.00
- Cleaning charge Added at return inspection 1 150.00 150.00
2,670.00
Invoice total
One order, every change on it
Changes mid-rental
The job changed. The order changes with it.
Two more days, a bigger machine, an extra delivery, a damage charge at return. Each change reprices the same order and flows through to the invoice, so what the customer signed and what they are billed never drift apart.
- Extensions check availability first
- Swaps reprice against the new unit
- Charges added at any point in the order
- Early return prorates and credits
Capabilities
What the booking module does
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Availability calendar
A status grid per category, asset or unit for any date range, with drill-down to the orders that hold each unit.
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Reservations that block stock
A reserved order holds its units for the dates, so the same unit cannot be booked twice — across every branch.
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Rentals, leases and subscriptions
Short hires, long-term leases with recurring invoices, and subscription plans run on the same order engine.
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Hourly to monthly and metered
Hourly, daily, weekly and monthly rates, meter-usage billing per cycle, minimum rental periods and duration-discount price lists.
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Extend, swap, pause, cancel
Extensions check availability first; mid-order swaps reprice; leases can be paused and resumed; cancellations prorate and issue a credit note.
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Online booking through the web store
Customers browse your catalogue, check live availability and book; orders land in the same list as phone and walk-in bookings.
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Deposits and charges on the order
Security deposits are held separately from rent, and delivery, damage, cleaning or late fees are added to the same order.
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Sub-rental when you are short
Bring supplier stock into your own order for the dates you need it, so the pick list and the invoice both add up.
Quote to return
One order from enquiry to closed
An enquiry becomes a quotation, a quotation becomes an order. The order carries the units, rates, deposit, contract, invoices, payments, inspections and delivery documents, so nothing lives in a second system.
- Enquiry → quotation → order
- Security deposit and additional charges on the order
- Contract and invoices generated from the order
- Dispatch and return from the mobile app
Long-term hire
Leases that invoice themselves
Leases bill on the anchor date you choose, upfront or postpaid, with proration for extensions, swaps and early returns. Metered usage and per-cycle charges land on the right invoice without anyone chasing them.
- Recurring lease invoicing
- Proration and credit notes
- Per-cycle metered billing
- Lease-to-own option
Every channel
Web store, phone and counter in one list
A booking taken online lands in the same order list as one taken over the phone, against the same availability. There is no separate online calendar to reconcile at the end of the day.
- Web store bookings on live availability
- Phone and walk-in orders on the same list
- Deposits collected at booking
- Customer portal for orders and invoices
FAQ
Booking questions
What operators ask about availability and orders.
Something else? or email sales@rentablez.com.
How does Rentablez prevent double booking?
Each unit has one availability timeline. A reserved or active order blocks the unit for its dates, and availability search counts confirmed orders, open quotations and anything held by a maintenance job. If confirmed and quoted demand together exceed what you own for a given day, the order screen flags the shortage and shows which orders are competing for the stock.
Does it support long-term leases?
Yes. Leases generate recurring invoices on a chosen anchor date, upfront or postpaid, with proration for changes, pause and resume, and credit notes when an order is cancelled or returned early. Lease-to-own is supported where payments build toward ownership.
What pricing models are supported?
Hourly, daily, weekly and monthly rates, metered (meter-usage) billing per cycle, minimum rental periods, duration-discount price lists, and security deposits. Rates can differ per variant, and additional charges such as delivery, damage or cleaning are added to the order.
Can customers book online?
Yes. The web store is a public catalogue with live availability; bookings made there appear in the same order list as bookings taken by phone or at the counter, and can collect a deposit at the time of booking.
Can I extend or change an order mid-rental?
Yes. Extensions check availability before they are accepted, mid-order unit swaps reprice automatically, and early returns are prorated. Each change stays on the same order with an audit trail rather than creating a second booking.
What happens when I am short of stock?
You can sub-rent from a supplier: their stock is brought into your own order as materialised units for the dates you need, so the pick list, availability count and invoice all reflect the real job.
Does availability work across multiple branches?
Yes. Each branch holds its own stock, and availability can be searched for one branch or all of them together, so a unit free in another yard is visible before you turn the job away.
Can I take a booking without holding the stock?
Yes. A quotation prices the job and checks availability but does not hold the units; stock is only blocked once the order is confirmed, so speculative quotes do not starve your calendar.
See your own calendar in Rentablez
Book a 30-minute demo. We load a sample of your stock during the call so you can search real availability on your own units.