Documents

Rentware generates certain documents for you. Those are:

Invoice

Contract

Offer

Terms & Conditions

Pick Up Protocol

Completion Protocol

You can configure them in the documents settings.

Here you find the “Layout” box.

Within that you find two select fields:

“Document” and “Language”

Language is only relevant if your Rentware account has multiple languages.

You need to set up how your documents should behave for each language individually. This not only concerns any text you add to your document, but also the article details (more on that in a second).

Document let’s you select a specific document to edit.

Within the documents themselves you will always find an upload field and a little preview with your data and the customer data.

The preview shows the letterhead. The data for the letterhead is taken from what the customer put in as his contact data and from your location.

The upload field is for your logo. It will appear on the document in the upper left hand corner.

Please note, that the logo is the same across all documents, so you only need to upload it once.

All documents also have an input field called “intro“.

This intro field appears below the letterhead and above the listing of items.

For all documents except Terms & Conditions, this intro field can be considered optional.

It can be used to give the customer some further information (like bank data on an invoice), but you don’t necessarily need to put anything in here.

To give you a feeling, of what it does, let’s enter here:

“This is the <b>intro text</b> on an invoice.”

And the output will be:

Article details

The article details determine which parts of your items appear in the listing.

You can toggle whether to show the item name, title, description, etc.

We generally recommend to set all the fields to “Enabled”, except for Description.

The description is not really needed on contracts, invoices and other documents.

It also tends to be rather long and could unnecessarily stretch your documents and break their layout.

Now let’s look at two special documents:

Contract

The contract has some extra options.

Use signature for document

With this option selected, the signature field on the contract will come pre-filled with the signature you can save in the location settings.

Display payment methods in document

With this option selected, any payments done before the contract was generated, will be printed on the contract.

So if the customer paid 150€ via credit card while creating the booking, then it will be printed as such on the PDF and the customer can rest assured, that his payment was received.

Display location info

With this option selected, the address and information of the rental location will be printed before the listing of the items.

In addition in the contract config you will find below the article details the option

Checkmarks

You can add your own custom checkmarks to the contract pdf.

Those will appear just above the signature fields.

Terms & Conditions

This document only has an intro field.

Into this intro field you can paste your terms & conditions.

The idea behind that is, that this pdf can be sent out with the booking confirmation mail.