How do I do this in RentVisie?

Signing in

Signing in with your work email, why the menu differs per person, and which locations you can work in

The daily operations overview

The home screen: what each counter tile counts, the working lists, and the alert banners

The Scheduler (planning board)

The fleet calendar: reading the timeline, dragging bookings to new dates or another vehicle, creating work from the board, and filtering the rows

Personalising your dashboard

The eighteen personal switches behind the daily overview, the three that start off, and the inspections-due list

Kanban (task boards)

Boards, columns and cards: who may create what, the due-date countdown, posting comments, and why there is no archive

What's new and getting help

Release notes, the warning strip and Highlighted block on your home screen, and the feedback form

Search and availability

Dates, locations and category; what the availability figure is really counting, the three fleet models, overbooking, and why the price is only indicative

Create a booking

Every route that makes a booking: the search-and-Select route, copying a booking, the recurring planner; the ten-minute draft clock, automatic vehicle assignment, and the extras added for you

Confirm a booking

Confirm versus Provisional, reconfirming after a change, the four checks that block a confirmation, why confirming wipes signatures, and which confirmation email the customer gets

Change a booking's dates

Change contract period versus Change actual; keeping the daily rate or looking it up again; the extension email and payment request; going ahead despite a clash; the invoice summary's 3-hour deviation warning

Change the vehicle or class

Change asset versus Change group versus Upgrade and what each keeps; Keep current price?; extras on a new class; why the deposit moves with the insurance; statuses that hide Change group

Adjust the price on a booking

The Discount and Overrides screens: general versus advanced discounts, amount, percentage or price after discount, Override all and Reset, the Per Day trap, promotion codes and standing discounts, changing a rate or the deposit

Cancel a booking

Cancel with email or without, the invoice warning that does not block, cancelling many bookings from the Bookings list, what a cancellation or no-show still charges, and how cancellation fee bands count the hours

Booking records and history

Changing the pickup or return branch, who drives, reading Logs, turning a booking into a quote, setting the status by hand, and Mark as invoiced — including the two that leave no trace in the log

Bookings from other sources

Where a booking came from, why a long website booking turns into a lease, and the External closing screen: what its kilometre and fuel columns really show and why Process cannot be undone

Quotes

Draft, created and sent quotes, why resending does not extend the seven days, when the customer's accept link works, what Accept quote skips, and working the Expired tab

Requests for proposal

Recording a phoned-in request, what Convert to quote checks and creates, why Lease requests are refused, which customer the quote goes to, and keeping Status up to date by hand

Website contact messages

The Contact list: reading and archiving website messages, why the tile and the list disagree, who may change a message, and why nobody is told when one arrives

Customer feedback after a rental

The Booking feedback list: the five conditions that decide whether the feedback email goes, the one-night window, finding complaints, adding feedback by hand, and why some feedback is hidden from you

Setting up a lease

The four ways a lease starts, the New shortlease subscription screen and how Months becomes dates and cycles, the thirty-day minimum, what clicking Lease on a booking resets, and overriding the contract dates

Lease billing settings

Advance versus Arrears, the billing day and why days 29 to 31 skip short months, one invoice per booking or per customer, the company Lease tab, the 30-day price preview, and what each Reason means

Running the lease

Manually trigger invoice and why every click starts a new cycle, checking and issuing invoices on Pending invoice overview, Change cycles, invoicing a vehicle kept past its End date, Extend all overdues, and leases that move on without an invoice

VAT on long rentals

The VAT reverse charge, VAT reverse charge ignore thirty days and VAT fiscal unity switches, why the reverse charge needs more than thirty contract days (or a lease), and what happens to VAT when a rental is extended or shortened after it was invoiced

Handing the vehicle over

The handover wizard: which of its five steps your fleet sees and why they start off, the two things that stop it, and finalising with or without a receipt

Checklists

Writing the walk-round questions, the four question types, what makes a required one refuse to pass, and attaching a list to a vehicle

