Manage the rental while it's out
What this is
Section titled “What this is”This is how you handle the day-to-day while a vehicle is out with a customer — pushing back the return date if they need more time, collecting a payment before the final invoice, or cancelling a rental that never happened. Everything lives on the rental’s detail page.
Before you start
Section titled “Before you start”- Open the rental you want to manage from the Rentals list.
- Know whether the change is an extension (more days), a payment (money changing hands now), or a cancellation (the rental isn’t happening).
- To push back the return date, click Actions, then Extend. Set the New return date and time, and optionally update New authorized days if an insurance carrier approved more days. Click Extend.
📸 Screenshot: The rental detail page, Actions menu open, showing Extend.
- To collect a payment while the rental is still out, scroll to the Collect rental payment card on the Overview tab. Click Create checkout link to send a payment link the customer pays online, or fill in the Record manual payment section below it for cash, check, or an external card machine — set the amount, method, who paid (customer, insurance, or other), and the date received.
📸 Screenshot: The rental’s Overview tab, showing the “Collect rental payment” card with its checkout link and manual payment form.
- To cancel a rental that isn’t going to happen, click Actions, then Cancel. Type a reason and click Cancel rental.
📸 Screenshot: The Cancel rental dialog, showing the reason field.
- To see everything you’ve charged and collected so far, check the Rate & total card on the Overview tab and the Payments tab, which lists every payment recorded against the rental in order.
How to know it worked
Section titled “How to know it worked”An extension shows “Rental extended” and the new return date appears on the Overview tab. A manual payment shows “Payment recorded” and reduces the balance shown in the payment panel. A cancellation shows “Rental cancelled,” the vehicle becomes available again, and the rental’s status badge changes to Cancelled.
If something goes wrong
Section titled “If something goes wrong”“A cancellation reason is required.” Type a short reason — it’s kept in the rental’s history so you can see why later.
“Extend is only available for reserved or active rentals.” A completed or already-cancelled rental can’t be extended — check its status first.
The “Collect rental payment” card is missing. Your shop has turned off in-app payment collection, or the rental has already been returned — completed rentals settle through the Invoice tab instead.