How to Convert an Enquiry to an Order (Rental or Lease)?
When a customer confirms their equipment and accepts the quote, Rentablez turns the enquiry into a live order — no re-entering details, no manual copying. You choose whether it becomes a one-time Rental Order or a recurring Lease, and everything from the enquiry carries straight over. For example, once your customer approves the wedding photography quote, you can reserve all the gear for their dates in a few clicks.
Customer Said Yes? — Start the Conversion
Open the Enquiries list, find the enquiry, and click the Convert to Order action in its row. A Convert Enquiry to Order window opens where you pick the order type.
When Convert to Order is unavailable. The action is greyed out once an enquiry is already Converted To Order, for guest enquiries that came in from the webstore (promote them with Convert to Customer first), and for users who only have view access. Converting requires the
enquiries.writepermission.
Rental or Lease? — Choose the Order Type
In the window, set Order Type:
| Order Type | Use it for | Result |
|---|---|---|
| Rental Order | A one-time rental with fixed start and end dates | A new rental order in the Orders section |
| Lease | An ongoing rental that bills automatically at regular intervals | A new lease with recurring invoices in the Subscriptions section |
If you choose Rental Order, there is nothing else to set — click Convert to Order and you’re done. If you choose Lease, a few billing options appear (covered next).
Setting Up a Lease — Billing Options
Choosing Lease reveals the recurring-billing settings. These control how often invoices are raised and when they’re generated.
Planned Dates
- Planned Start Date (required) — when billing begins. Pre-filled from the enquiry’s start date; adjust if needed.
- Planned End Date (optional) — a reference point only. Billing continues on schedule regardless of this date, so leave it blank for an open-ended lease.
Billing Period
Pick how often the lease invoices:
| Billing Period | Bills every |
|---|---|
| Daily | Day |
| Weekly | 7 days |
| Bi-Weekly | 2 weeks |
| Monthly | Month |
Invoice Generation
Invoice Generation decides when each invoice is created relative to its billing date — for example 2 days before, On billing date, or a few days after. This gives you (or the customer) lead time to review an invoice before the cycle starts.
A Daily billing period can only generate On billing date — a one-day cycle leaves no room for an offset.
Fixed Billing Day (Weekly and Monthly)
For Weekly and Monthly leases you can choose Fixed billing day in the Invoice Generation list to anchor every cycle to the same day:
- Weekly → pick a Billing Day (e.g. every Monday).
- Monthly → pick a Billing Date (e.g. the 1st of every month).
When you set a fixed billing day, a Generate Invoice option lets you still control how many days before or after that anchor the invoice is raised.
Convert — What Carries Over
Click Convert to Order. Rentablez copies the full enquiry into the new order automatically:
- Customer information (and 3PL end-client, if set)
- Rental dates and duration
- Equipment list with quantities — Regular, Bulk, and Kit items
- Pricing and any applied discount
- Security deposit and its refund type
- Internal notes
Nothing needs to be re-entered.
What Happens Next? — After Conversion
Once conversion succeeds:
- The enquiry status changes to Converted To Order and the enquiry becomes read-only.
- A confirmation shows the new Order No.
- Rentablez opens the new order automatically — a Rental Order opens in the Orders editor; a Lease opens in the Subscriptions editor.
Ready to Move Forward? — Manage the Order
From the new order you can carry on with the booking:
- Record invoices and payments
- Arrange dispatch or delivery
- Track the order through its lifecycle
For a lease, see How to Manage Subscriptions? for how automated billing cycles run from here.
Rentablez keeps every booking detail in sync from enquiry to completion, so your team always knows the current state of each job.