Mileage and fuel readings

The odometer and fuel steps: why the box is pre-filled, the three readings the app refuses, the fuel percentage, and adding a refuelling charge

Damage found at handover

The six vehicle panels, what each field on the damage form does, why timing decides who pays, and the Temporary category that deletes itself

Signatures

Sending the signing link, what the customer sees, why signing a quote confirms it, and the two things that wipe a signature

Taking the vehicle back

What finalising a return does to the vehicle, late returns and the two bulk buttons that cancel bookings, and filing proof of refuelling

Key box handover

The connector and its buffer minutes, granting access from the booking, and the three ways access fails without telling you

Creating a customer record

The four routes that make a customer, private versus business, the four checks Save actually runs, why a phone number with a plus sign is refused, and the duplicate-email guard

Addresses

The Address block on the customer form: when the postcode lookup fires, why the country on a contract can differ from the one on screen, and why the Addresses screen is a map

Licence, passport and ID

The Identification tab: why only the licence number matters downstream, setting up the License Types list, uploading front and back pictures, and reading a Belgian identity card

Extra drivers and contacts

Sub accounts versus employees, the short form that checks nothing, attaching people from either end, and why a named driver misses their confirmation email

Payment and invoicing settings

The Financial tab: payment terms and the due date, why the credit limit stops nothing, the deposit rules in priority order, the thirty-day reverse-charge test, and the four buttons that rewrite every customer

What a customer owes

Outstanding balances: why a debt shows as a minus, invoice balance versus booking balance, the setting that changes nothing, taking a payment per booking or spreading one over several invoices, and why opening an over-limit customer blocks them

Blacklist

The Blacklist list and Add to blacklist: why only the licence number counts, the three moments it is checked, why a customer with no licence number slips through, and why lifting it takes a delete plus unticking Blocked

Screening a customer

Know your customer and the Rental check service: running a check, reading the KYC Result and its PDF, what the green or red button means (and that it blocks nothing), the business Lookup by name or Chamber of Commerce number, and where the credit balance is not shown

Merging duplicates

Merge customer on the kept record's Other tab: which record stays, what moves across (bookings, invoices, drivers) and what stays on the archived duplicate (licence, bank details, some payments, business contacts), and why it cannot be undone

Adding a vehicle

The New Vehicle route: what the app links up for you, the eight fields Save insists on, own fleet versus third party, why the active period does not affect availability, and what switching a vehicle off does to its bookings

Vehicle details from the registry

RDW Import versus Enrich data: what the registry fills in and what it leaves alone, why one route creates makes and the other leaves them blank, and why enriching can wipe the inspection date

Vehicle settings and display

Asset settings profiles: the six switches and where each one actually shows its effect, why a vehicle record ignores all of them, what deleting a profile does to its vehicles, and why the fleet-wide re-apply is blunter than it sounds

Location and condition

Current location and what a return does to it, Asset condition versus the hidden clean marker, the Dirty assets list and Set to clean, and the invisible "is rented" flag

Odometer and fuel

The vehicle record's Odometer tab and who may change it, the hidden Odometer column on the fleet list, why deleting a reading can wreck a rental's mileage charge, why a tank level is only ever corrected on the booking, and readings of zero

Telematics

The Devices list and the Track and Trace map, setting up the two tracking suppliers, what a fetch changes and what it leaves alone, why only one supplier's trackers appear on the map, and the four command words behind a customer's remote unlock

Insurance and breakdown cover

The Insurances and Emergency Contacts lists and the vehicle's Insurance tab, why the records are shared across vehicles, why the tab's New button leaves the box empty, what deleting an insurer does, and why none of it reaches a booking

Purchase and depreciation

The Asset Financial list and the Asset financial profile screen: the monthly write-down sum, why both depreciation methods give the same answer, why Book value never moves on its own, adding a record through Unlinked assets, and where the amounts turn up on Cost overview

Recording a damage

Recording damage outside an inspection, from the vehicle's diagram or the Damages register (with or without a vehicle): category, position, amount, photo, and what each status does

