Introduction
Sooner or later you want data gone: practice bookings from when you were learning the app, customers who never rented anything, or your whole account when you leave RentVisie. The big clean-ups are buttons on the screen headed Company, opened from Admin → Company details, but only RentVisie support sees them. During onboarding, a company administrator can remove the sample data from the onboarding wizard. Beyond that you can hide one customer, or delete damages, a photo, a draft invoice, a vehicle or a branch.
Almost everything here deletes for good. The app has no recycle bin and no undo.
You come here when:
- you tried the app out with made-up bookings and want a clean start before going live
- your customer list is full of people who made an account online but never booked
- a customer asks you to remove their details
- your company is leaving RentVisie
Words used on this page:
| Word | It means |
|---|---|
| Clean account (soft) | Deletes bookings, customers, invoices and payments. "Soft" does not mean reversible. |
| Clean account (hard) | The same, plus vehicles, vehicle classes and add-ons |
| Clean customers without booking | Deletes every customer who is not the customer on any booking |
| Remove sample data | On the onboarding wizard: deletes the sample records a new company starts with |
| Archived | A switch on a customer: hidden from lists and drop-downs, not deleted |
Every way to remove data, and where each is explained:
| What you want gone | Who | Where |
|---|---|---|
| The sample data of a new company, while it is in onboarding | Company administrator | This page, and Get a new company started with the onboarding wizard |
| All bookings, customers, invoices, payments — optionally the catalogue too | RentVisie support | This page |
| Customers who never booked | RentVisie support | This page |
| One customer, out of sight | Any staff account | This page |
| Your whole company | RentVisie support | This page |
| A duplicate customer | Company administrator | Merge duplicate customer records |
| A draft invoice | Company administrator | Delete a draft invoice or export invoices to a spreadsheet |
| A booking (cancelled, never deleted) | Staff | Cancel a booking |
| A vehicle | Company administrator | Add a vehicle to your fleet |
| Damages, one or many at once, with their photos, from the Damages screen or a vehicle's Damages tab (damages in a damage file are kept) | Company administrator | Record a damage on a vehicle |
| A branch — this also deletes its vehicle classes | Company administrator | Set up your branches |
Use this page to remove sample data, to know what to ask support for, and to hide a customer.
How to use
Configuration
There is nothing to set up. Each clean-up always removes the same kinds of record for your whole company — every branch, every location, every date. It cannot be limited.
Before you start: Clean account (soft), Clean account (hard) and Clean customers without booking are only shown to RentVisie support. Remove sample data is only on the onboarding wizard, only for a company administrator, and only while your company is in onboarding. Before asking for any of them, export everything you may need later — your bookkeeper or the tax office may ask for it years from now. Use CSV Export on the invoice list (see Delete a draft invoice or export invoices to a spreadsheet) and Export a list or report to Excel or CSV.
Using the clean-ups
To remove the sample data while you are in onboarding:
- Click Return to onboarding in the bar at the bottom of the screen. The screen headed Welcome to RentVisie ! opens.
- Click Remove sample data, to the right of Onboarding steps. The button only shows if you chose Keep sample data (recommended) when you started.
- Read the list of what will go, then click Proceed. The app says Data has been cleaned up. The button becomes Insert sample data, which adds a fresh set.
To ask for a clean-up:
- From the main menu open Admin, then click Company details. Note the number in brackets after your company name, for example Company Jansen Verhuur (412).
- Choose the clean-up from the table under Key details, and export what you want to keep.
- Contact RentVisie support with that number, the clean-up's exact name, and a line saying you understand it cannot be undone.
- Afterwards, check the Bookings, Customers and Financials lists. The deletion happened the moment support confirmed it.
To hide one customer (archive):
- From the main menu open Customers, then click the Customers tile, and click the customer's row.
- Click the Other tab and switch Archived on.
- Press Save, top right. Nothing changes until you do.
The customer moves from the Active tab of the customer list to the Inactive tab, and drops out of every customer drop-down. Their bookings, invoices and payments stay as they were. To undo it, open the customer from the Inactive tab, switch Archived off on the Other tab and press Save.
Key details
What each clean-up deletes:
| Deleted | Soft | Hard | Without booking |
|---|---|---|---|
| Bookings, quotes and rental agreements | Yes | Yes | No |
| Payments, and refund bank files | Yes | Yes | No |
| Invoices and credit notes, issued ones included | Yes | Yes | No |
| Stored PDF documents | Yes | Yes | No |
| Customers | All | All | Only those without a booking |
| Vehicles, vehicle classes, class categories, add-ons | No | Yes | No |
Branches, locations, price lists, employees, email templates, checklists and settings stay. Anything belonging to a deleted record goes with it. Invoices already sent to customers, your accounting software or over Peppol (the electronic invoicing network) stay where they went.
