Confirm a sub-rental and manage sub-rented stock units
You’ve drafted a sub-rental — a supplier, some items, and a sub-rent cost. But nothing is bookable yet. Confirming the sub-rental is the moment it becomes real: Rentablez creates one stock unit for every piece of equipment you’re renting in, and those units immediately show up as available to book on customer orders — right alongside the gear you own.
This page covers confirming a sub-rental and then living with the stock units it creates: labelling them, recording serials, and reading their status as they get booked and go out on rent.
Everything here needs Sub-Rentals — Write permission, and the Sub-Rentals feature must be turned on for your organization. If you don’t see the menu item, see Enable Sub-Rentals and set permissions.
Confirm a Sub-Rental
Confirming is a one-way step, so finish drafting first. While a sub-rental is still in Draft, you can freely edit the supplier, notes, and item lines. Once you confirm, those details become read-only — the sub-rental is now backed by live stock.
- Open the sub-rental from the Sub-Rentals list (or finish creating it — see Create a sub-rental and add items).
- Double-check the supplier, items, quantities, and sub-rent cost — you won’t be able to change them afterward.
- Click Confirm & add stock at the top right.
That’s it. Rentablez creates one stock unit per quantity across all your item lines, the status badge flips from Draft to Confirmed, and a new Sub-rented stock units table appears further down the page.
Example. A sub-rental with two lines — 3 × “Line Array Speaker” and 1 ad-hoc “Smoke Machine” — creates 4 stock units when confirmed. Each can now be booked independently on any order.
Once confirmed, the details section switches to read-only and the total line changes from Estimated sub-rent cost to Total sub-rent cost.
The Sub-rented Stock Units Table
After confirming, scroll to the Sub-rented stock units card. Each row is one physical unit you’re renting in from your supplier. The columns are:
| Column | What it holds |
|---|---|
| Asset tag / SKU | Your own label for this unit (editable inline) |
| Reference (serial / IMEI) | The unit’s real-world serial, IMEI, or SKU (editable inline) |
| Asset | The catalog asset name, or the ad-hoc name you entered |
| Qty | The unit’s stock quantity |
| Status | Where the unit is in its life — see below |
Label Each Unit
Give every unit a tag and a reference so your team can tell them apart on the shelf and on orders. Both fields edit right in the table:
- Click into the Asset tag / SKU field and type your label.
- Click into Reference (serial / IMEI) and enter the supplier unit’s serial, IMEI, or SKU.
- Click away from the field (blur) — the value saves automatically. You’ll see a confirmation toast.
Asset tags must be unique and can’t be blank. If you try to save a tag that’s already used or empty, the save is rejected and the field reverts to its last saved value. References are optional and can be left empty.
Both fields are locked on any unit that is currently booked or out on rent — you’ll see a “Locked while booked / on rent” hint on hover. Return the unit or wait until the booking clears to edit it again.
Read a Unit’s Status
The Status column tells you exactly where each unit is:
| Status | Meaning |
|---|---|
| Available | Free to book — sitting in your inventory, not on any order |
| Booked | Reserved on an upcoming order (the order number is shown, e.g. Booked (SO-1042)) |
| On rent | Currently out with a customer (order number shown, e.g. On rent (SO-1042)) |
| Returned to supplier | Handed back to your supplier — no longer bookable |
Booked and on-rent units are highlighted so you can spot at a glance which of your sub-rented gear is committed.
Booking Sub-rented Units onto Orders
You don’t book these units from the Sub-Rentals screen. Once confirmed, they behave like any other stock: pick the asset on a customer order and Rentablez draws from your sub-rented units as needed. Their Status here updates automatically as orders book them, dispatch them, and bring them back. Nothing extra to do — just create orders as usual. See How to Create a Rental?.
Returning and Cancelling
When you’re done with the gear, select units in this same table and hand them back to your supplier with Return to supplier. Returns are blocked for any unit that’s still booked or on rent. If you never used a sub-rental at all, you can cancel it outright. Both flows have their own guide: Return units to a supplier and cancel a sub-rental.