Damage diagrams

Building the six-sided vehicle drawings staff mark damage on, attaching them to makes and models, and syncing them to every vehicle

Damage claims

Opening a damage claim ("change of condition") from a booking, filling in coverage, police and other-party details and documents, and moving it through New, Pending, Completed and Archived

Corresponding about a claim

Sending claim emails from a template, attaching inspection reports and uploaded claim documents, setting up the reusable claim templates, and reading the claim's email log

Claim reference lists

The damage categories, subcategories and document categories a claim uses; what a document's Type and Required? settings do; and what deleting a line does to existing claims

Service schedules

Setting a service rhythm per vehicle in days or kilometres, pressing Sync to refresh the countdowns, spotting overdue vehicles, and booking a service from a countdown

Booking a service

Booking a service from the Maintenance scheduler countdown, why Proceed already saves it and moves the schedule on, booking from the vehicle's Maintenance tab, the five appointment types, and why a service blocks rentals but never warns about a rental already on the vehicle

Recording the work

Logging garage work on a vehicle (date, mileage, kinds of work, garage reference), keeping the list of kinds of work, and why a log entry cannot be linked to its service appointment

Statutory safety inspection

The inspection (APK) overview of due dates: reading the days, booking an appointment around rentals, recording the new expiry date, and fixing mistakes

Inspection warning flags

What each warning in the Flags column of the inspection (ASI) overview means, what causes it, how to clear it, and why a vehicle can be missing from the list

Transport jobs

Creating a transport (from the list, the Scheduler board or the planner), giving it a vehicle, time window, branches, driver and readings, and marking it completed so the vehicle moves and its mileage and fuel are recorded

Drivers

Keeping the list of your own delivery and collection drivers (name and phone) and choosing the driver on a transport — not the customer's extra drivers

Bookings that need transport

The Transport planner: upcoming pickups whose vehicle is at another branch, and planning the move for several of them at once with Schedule

Price lists

The container every rate lives in: creating one, what it copies from the default list, which list a booking is priced from, and the ten tiles inside it

Periods and duration bands

The two tiles every rate hangs off: dated periods, duration bands in hours, cut-off times, pickup days, and rolling a period forward with an index factor

Rates and mileage

Quick populate versus the advanced grid, the day-rate calculator and its VAT switch, mileage steps and included kilometres, and the four checks that block a rate

How a price is put together

The four steps in order, why the cheapest rate wins rather than the most specific, six checks for a price that looks wrong, and why the counter and the website can differ

Seasons

Date ranges that move your rates: the multiplier versus a fixed override, why the factor is averaged across the booking, and the three conditions a season has to meet

Day-of-week adjustments

A multiplier per weekday per vehicle class, the switch on the duration band that turns them on, and why the result is averaged into one daily rate

Last-minute deals

The five conditions a deal must pass, why the starting values stop a new deal firing at the counter, ticks that save themselves, and one deal per vehicle class

Dynamic pricing

Switching dynamic pricing on for a vehicle class so online prices rise when the class is nearly full and drop when it is mostly free: the two factors, the fixed 25% and 60% points, and why desk bookings are not affected

Promotion codes

The Promotion codes tile on a price list: creating a code, choosing its vehicle classes, limiting the rental dates, switching it off, why the website refuses a code, and the Promotion code usage list

Fuel pricing

Setting the price per fuel type on each price list, checking the three starting prices, and adding a missing fuel type so refuelling can be charged

Cancellation fee bands

Setting the percentage a customer pays for cancelling, by how many hours before pickup they cancel, on each price list's Cancellation fees tile — and why bands must meet without gaps

Next year's prices

Copying a pricing period into next year and raising its prices with the three indexation factors, what the copy leaves behind (seasons, fuel, fees), and undoing a wrong copy

Who may change a price

The two layers that decide who may lower a price (account type, then the four profile switches), what each switch controls, and what a refused change looks like

The three kinds of add-on

The three kinds of add-on (extras, insurance, mileage packages) and where each is set up; pricing per day or per rental, free add-ons, grouping extras, the Option pricing price per price list, and which price wins

