How to Manage Subscriptions?

Subscriptions in Rentablez allow you to manage recurring rental agreements where customers rent equipment on an ongoing basis with automatic billing. Instead of manually creating new orders every cycle, subscriptions handle everything — from invoicing to item-level management — on the schedule you define.

Where to Find It

Navigate to Bookings → Subscriptions in the main menu. This shows a dedicated list of all subscription (recurring) orders, separate from one-time rentals.

How Subscriptions Work

A subscription is essentially a recurring rental order. When you create an order and set it to recurring, it becomes a subscription. Rentablez will automatically generate invoices based on the billing cycle you define — weekly, monthly, quarterly, half-yearly, or yearly.

Key Differences from One-Time Rentals

Creating a Subscription

1. Navigate to Bookings → Subscriptions.
2. Click New Subscription.
3. Select a Customer and add the assets to be rented.
4. Set the Billing Period — this determines how often invoices are generated:

5. Set the Billing Cycle Start Date — when the first invoice will be generated.
6. Configure Invoice Generation Lead Time — how many days before the billing date the invoice is auto-generated (default: 2 days).
7. Click Start Subscription to activate.

Subscription Statuses

Subscriptions use familiar order statuses but with subscription-friendly labels:

Managing Subscription Items

Cancel an Individual Item

You can cancel specific items from an active subscription without cancelling the entire subscription. This is useful when a customer wants to reduce their rented inventory.

1. Open the subscription order.
2. Find the item you want to cancel in the order details table.
3. Click the Cancel icon (✕) next to the item.
4. Confirm the cancellation.

What happens: The item is marked as cancelled, flagged for return, and excluded from all future invoices. Existing invoices for that item are not affected.

Requirements for Item Cancellation

• The subscription must be active (not already cancelled).
• The item must have been dispatched (picked up by the customer).
• The item must not already be cancelled.

Cancel an Entire Subscription

To stop all future billing and mark the subscription for return:

1. Open the subscription from Bookings → Subscriptions.
2. Click the Cancel Subscription action in the order header.
3. Confirm the cancellation.

Note: Cancelling a subscription records the cancellation date. Any invoices already generated are not affected — only future automatic invoice generation is stopped. Items that have been dispatched will be marked as pending return.

Subscription Actions

The subscription order header provides context-aware actions:

Automatic Invoice Generation

Once a subscription is active, Rentablez automatically generates invoices based on:

• Billing Period — the frequency (weekly, monthly, quarterly, half-yearly, or yearly)
• Billing Cycle Start Date — when the cycle begins
• Lead Time — invoices are generated a configurable number of days before each billing date

Each auto-generated invoice includes all active (non-cancelled) subscription items with their configured pricing.

You’re all set!

You have successfully learned how to create, manage, and cancel subscriptions in Rentablez. Use subscriptions for long-term customers with regular rental needs to automate your billing and reduce manual work.

Related Articles

• How to Create an Order?
• How to Manage Recurring Orders?
• How to Manage Billing & Payments?
• How to Use the Calendar?