How Rentals Work – The Process
This article describes a typical rental process with Bookyt. It shows which steps should be prepared before first use and how pickup, handover, return, and completion work together in day-to-day operations.
Setup and Preparation
First, set up the basic master data. This includes in particular:
- Users and permissions
- Company data, logo, and colors under Settings → Basic Settings
- Rental items such as vehicles, machines, equipment, or accessories
- Properties such as model, condition, and availability
- Rates, deposits, additional mileage, and bookable extras
The more accurately this data is maintained, the easier it will be to process bookings later at the counter, in the backend, or online.
Pickup and Handover
If a new reservation is created directly at the counter, create the booking in the occupancy schedule, select the rental item, enter the pickup and return times, and assign the appropriate customer. You can then add accessories or extras and save the booking.
If the customer has already reserved online, open the transaction in the Pickup section. Check the time, activate Actually pick up if needed, and load the rental agreement.
Before handover, the following points should be checked:
- The customer reviews and signs the rental agreement.
- The station checks the ID card or driver’s license.
- The deposit is recorded or verified.
- Keys, accessories, and the rental item are handed over.
Return and Completion
When the item is returned, open the transaction in the Return section. If necessary, record mileage, meter reading, fuel receipt, damages, or additional services. Then apply the return data and recalculate any outstanding amounts.
To complete the process, you can refund or offset deposits, send the invoice and rental agreement by email, or print the documents.
With Bookyt, you keep track of the entire process from preparation through to return and can handle rentals in a structured, transparent, and professional way.