Special add-on types

The Option special box on an add-on: the eleven types and when each one is charged (damage, cancellation and cancellation cover, young driver, AdBlue, refuelling, service fee, non-return fee, upsell items), and why General is the default

Offering an add-on

Deciding where an add-on is offered (website, rental lengths, icon, one class or every class) and adding it to a booking with the Optionals tile

Insurance options

The Insurances screen under Admin → Product design: the deposit and excess an option sets on a booking and which figure wins, a deposit of 0, the four coverage switches, Conditions, the 0–3 Rating that orders options online, and deleting an option

Mileage packages

Creating kilometre packages priced by day, week or month, linking them to vehicle classes, putting one on a booking, and how the extra kilometres change the over-mileage charge

Rental classes

Creating a vehicle class and setting its code, display order, the four availability switches, deposit, how a day is counted, its vehicles, upgrades and rental conditions (Admin → Product design → Asset groups)

Catalogue copy and images

The website texts, photos, web address (slug and redirect), vehicle specifics and category banner picture for a vehicle class, and which photos and fields actually reach the website

Tags

Creating tag categories, vehicle tags and class tags, setting their order, highlighting and icons, attaching them to vehicles and classes, and repairing broken icon links

FAQs

Writing FAQ categories and questions, linking a category to a vehicle class, why a question does not show online, and why deleting from a class's Faqs tab removes the whole category

Free-text web blocks

Writing free-text blocks (with pictures, per location) for a category's page on your website, setting their order, and why they can come through blank

Site-wide notifications

Writing, switching off and deleting the notices your website shows its visitors (Admin → Web): the 200-character limit, why a notice goes live on save, and the ten-notice cap

Translations

Adding German, English and other copies of class texts, add-ons, insurance, tags and FAQs on each screen's Translation tab, which fields must be filled in, and what visitors see when a translation is missing

The online booking

Building and changing the booking widget on your website (Admin → Settings → Iframes): widget type, colours, search options, default dates and times, online payment, minimum booking periods, allowed pickup and return days, and the code for your web builder

Invoice a booking

The Invoice summary screen: Create and send invoice versus Create invoice, why only the difference is billed, the ten-cent check that does not block, combined lease invoices, and which lease period an invoice covers

Manual invoices

Starting an invoice with no booking behind it (Financials → Manual Invoice): adding lines from the invoice items list, attachments, the checks on Save and Send, the fixed 14-day due date, and Send versus Process (don't send)

Invoice numbers and dates

Draft versus issued invoices, when each kind of invoice gets its number, why a number is duplicated or missing, Min. invoice number on Financial settings, and where the invoice date and due date come from

Credit notes

The credit icon on a booking's Invoices tab (Credit and send / Credit (no email)), crediting manual and Combined invoices, partial credits by lowering the booking, fixing wrong VAT, and crediting a lease invoice

Sending an invoice

Invoice email templates and their placeholders, the Send invoice screen, the PDF / Unofficial copy / Document buttons, and how to tell whether an invoice is paid or overdue

VAT and rounding

Setting the high and low VAT rates, choosing which rate an add-on or general discount carries, and switching on decimal rounding — which cannot be switched off once its start date passes

Deleting and exporting invoices

Deleting draft invoices one at a time or in bulk, removing a duplicate-numbered invoice, and downloading invoices line by line (CSV Export) or the list as shown (Export) under Financials → Invoices

Recording a payment

Recording a deposit or rent payment on a booking (at the counter or backdated), choosing the method and type, and recording a payment against an invoice from the Payments tile

Card and online payments

Taking a card payment on a payment terminal from a booking, connecting the online payment provider and syncing terminals, and why card and online payments arrive on the booking as deposit

Deposits and pre-authorisation

Recording a deposit as money received, or holding it on the customer's credit card and charging or releasing it before the capture deadline, and using Settle to split deposit and rent after invoicing

