How to Create an Order?

Create an order to book equipment for a customer and manage the reservation end to end. For example, when a customer confirms a full DJ setup for a weekend event, you start a rental, add the speakers, mixer, and microphones, add a setup service line, apply your long-term price list, set a security deposit, and you have a priced order ready to reserve — all from a single order editor.

Before You Start

Make sure you have at least one asset in your inventory. You can create the customer on the spot while starting the order.
To add service lines (labour, delivery, setup, etc.), your organization must have service items set up. To apply a price list, you need at least one active list — see What Are Price Lists?.

How it Works

Creating an order happens in two steps:

A short New Rental popup collects the customer and rental dates and creates the order as a Draft.
The order editor opens, where you add assets and services, adjust pricing, and set the deposit. Everything auto-saves as you work.

Step 1 — Start a New Order

Open Orders from the main navigation.

Click New Rental in the top-right. (On the leases list this reads New Lease; on the sales list, New Sale.)

The New Rental popup opens.

Select the Customer

In the Search customer field, type a name, email, or phone number and pick the customer from the results.

Don’t have the customer yet? Click the add new option in the dropdown to open Quick Create Customer, fill in the details, and save — the new customer is selected automatically when you return.

You must select a customer before the order can be created.

Set the Rental Dates

Choose the Start Date — when the customer takes the assets — and the End Date — when they return them.

If your organization uses time-of-day scheduling, these appear as Start Date & Time and End Date & Time.

The end date must be after the start date. To log a historical record, enable the allow past dates option — such orders are audited.

Click Create. The order is saved as a Draft and the order editor opens.

Step 2 — Add Assets

In the order editor, use the search box at the top of the items area. Keep the toggle on Assets.

Type an asset name or category — or click the scan icon to scan a barcode — and pick the asset from the results.

Enter the quantity and add it to the order. The rate is calculated automatically from the rental duration and the asset’s rates.

Repeat for every asset the customer needs.

Step 3 — Add Services (optional)

Beyond physical assets, you can bill non-asset services such as delivery, installation, labour, or cleaning as their own line items.

In the same search box, switch the toggle from Assets to Services.

Type in the Search services to add box (or just focus it to see your active services) and click a service to add it.

The service appears in the Services table on the order. You can edit each service inline:

Field	What it is
Qty	How many units of the service
Rate	Price per unit
Tax (%)	Tax applied to the service
Total	Auto-calculated line total

You can also click + SAC on a service row to add or edit its SAC code for tax reporting.

The Services section only appears on the order once at least one service line has been added. Removing the last service hides it again.

For more detail, see How to Add Services to an Order.

Step 4 — Apply a Price List (optional)

A price list applies duration-based discount slabs to your order automatically — longer rentals get a lower effective rate without hand-editing each line.

Find the Price List picker above the item table and choose a list from the dropdown. Every eligible line updates instantly. Choose None to remove it.

The price list picker is available on rental and lease orders using standard pricing. It does not appear on sale orders. On leases, the slab discount is re-evaluated each billing cycle from the lease start date.

When you apply a list, the order keeps its own copy of that pricing — later editing or deactivating the list never changes orders that already used it. See How to Apply a Price List to an Order.

Step 5 — Apply a Discount (optional)

To give the customer a manual discount, open the discount field in the order summary.

Choose the discount type — the currency symbol for a fixed amount, or % for a percentage — and enter the value. The order total updates automatically.

A manual discount and a price list are separate tools. The price list adjusts per-line rates by duration; a discount reduces the order subtotal on top.

Step 6 — Set the Security Deposit (optional)

Open the Security Deposit section in the order summary and click Add Security Deposit. Choose how the deposit is calculated:

Option	What it does
Organization Default	Uses your org-wide deposit rule (shown in the dropdown)
Fixed Amount	A flat deposit amount you type in
Percentage of Order	A percentage of the order total
Asset Level (sum of asset deposits)	Adds up the security value defined on each asset
No Security Deposit	No deposit is required

Which options appear depends on your setup: Asset Level shows only when the order’s assets carry a security value, and No Security Deposit is hidden if your organization makes a deposit mandatory.

You can also mark the deposit as Refundable or Non-refundable. Once any part of the deposit has been collected, the refundability setting is locked.

The deposit amount appears in the order’s invoice breakdown.

Step 7 — Confirm Addresses & Fulfillment

In the invoice details area, confirm the Billing Address and Shipping Address for the order. The shipping address can match billing or differ.

If the customer needs a new address, add it to the customer profile first, then reselect it here.

Depending on your setup, you may also choose a fulfillment mode — Delivery or Self Pickup — for the order.

Step 8 — Save

The order auto-saves as you work, so there is no separate submit step. The order stays in Draft status until you reserve or confirm it.

From here you can reserve the order, dispatch items, and generate invoices as it moves through its lifecycle.

You’re all set!

You have created a fully priced rental order with assets, services, a price list, and a security deposit. Next, move it through its lifecycle in the order editor.