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How to

Rent an instrument to a customer

A live rental contract, a card on file so it bills itself, and a signed agreement.

  1. 1

    Open the rental. You need four things: customer, instrument, monthly rate, start date.

    Shop · rentals → open a rental

    The monthly rate INCLUDES tax — it is the amount the card gets charged. A pre-tax figure undercharges for the life of the contract.

  2. 2

    Set the tax rate for this contract. If the customer has rented before, their last rate is filled in for you.

    Shop

    Tax is per contract, not per shop. Where a tax-exempt band exists, enter 0 explicitly rather than leaving it blank — typing the shop rate onto an exempt customer taxes them for the life of the contract.

  3. 3

    If the renter is not in the system, add them without leaving the form — 'can't find them? add a new customer'.

    Shop

    Include an email. It is how both the card link and the agreement reach them.

  4. 4

    Pick the instrument from tracked inventory where you can, so custody is recorded. Typing a serial by hand also works: an existing serial is adopted, and a new one becomes a tracked unit when you name its catalog item.

    Shop

    A serial already out on trial, in repair, or rented will refuse — one instrument cannot be on two contracts.

  5. 5

    Send the customer a link to put a card on file, from the 'card on file' panel on the rental.

    Shop · rentals → the contract → card on file

    Nothing is charged when they add it. One link covers every contract that customer holds, and sending again replaces the previous link.

  6. 6

    Send the rental agreement for signature from Documents, using your rental template.

    Documents · agreements → templates → use this template

    List every signer the paper has. Each one gets their own link and signs separately.

Worth knowing

  • The rental and the agreement are separate things: the rental is the billing record, the agreement is the signed document. Most shops open the rental first and send the agreement from it.
  • Changing the monthly rate later is not possible from the contract. Close it and open a new one, so the history stays honest about what was charged when.

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