Payment requests

Raising a request from a booking for the Total Due or a Custom amount, when a request expires or turns Overdue, resending and deleting, which payments settle a request, and the Pending Payments Overview

Refunds

The Refund process screen: settling rent and deposit, checking bank details, generating a bank transfer file, downloading it again from Batches, the single-booking Settle button, and why the refund is recorded before the bank pays

Importing payments in bulk

Booking one customer's bank transfer against several open invoices at once — there is no bank-statement import: ticking invoices, adjusting each share, and reading the control-sum warning

Payment problems

What to do when an online payment is missing, a payment went in twice, or a payment never reached the accounting package: the online-payment inbox and Retry, deleting payments, and resending or marking them synced

Direct debit

Inviting a customer to sign a direct-debit mandate, how each new invoice is handed to the collection service, the collection ceiling, and working the SEPA error log

Accounting sync

Connecting Exact Online (the only accounting package the app supports), sending finished invoices to it automatically or by hand, clearing the unsynced-invoices count, and reading and retrying the Exact error log

E-invoicing over Peppol

Switching Peppol on, registering your branches and customers, sending finished business invoices and credit notes, and dealing with failed, stuck or ignored documents

Traffic fines

Looking up who had a vehicle at the time of a fine (Bookings → FIne finder), recording the fine with its scan, and invoicing it to the customer one at a time or in bulk, with or without a handling fee

Fleet costs

Recording repair, tyre and other costs against a vehicle one at a time, splitting a supplier invoice across several vehicles on the Cost overview, and setting up cost categories and suppliers

Recurring and automatic costs

The Cost planner (Financials → Costs): one-time, monthly, quarterly or yearly costs the app adds by itself, how Next execution date moves on, pausing with Auto generate, catching up missed months, and reading Cost Origin

The documents the app produces

Every PDF the app makes (agreement, quote, pickup and drop-off forms, deposit receipt, invoice, credit note): when each is made, what it is called on screen, and where to find it

Finding and re-sending a document

Where each PDF is kept (the booking's Documents and Invoices tabs, Financials → PDFs), re-sending the existing file, why documents arrive late or twice, which of several copies counts, and finding a combined invoice PDF

What prints on a document

Which blocks and values print on agreements, invoices and forms: the Documents tab of the operational settings (header and footer style, VAT per line, payments list, bank account), highlighted terms, branch QR codes, deposit and own risk, and "All mileage free"

Letterhead and branding

Filling in a branch's logo, trading name, subtitle, VAT, registration and bank details, uploading the business and private terms PDFs attached to booking emails, and which details print in each header and footer style

Document language

Setting a customer's Language so agreements, invoices and emails reach them in English, Dutch, German, French or Spanish, and getting a document again in the right language

Attaching your own document

Keeping your own files on a booking's Other tab (New Documents), attaching PDFs to an invoice, and choosing which ones go out with the invoice email

Automated emails

The emails RentVisie sends by itself: every template type and when it goes out, templates per language, merge fields, and pay and sign links (Admin → Communicator → Bookings)

Confirmation emails

Setting up the advance-payment and full-payment confirmation emails: writing the two templates, the thresholds on Edit Advanced Payment Terms, and what amount each version asks the customer to pay

Reminders

The nightly reminders (payment, deposit, pick-up, return and feedback): when each goes out, the seven-day and Monday/Wednesday/Friday rules, the thresholds under Setup, the Payment Reminder button, and why a missed night is never caught up

Manual emails

Writing and sending a one-off email to a booking's customer from the Manual button, with or without a template: which document is attached, CC and BCC, and why the email always goes to the customer

Stopping and suppressing email

Stopping automatic emails for one customer on their Emails tab, one kind at a time; the one-off "without email" buttons; stopping invoice and confirmation emails; and why a stopped email can still say Email sent

When email does not arrive

The Sent Emails list and what it proves, timeouts logged as sent, queued sending and retries, and the emails that never get a row

The customer portal

What customers see in their booking portal, putting the portal link in emails, which settings change the details form, Accept payments per branch and the Pay now blocks, what makes a profile Completed, and why a portal link must never be shared