What Remove sample data deletes. Every sample record (branch, location, vehicles, classes, add-ons, customers, bookings, email templates and more), the invoices and payments of sample customers, and any booking that has a sample customer. These go for the whole company, even if you made them yourself:
| Also deleted, whoever made it | What you notice |
|---|---|
| Every stored document PDF | Documents have to be made again |
| Every make and model | Import them again, see Find and change the app's standard lists |
| The damage diagrams and fuel prices | Set them up again |
| The standard pricing periods Day, Week, Month and Weekend, and the price list named after your company with pricing after it | Price lists need setting up again |
| The checklist named Basic and the checklist item Cleaned | See Set up pickup and return checklists |
| Your financial and operational settings | They go back to their starting values; check Set your company's financial defaults and Set up how your company runs day to day |
Your own branch, locations, vehicles and customers are kept. Start from scratch on the wizard deletes far more; see the onboarding wizard.
A deleted customer or vehicle takes more with it: a customer their fines, payment requests, sent emails, identity scans and mandates; a vehicle its costs, maintenance history, fines, transports and photos. Bookings, invoices and payments stay, without them.
A worked example. Jansen Verhuur has 40 practice bookings, 25 made-up customers, 18 invoices worth €3,120.00, and 12 vehicles in 5 classes with 8 add-ons. After Clean account (soft), bookings, customers and invoices are empty and the vehicles, classes and add-ons are ready for real bookings. After Clean account (hard) they must enter those again.
Removing one customer's details. No button deletes or anonymises a single customer. You can archive them, delete their licence photos (see Record a customer's driving licence and passport), overwrite details on the form, and stop emails to them. To have the record deleted, ask RentVisie support; their bookings and invoices stay.
What cannot be undone: every clean-up, Remove sample data (Insert sample data makes a new sample set, not your old one back), deleting your company, and deleting a branch, vehicle, damage, draft invoice or licence photo. Only archiving can be reversed.
What to do next: after a hard clean-up, rebuild the catalogue, starting with Set up your vehicle classes.
Q&A
Can deleted invoices, bookings or customers be brought back? No. The Are you sure? question is the only check, and there is no undo. Your export is your copy.
How do we delete our whole company? There is no button on your side. RentVisie support deletes the company from their own list. Export first: afterwards nobody at your company can sign in.
Does the app delete old data by itself? Customers, bookings, invoices and payments are never deleted because they are old. The only automatic clean-ups:
| What | What happens |
|---|---|
| A new booking left as a draft | After ten minutes it becomes TimedOut, not deleted — see Create a booking |
| Provisional damage and signatures | Deleted when you finalise the return — see Take a vehicle back at the end of a rental |
| Identity-document scanner results | Processed scans older than three months are deleted monthly, where RentVisie support has switched this on |
A deleted customer's licence, passport and bank details can remain stored separately; ask RentVisie support to run their tidy-up for details left without a customer.
Why did a clean-up remove real invoices as well as the test ones? Each clean-up deletes everything of its kind for the whole company; it cannot tell test from real. Once you have real customers, remove test data by hand instead: cancel the test bookings and delete their draft invoices.
Why are my vehicles gone after a clean account? That was Clean account (hard). Enter them again, see Add a vehicle to your fleet.
Why has a company contact or extra driver disappeared? They never had a booking in their own name, so Clean customers without booking deleted them. It keeps only customers who are the customer on at least one booking, even a cancelled one, so it also deletes customers you merged away and customers who only have an invoice made by hand. Its closing message, Processed: and a number, counts customers checked, not deleted, and on a long list one run can miss some. Add the people you need again, see Add extra drivers and company contacts.
Why does an invoice show no customer? It was made by hand for a customer who was then deleted as having no booking. Ask your administrator to check it against your export.
Why can I not see the clean-up buttons on the Company screen? They are only shown to RentVisie support. Contact them with your company number.
Why are my makes and models, checklists and settings gone after removing the sample data? Remove sample data also clears those for the whole company, not only the sample records. Import makes and models again with Import list, see Find and change the app's standard lists, and check your settings on Set up how your company runs day to day.
Why is there no Remove sample data button? Either your company has finished onboarding, or you chose Start from scratch and have no sample data; the button then reads Insert sample data. After onboarding, remove leftover sample records one by one, or ask RentVisie support.
Why is there no Delete button on a customer? The form has none. Archive the customer on the Other tab, or merge a duplicate.
Related pages: Check your company record, plan and limits for your company number; Get a new company started with the onboarding wizard for the sample data and the choice between keeping it and starting from scratch.