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. You see that screen without them. What you can do yourself is smaller: hide one customer, or delete one photo, draft invoice, vehicle or branch.
Almost everything here deletes for good. There is no recycle bin and no undo anywhere in the app.
You come here when:
- you tried the app out with made-up bookings and want a clean start before going live
- you set up vehicles and classes wrongly and want to start the fleet again
- 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 |
| 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 |
|---|---|---|
| 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 |
| A branch — this also deletes its vehicle classes | Company administrator | Set up your branches |
Use this page to decide what to ask RentVisie support for, and to hide single customers yourself.
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. 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 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, open Bookings, Customers and Financials and check the lists.
RentVisie support clicks the button and answers Are you sure? with Proceed. The deletion happens at that moment.
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 drops out of the customer list and every customer drop-down. Their bookings, invoices and payments stay as they were. To undo it, switch Archived off on the same tab and press Save — you will need to open the customer from one of their bookings, because the list no longer shows them.
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 are left in place. Treat anything belonging to a deleted record as gone with it — a deleted vehicle's damage history, a deleted class's prices. Invoices already sent to customers, to your accounting software or over Peppol (the electronic invoicing network) stay where they went.
"Without booking" catches more people than you expect. A customer is kept only if they are the customer on at least one booking, even a cancelled one. So these are deleted too: people who were only ever an extra driver or a contact at a business customer, customers you merged away (their bookings moved), and customers who only have an invoice made by hand — that invoice is left with no customer. The closing message, Processed: and a number, counts customers checked, not deleted; on a long list one run can miss some, so RentVisie support may need to run it twice.
A worked example. Jansen Verhuur spent a month trying the app: 40 practice bookings, 25 made-up customers, 18 invoices worth €3,120.00, and 12 vehicles in 5 classes with 8 add-ons. They ask for Clean account (soft). Afterwards bookings, customers and invoices are empty and the 12 vehicles, 5 classes and 8 add-ons are ready for real bookings. With Clean account (hard) they would have to enter all of those again.
Removing one customer's details. The app has no button that deletes or anonymises a single customer. Yourself, 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 are part of your bookkeeping and stay. 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.
Deleting your 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.
What the app cleans up 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 |
What cannot be undone: every clean-up, deleting your company, and deleting a branch, vehicle, 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.
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. Add them 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 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.