Signing and accepting by link

Putting sign, accept and pay links in email templates, what each link does when the customer clicks it, and what the customer sees when a link is refused

Unattended pickup and return

Setting up self-service pickup and return under Admin → Self service (the vehicle switch, required photos, vehicle instructions, onboarding screens, cleanliness ratings), sending the self-service link, what the app checks at pickup, and automatic pickup

When a self-service return is refused

Why a customer's self-service return is refused (payment, photos, return area, ignition, doors, key), checking the car on Track and Trace, and when to take the vehicle back yourself

The driver app

Setting up an extra driver's self-service link and PIN, reading the PIN to a driver, checking their photos, and what each app message means

Utilisation

The two utilisation screens: bookable versus booked days per vehicle and per class, which bookings count, and why a vehicle goes missing

Revenue reports

The revenue tiles on Dashboards: booked versus invoiced revenue by customer, location, class, vehicle and month, and invoiced bookings per location

Add-ons and promotions sold

Counting how often each insurance, mileage package and extra was booked per month, adding up what add-ons earned at a location, and seeing which promotion codes the website accepted, all from Dashboards

Fleet and damage reports

Reading the Maintenance costs, Off rent damages and Missed damages reports under Dashboards, and finding the damage claims lists by stage

Handover reports

The Inspections report under Dashboards: counting pickups and returns over a period of up to a year, seeing who did each one, and why the pickup and return split is not always reliable

Tax and compliance exports

The Tax authorities lease screen (Dashboards → Tax authorities): choosing the period and branch, which rentals count, the rows for time a vehicle was back with you, CSV Export, and the columns it leaves empty

Exporting a report

The Export / Export selected to Excel button above lists and dashboard reports (what goes into the file: filters, sort, visible columns and every page, not just ticked rows) and the two CSV Export buttons

Your company record

What your company record holds (name and number, time zone, language, vehicle and user limits, plan, paid add-ons, self service), who can change it, and what the Upgrade required window means

Users and permissions

Creating accounts, blocking versus deleting, security profiles, the four price permissions, and location access

Branches

Creating a branch, turning on online payment (Accept payments) and the invoice QR code per branch, portal text, what Is active does, the Example branch made at signup, and deleting a branch safely (it also deletes the branch's vehicle classes)

Locations

Adding a pickup or return location, setting its opening hours, closures, email address, review and maps links and website listing, and removing one safely

Operational settings

Admin → Settings → Operational: the company-wide rules on each of the eleven tabs (default booking times, fleet model, how a vehicle is picked, customer validation, minimum age), with links to the pages that explain each tab

Financial settings

Every box on Admin → Settings → Financial: what it does, what it starts as and which page covers it; default payment terms, credit limits and payment method; and the four buttons that overwrite every existing customer

Legal text

The Legal screen: the business and private terms PDFs attached to booking emails, adding and removing Highlighted Terms for the rental agreement, which customer gets which file, and where the advanced payment terms really live

Integration switches

The Admin → Settings → Integrations screen: every switch and what it really does, which ones are only a record and where the real on/off is, and the Key cafe save trap

Menus and feature flags

Who controls what staff see (role, plan, RV Control settings), the RV Control screen with its Routes, Sections and Features tabs and the order rules for handover steps, and which main-menu items each role gets

Reference data

Where each lookup list lives (asset types, makes and models, licence categories, countries and dial codes, number formats, classes, tags, claim and cost lists), who maintains it, and what does and does not update after a list changes

The change log

Admin → Logs: who created, changed or deleted a booking, what the change log leaves out, and where a deleted booking's history survives

Clearing out data

What RentVisie support's clean-ups delete (bookings, customers, invoices, catalogue, customers without bookings), archiving one customer, deleting your company, what the app removes by itself, and what cannot be undone

Importing from a spreadsheet

Loading customers, vehicles, classes, add-ons, maintenance history, service plans or bookings from an Excel template with the Data importer, plus the makes-and-models list