Customer pages: on hire, call off, extend, check reports and payments
Your business customers sign in to a Rentals page that lists what they have on hire at each site. They call off with a call-off number, ask to extend, read and dispute check reports, pay what is asked and see their invoices.
PLANSEvery plan
The problem it solves
- A site manager phones to ask which machines are still on hire at which site, and someone reads the list out.
- Call-offs come by phone, nobody writes down the time, and the customer is billed for days they say they did not use.
- Customers ask for a copy of the handover report weeks later, when a damage charge arrives.
- Invoices and pay links go out by email and the customer cannot find them again.
How it works
- Give the customer's people a portal login. Everyone under the same company sees that company's rentals, so a site manager and the accounts team see the same list.
- After sign-in, the front page shows a Rentals card. Renting Now lists what is on hire, by site. Counts show on hire, due back in 3 days, coming up, and called off to collect.
- On an item on hire the customer opens Manage and presses Call Off Now with a note, such as where to collect. The call-off number shows at once, and billing stops at that time.
- To keep it longer, they pick Extend until, add a note and press Ask to Extend. The order's salesperson gets a to-do and confirms it in the back office.
- Check Reports holds every signed handover and return report as a PDF. Inside the dispute window the customer presses Dispute, says what is wrong and sends it.
- Payments lists advances, deposits and invoices to pay, with Pay where an online payment is set up. Invoices lists posted invoices with what is still to pay.
Everything it does
Renting Now
- On hire now: item, order, site and the customer's PO, from, until, status and the call-off number
- Coming up: items booked and not yet out; Called off: items waiting to be collected
- Counts at the top: On hire, Due back in 3 days, Coming up, Called off to collect
- Manage on each item on hire or coming up: a note, Extend until, Call Off Now (items on hire only) and Ask to Extend
Call off and extend
- Call Off Now gives a call-off number from your numbering at once and records who called off
- Only items on hire can be called off; only items not yet called off can be extended
- Ask to Extend does not change the order: it puts a to-do on the order's salesperson and a note in its history
Orders
- Every order except quotes, newest first, up to 200: order, site and PO, from, until and status
- An order shows its items and the total for the booked time
Check Reports
- Finished checks of the customer's orders, up to 200, each opening as a PDF
- Dispute while the window is open: 2 days after the check by default, set on each check template
- A disputed report shows Disputed, then Resolved; the dispute reaches the order's salesperson as a to-do
Payments and Invoices
- Payments: each request with what it is for, the order or invoice, the amount and its state, and Pay while it is open or failed
- Invoices: posted invoices of the customer's orders with date, orders and PO, amount and what is left to pay
- Each invoice opens on its own invoice page
Look and access
- The SmartMy portal look, light or dark, on a computer or a phone browser
- A person sees only the rentals of their own company and its contacts; asking for another company's item, report or order is refused
- The Rentals card shows only for people whose company has an order
Who uses it
Customer's site managerSees what is on hire at each site, calls off and asks to extend.
Customer's accounts teamPays requests online and downloads invoices.
Rent UserGets the extend and dispute to-dos and answers them on the order.
AdministratorGives customers their portal logins.
Where you use it
- Portal: Rentals, with Renting Now, Orders, Check Reports, Payments and Invoices
- The SmartMy Rental app: the same rentals, call off, extend, payments and check reports on a phone. Built and in testing, not in the app stores yet)
- Not on the portal: confirming an extension, which staff do in the back office
- Not on the portal: spend by site or PO and the customer's own approvers
What you control
Settings
- Portal login per person at the customer: given by your office
- Dispute Window (days): per check template, 2 to start with
- Pay links: work once your payment provider is set up
- Call-off numbers: your own numbering sequence
Notifications
- Rental Confirmed, Rental Called Off, Rental Due Back (a day ahead), Rental Overdue: to the customer, on every plan
- Rental Check Report, Rental Payment Link and Rental Payment Received: to the customer, on every plan
- Each goes in the app to people with a login, and by the first channel that works in the order WhatsApp, email, SMS
- WhatsApp and SMS use your message credits; app push is built in and not switched on yet
- Each goes out at once; a person can switch off a channel, never the message, and in-app notices always arrive
- Starter sends these messages too
Questions
Can a customer stop the hire from the portal?
Yes. Call Off Now on an item on hire gives a call-off number at once. Billing stops at that time and the item waits to be collected.Does Ask to Extend change the end date?
No. It asks your team, who get a to-do on the order. A Rent User changes the order and the customer sees the new date.Can two people from the same company see the same rentals?
Yes. Everyone under the customer's company sees that company's rentals, payments and invoices. They never see another company's.How long can a customer dispute a return report?
For the dispute window of the check template, 2 days by default. After that the Dispute button goes and the report stands.Is the portal in Starter?
Yes. Renting Now, Orders, Check Reports, Payments and Invoices are in every plan. The messages that point customers to it start in Growth.Related features
CUSTOMERSThe SmartMy Rental app for customersYour customers follow their rentals on the phone: what is on hire, call off, ask to extend, pay, and share check reports. They keep their licence and ID photos in the app, and book a car when you take bookings online.HIRE ORDERSExtend, swap, call off, roll on and overdue hiresChange a hire while it runs: extend or shorten it, or swap the car through return and handover checks. Call it off with a call-off number, and nothing is charged after that time. Hires that roll on go on by themselves, and overdue cars are flagged every hour.CHECKSDisputes on check reportsAfter a check is signed, the customer has a set number of days to dispute the report from their web page. Staff can open a dispute too, a Rent Manager even after the window, and the salesperson is given a to-do to answer it.BILLING AND PAYMENTSPay links, card holds, saved cards and mandatesAsk for money with a pay link on your own payment provider. Hold a deposit on the card, and charge a saved card or mandate each billing cycle. Every request follows its payment to Paid, Held, Failed or Refunded by itself.HIRE ORDERSLong hires with notice period, lock-in and customer sitesMonthly and open-ended hires carry a notice period and a lock-in date. When a customer calls off short or ends before the lock-in, the rent of the time short is worked out for you. It waits as an Early End charge for a manager to confirm. Each hire can be booked to the customer's own site with its PO.ACROSS SMARTMY RENTALNotificationsOn every plan, customers hear when a hire is confirmed, called off, due back or overdue. They also get check reports, pay links, receipts and fines, and hear when a driver is on the way or a duty starts. Each goes to the in-app inbox and the first of WhatsApp, email or SMS that works, and your staff get to-dos for what needs them.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.