Managing Rentals with Qualer

This process outlines how to track and manage rentals using Qualer’s Transfer of Assets to Clients feature. Ensure preliminary setups, such as an asset pool named Rental, are in place.

Setting Up and Assigning Rentals

  • Assign Equipment to the Rental Pool

    • Select the equipment in the Assets module.
    • Use the toolbox option Transfer to Another Pool.
    • Choose the Rental pool and confirm.

  • Tie a Calibration Plan and Add Documentation

    • In the asset’s Maintenance tab:
      • Add a calibration plan.
      • To manually add a certificate, go to:
        • History > Add Service Record > Select the calibration plan > Fill in details.
        • Click Create Service Record on the Charges tab.
    • Upload certificates and documentation in the Documents tab.

  • View Rental-Ready Equipment

    • Filter the Assets module by the Rental pool.

Transferring Assets to Clients

  • Transfer the Equipment

    • Select the equipment and choose Transfer to Another Company in the toolbox.
    • Select All Service Records to include calibration history and certificates for the client.

  • Complete the Transfer

    • Follow the instructions on the left panel:
      • Search for the client and click Select.
      • Choose the client’s site for the transfer.
      • Assign your company as the service provider.
      • Select an existing rental plan or create a new one.
        • Set a Due Date: Triggers notifications (up to three) for you and the client about the rental’s return.

Rental Management Tips

  • Do Not Delete or Retire Assets

    • Avoid deleting or retiring assets since ownership remains with your company.
    • Use the Cancel option instead.

  • Mark Assets as Rented Out

    • In the Assets module, mark the asset as rented out and associate it with the relevant client or area.

  • Add a Quote

    • Navigate to Service > Manage Clients and find the client.
    • Click the asset ID, then INFO to add a quote visible to the client.

  • Input Pricing Information

    • Use the Edit > Lifecycle tab to:
      • Enter a sale date and price (reportable and visible).
      • Pre-populate sale prices tied to the original rental equipment.

  • Assign a Custodian

    • If needed, add a specific owner as an employee in the client’s Account tab.
    • Go to the asset’s Location tab and set them as the Custodian.

Returning Rentals

  • Once the rental is received back, mark the asset as Retired in the client’s asset list.


To see more about Managing Assets please check the following support article
https://qualer.freshdesk.com/support/solutions/folders/6000210092