How to Create an Order?

Create an order to book equipment for a customer and manage the reservation end to end. For example, when a customer confirms a full DJ setup for a weekend event, you start a rental, add the speakers, mixer, and microphones, add a setup service line, apply your long-term price list, set a security deposit, and you have a priced order ready to reserve — all from a single order editor.

How to create a rental order — from New Rental to reserve, invoice and dispatch

Before You Start

Make sure you have at least one asset in your inventory. You can create the customer on the spot while starting the order.
Your organization may have order preferences that block a new order — for example, one open order per customer, or customer documents required first.
To add service lines (labour, delivery, setup, etc.), your organization must have service items set up. To apply a price list, you need at least one active list — see What Are Price Lists?.

How it Works

Creating an order happens in two steps:

A short New Rental popup collects the customer and rental dates and creates the order as a Draft.
The order editor opens, where you add assets and services, adjust pricing, and set the deposit. Everything auto-saves as you work.

Step 1 — Start a New Order

Go to Bookings → Orders in the top menu. This opens the List of Rentals.

Click New Rental in the top-right. (On the leases list this reads New Lease; on the sales list, New Sale.)

The New Rental popup opens.

Select the Customer

In the Customer Name field, type a name, email, or phone number and pick the customer from the results.

Don’t have the customer yet? When the search finds no match, click + Add New in the dropdown to open Quick Create Customer, fill in the details, and save — the new customer is selected automatically when you return.

You must select a customer before the order can be created.

Set the Rental Dates

Pick how the rental is timed with the toggle above the dates:

Standard — choose a Start Date (when the customer takes the assets) and an End Date (when they return them). Billing is by whole days.
Days + Hours — the fields become Start Date & Time and End Date & Time, so you can book from and to a specific hour.

The end date must be after the start date. To log a rental that already happened, tick Backfill to allow past dates. Backfill is only shown to users with the backfill permission, and such orders are audited.

Click Create. The order is saved as a Draft and the order editor opens.

Step 2 — Add Assets

The order editor shows the customer (with a Change link) and the Planned Rental dates at the top. Below that, keep the Assets tab selected and use the Search or scan assets to add box.

Type an asset name or category — or click the scan icon to scan a barcode. Each result shows how many variants it has and how many units are free (for example, Avail 3 / 4). Click + to add it.

Each asset line has:

Column	What it does
Qty	How many units. Use − / + to change it.
Stocks	Which physical units go out. Click Select stocks to open Select Stocks For Asset, tick the asset tags you want (each shows its status, such as Available or Rented Out), or click Auto-Allocate, then Save Selection.
Usage	How long the asset is billed for (for example, 2 days). On Standard rentals you can adjust it with − / +; on Days + Hours rentals it follows the booked time.
Rate	The rate per unit of time (for example, ₹1,000 / Day), picked up from the asset’s rates.
Total	Line total, calculated automatically.

Use Discount on a line to discount just that asset, the bin icon to remove it, and + Note under the asset name to add a line note. Repeat for every asset the customer needs.

Step 3 — Add Services (optional)

Beyond physical assets, you can bill non-asset services such as delivery, installation, labour, or cleaning as their own line items.

Switch from the Assets tab to the Services tab above the search box.

Type in the Search services to add box (or just focus it to see your active services) and click a service to add it.

The service appears in the Services table on the order. You can edit each service inline:

Field	What it is
Qty	How many units of the service
UOM	The unit the service is billed in (for example, Month)
Rate	Price per unit
Tax (%)	Tax applied to the service
Total	Auto-calculated line total

You can also click + SAC on a service row to add or edit its SAC code for tax reporting.

The Services section only appears on the order once at least one service line has been added. Removing the last service hides it again.

For more detail, see How to Add Services to an Order.

Step 4 — Apply a Price List (optional)

A price list applies duration-based discount slabs to your order automatically — longer rentals get a lower effective rate without hand-editing each line.

Find the Price List picker above the item table and choose a list from the dropdown. Every eligible line updates instantly. Choose None to remove it.

