How to Create an Enquiry?
Rentablez enquiries let you capture and manage customer requests before they become confirmed orders. For example, when a customer calls asking for camera equipment for a weekend shoot, you can quickly create an enquiry, add the requested cameras and accessories, check availability for their dates, capture the lead details, and save it while they finalize their budget — all within minutes.
Creating and editing enquiries requires the enquiries.write permission. Users with read-only access can open enquiries in View mode but won’t see the New Enquiry or edit actions. Create, edit, and convert actions are also limited to your assigned branch.
Customer Called In? — Open a New Enquiry
Go to Customers → Enquiries in the top menu to open the Enquiry List, then click New Enquiry to begin.
When Do They Need It? — Set Rental Dates
At the top of the New Enquiry page, set Rental Start and Rental End (date and time) for the requested period. Rentablez uses these to check availability and calculate the rental duration. If you change the dates after adding items, click Modify Search to refresh availability.
What Are They Asking For? — Add Equipment
Use the Search or scan assets to add box to find items — type a name or scan a barcode. Each result shows its availability for your dates (for example Avail 24 / 25), variant count, or kit components; click Add to put it on the enquiry. Rentablez supports three asset types:
| Type | What it is | Learn more |
|---|---|---|
| Regular Assets | Individual serialized items like cameras or laptops | Creating Assets |
| Bulk Assets | Quantity-based items like cables or batteries | Managing Bulk Assets |
| Kits | Pre-configured equipment packages | Creating Kits |
Added items appear under Enquiry Assets with Qty, Rental Rate (pick the rate unit, for example day – ₹5,000.00), Usage, Tax, Tax (₹) and Total. Adjust them to match what the customer is asking for, or remove a line with the bin icon.
Availability is tentative — as the note under the search box says, enquiries do not reserve stock. You can add items to the enquiry even if they’re currently unavailable — they may be returned by other customers before the rental period begins, or added to inventory later. Availability is only enforced when the enquiry becomes a confirmed order.
Working Out the Price? — Financial Details
Apply a Discount — choose a Fixed amount off the total or a Percentage of the rental value.
Set a Security Deposit — the field shows the current deposit and where it comes from (for example Using org default: None). Click Edit to open the Security Deposit editor and choose a Deposit Method:
- Use your Organization Default (calculated automatically from your settings).
- Enter a Fixed Amount.
- Apply a Percentage of Order.
- Use the Asset Level total (the sum of each asset’s own deposit), when enabled.
Then set the Deposit Type — Refundable (returned to the customer after the order closes) or Non-Refundable (retained as revenue when the order closes) — enter the Amount where needed, and click Apply. The field then shows the custom value (for example Custom: Fixed ₹500.00), and the Enquiry Summary adds a Security Deposit line to the Grand Total.
Taxes — applied automatically based on your tax configuration and the customer’s location. No manual calculation needed.
Any Special Instructions? — Add Notes
Include delivery instructions, special requests, or any other details in the Notes field. These carry over automatically if the enquiry is converted to an order.
Who Is It For? — Save and Link a Customer
Click Save Enquiry at the top of the page. The Customer Details & Lead Info window opens so you can link a customer.
Search for an existing customer by name or phone number — their saved profile and rental history load automatically. Their Phone and Email fill in from the profile. If they’re new, choose Add New Customer in the dropdown and enter their name (and customer type), plus a phone number or email — a name and at least one way to contact them are required. You can complete their full profile later from the Customers page.
Capture the Lead Details
In the same customer step, a Lead Information section lets you record how the lead came in and how promising it is:
- Enquiry Source — where the request originated: Phone, Email, Walk-in, or Website.
- Lead Priority — how hot the lead is: Hot, Warm, or Cold.
Then click Save Enquiry in the window (it reads Create & Save Enquiry when you’re adding a new customer).
These values power the filters and follow-up views on your enquiry list, so your team can prioritise the right deals. See How to Track & Follow Up?.
Pass-through (3PL) customers: if the linked customer is a pass-through customer and your account has end-clients enabled, a Client ID selector appears so you can attribute the enquiry to the correct end client.
You’re All Set!
The enquiry is saved and linked, and appears in the Enquiry List with an ENQ- number and a status of Pending. Each row has actions to download the quote, email it, convert to an order, or delete it. Once the customer confirms their equipment list, you can download a branded quote or convert the enquiry into an order. Rentablez keeps every enquiry organized so nothing falls through the cracks.