KSI Logiciels E-invoicing compatible
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User guide

Rental user guide

The manual for the software, in the order you actually use it: from the first rentable item to the final invoice. This guide is readable here without an account; the same documentation follows you inside the software, under “Settings > Software guide”.

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What this guide covers

  1. Prepare: the trade, the rentable items, the fleet
  2. Rates: durations, tiers, seasons
  3. Booking: the temporary hold, then the file
  4. Departure: counter, scanning, condition report
  5. During the rental
  6. Return: condition report, damages, deposit
  7. Maintaining the fleet
  8. Invoicing and collecting

Prepare: the trade, the rentable items, the fleet

Order matters: the trade first, because it sets the wording and the relevant options; then the rentable items, because units attach to them; then the units, with their serial numbers.

  • Choose your trade in the settings (construction, vehicles, events, audiovisual, furniture): wording, documents and default options align with it.
  • Make your products rentable: a tick box on the product record opens the rental tab and its settings.
  • Create the fleet units: reference, serial number, stock location, initial condition, preparation buffers before and after rental.
  • Check the capabilities you use: deposit, condition reports, fuel, meters, driving licence, insurance and excess, cleaning, damages, sub-rental, rounds, projects.

Rates: durations, tiers, seasons

What you charge is set once per item: the durations you sell, the tapering tiers, the seasons. The file then applies the best combination, and shows you which one.

  • Open the item’s rate plan: price per hour, half-day, day, week and month.
  • Set the tapering tiers: beyond so many days, such a price applies.
  • Declare your seasons and their periods, then the prices that override them.
  • Check the chargeable options: fuel, cleaning, insurance, delivery and collection.

Booking: the temporary hold, then the file

A firm request creates a file; a hesitant one places a hold, which reserves the equipment for a defined time and expires on its own if nothing confirms it.

  • Open the availability screen: enter the period, and what is free appears.
  • Place a hold if the customer hesitates: its validity is the one in your settings.
  • Create the file: customer, dates, lines, units; the quote is calculated and can become a native proposal.
  • Confirm: the file moves to preparation, the equipment is reserved and no longer shows as available.

Departure: counter, scanning, condition report

Departure is where everything is decided: what goes out, in what condition, with what deposit, signed by whom.

  • Open the counter and scan the unit barcodes: they land on the file.
  • Fill in the departure condition report: meters, fuel, accessories, condition of each unit, photographs.
  • Record the deposit: amount, method (card imprint, cheque, cash, transfer), reference.
  • Have it signed on screen and print the contract: the signed document stays attached to the file, time-stamped.

During the rental

The dashboard sums up the day: what goes out, what is due back, what is overdue. An overdue return is the only thing that costs money during the day.

  • Track today’s departures and returns from the dashboard.
  • Extend a file if the customer keeps the equipment: lines and rate are recalculated.
  • Record a sub-rental if your fleet is not enough: supplier, cost, period.
  • Plan deliveries and collections into rounds by vehicle and half-day.

Return: condition report, damages, deposit

The return is handled on the same screen as the departure. A partial return is supported: what comes back is returned, the rest stays out.

  • Open the return from the file and scan what comes back.
  • Fill in the return condition report: meters, fuel, accessories, photographs; the gap with departure is shown.
  • Open a damage record for any breakage: costing, excess, customer share; the unit moves to repair.
  • Release the deposit, in full or reduced by justified deductions.

Maintaining the fleet

A blocked unit disappears from availability: that is the guarantee no file will take it while it is being serviced.

  • Block a unit for servicing, statutory inspection or repair, with or without an end date.
  • Track the hour or mileage meters recorded at each return.
  • Consult a unit’s history: its files, its blocks, its damages.
  • Retire a sold or scrapped unit from the fleet without losing its history.

Invoicing and collecting

Documents are native, numbered and sealed: the final invoice closes the file, and the event journal keeps a record of every action.

  • Generate the invoice from the file: the rental, the options, the fuel, the cleaning, less the deposit payment.
  • Recharge a damage or deduct it from the deposit, as you prefer.
  • A validated invoice can no longer be modified: any correction goes through a credit note.
  • Read back the file’s journal: every action is written there, dated and attributed to its author.

Frequently asked questions about day-to-day use

Do I have to configure everything before the first rental?

No. One rentable item with a daily price, one unit and one customer are enough to book, send out and invoice. Seasons, tiers, deposits, rounds and the mini-site are set up afterwards, without breaking anything.

How is the price of a file calculated?

The software looks for the best combination for the requested duration: months, weeks, days, half-days, hours, applying the tapering tiers and the season of the period. The calculation is shown line by line.

What happens if a customer keeps the equipment longer?

You extend the file: dates and rate are recalculated. If you do not extend it, the file shows as overdue on the dashboard, and the equipment stays unavailable to others.

Can I rent out equipment I do not own?

Yes, through sub-rental: you record the supplier, the cost and the period. The equipment serves the customer file without entering your own fleet, and the real margin on the job stays legible.

Can the documents stand up in a dispute?

Signed condition reports are kept and time-stamped, and every action on a file is written into a chained event journal. Invoices are native documents, numbered and tamper-proof.

The simplest way is to watch it run

The demo is open to everyone, with no sign-up, using a fictitious branch already populated: you can follow this guide screen by screen, and you cannot break anything.

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