The price list picker is available on rental and lease orders using standard pricing. It does not appear on sale orders. On leases, the slab discount is re-evaluated each billing cycle from the lease start date.

When you apply a list, the order keeps its own copy of that pricing — later editing or deactivating the list never changes orders that already used it. See How to Apply a Price List to an Order.

Step 5 — Apply a Discount (optional)

To give the customer a discount on the whole order, use the Discount field under Order Invoice Details.

Choose the discount type — the currency symbol for a fixed amount, or % for a percentage — and enter the value. The order total updates automatically.

A manual discount and a price list are separate tools. The price list adjusts per-line rates by duration; a discount reduces the order subtotal on top.

Step 6 — Add Additional Charges (optional)

Charges that aren’t rental or service lines — damage, cleaning, late fees and the like — go in Additional Charges.

In the Order Summary, open the dropdown arrow next to Record Security Deposit and choose Additional Charges.
Click + Add Charge.
Pick a Category (for example, Damage Charges or Other), enter the Amount, and choose the Settlement:
- Bill on invoice — the charge is added to the order’s invoice.
- Collect separately — the charge is collected on its own, outside the invoice.
Add optional Notes and click Add Charge.

The charge shows as an Additional Charges → line in the Order Summary and is included in the Grand Total. See Adding Additional Charges to an Order.

Step 7 — Set the Security Deposit (optional)

In the Order Summary, click Record Security Deposit. A two-step drawer opens.

Step 1 — Deposit terms. Choose the Deposit Method:

Option	What it does
Organization Default	Uses your org-wide deposit rule (shown in the dropdown)
Fixed Amount	A flat deposit amount you type in
Percentage of Order	A percentage of the order total
Asset Level (sum of asset deposits)	Adds up the security value defined on each asset
No Security Deposit	No deposit is required

Which options appear depends on your setup: Asset Level shows only when the order’s assets carry a security value, and No Security Deposit is hidden if your organization makes a deposit mandatory.

Set the Deposit Type — Refundable (returned after the order closes) or Non-Refundable — and enter the Amount. Click Continue. Once any part of the deposit has been collected, the deposit type is locked.

Step 2 — Record collection. If the customer is paying the deposit now, enter the Amount, Date, Payment Mode, and an optional Reference Number and Notes, then click Record Collection. If you’ll collect it later, just close the drawer — the deposit terms are already saved.

The deposit shows as a Security Deposit → line under the Grand Total and appears in the invoice breakdown. To collect, refund, or deduct it later, see How to Create and Manage Security Deposits.

Step 8 — Confirm Addresses & Fulfillment

In Order Invoice Details, choose the Dispatch Mode — for example Delivery — and add any Notes for the order.

Confirm the Billing Address and Shipping Address for the order. The shipping address can match billing or differ.

If the customer needs a new address, add it to the customer profile first, then reselect it here.

Step 9 — Save

The order auto-saves as you work — an Autosaved badge confirms each change — so there is no separate submit step. The order stays in Draft status until you reserve it.

Next — Reserve, Invoice, and Dispatch

Reserve. Click Reserve in the top-right. In Reserve Order — confirm start date, keep the Planned start or pick a Custom date (the first invoice covers this date through the rental end date). Add an optional note, choose whether to notify the customer by WhatsApp or Email, then click Reserve or Reserve & Notify. The order status changes to Reserved.
Create the invoice. Click Create Invoice to open the invoice preview, check the lines, additional charges and deposit, then click Finalize Invoice and confirm. Once finalized, the invoice number is assigned permanently and billing fields are locked.
Dispatch. Click Dispatch. Fill in Handed By, the Dispatch Date, an optional Recurring Inspection, and the Delivery Address, tick the items to dispatch, and click Mark Dispatched. The order moves to Rented Out, and a Return button appears for when the items come back.

For the details of each step, see How to Manage Invoices, Design & Share, and Payments and How to Manage Dispatch, Gate Passes & Delivery Agents.

You’re all set!

You have created a fully priced rental order with assets, services, additional charges, and a security deposit, and moved it through reserve, invoice and dispatch.