Introduction
A price list holds every price your company charges: daily rates per vehicle class, the date ranges and rental lengths those rates apply to, seasonal uplifts, extras and insurance, fuel, promotion codes, cancellation fees and last-minute deals. Change a rate anywhere in the app and you are changing it inside a price list.
You manage them from the screen headed Pricelist overview, with the line "Select a pricelist to configure the prices or create a new pricelist." underneath. The screen is a single table with two columns — Default? and Name — a filter above each column, a New button, and three small icon buttons at the end of every row. Opening a list from that table takes you to a second screen headed with the list's own name, which is a menu of ten tiles, one per kind of price.
Most companies run one price list for years. You come here when:
- Next year's rates are agreed and you need to get into the rate tables to change them.
- A corporate customer has negotiated their own rates and needs a separate list of their own.
- You are just looking — checking which lists exist and which one is the standard.
- Someone built a trial list months ago and it is still cluttering the table.
Terms used on this screen
| The screen says | It means |
|---|---|
| Pricelist | Price list — the app spells it as one word |
| Asset gr. pricing | The daily rates per vehicle class |
| Global rules | Rental-length bands, such as "1 to 3 days" or "a week or more" |
| Periods | Dated windows, such as a summer season, that rates are attached to |
| Option pricing | Prices for extras, insurance and mileage packages |
Every pricing job in the manual starts here. Sent to change one particular rate? Open the list, then follow the tile that matches it — see What each tile covers below.
The route below is the one this manual can confirm. Your company's menu may also place a shortcut somewhere else, so if a colleague shows you a different way in, both lead to the same screen.
How to use
Configuration
There is nothing to switch on before you use this screen, but there is one setting that lives elsewhere and decides whether a second price list ever does anything.
Attaching a price list to a customer. A price list you create sits unused until a customer points at it. Open Customers from the main menu, open the customer's record, and use the Price list box on their details — it sits just below VAT number and carries the note "Leave blank for default pricing". Pick the list from the dropdown. From then on, choosing that customer on a booking swaps the booking onto their list and re-prices it straight away. To put the customer back on the standard prices, use the clear button on the same box to empty it.
Before you start: creating, renaming and deleting price lists all need the Company admin role. An ordinary Employee account can open a list and read the prices inside it, but the New button, the Save button and the delete icon will not work for them. Everything you create belongs to your own company and no other company on the system can see it.
One list is already marked Default? — it was created when your company was set up. If nothing is marked, every price in the app comes back as zero; that is a setup problem, not something you did, and it needs your administrator.
Using the Pricelist overview
From the main menu, open your settings and administration area, then open the pricing section inside it. The screen you want is headed Pricelist overview.
1. Find the list you want. The table shows 20 lists at a time, with paging buttons underneath, and only ever shows your own company's lists. Default? is the left-hand column and Name is the right; click either heading to sort by it. Both columns filter as well: type into the Search box under Name, or use the dropdown under Default? — it is labelled Select until you pick from it.
2. Open a list to work on its prices. Double-click anywhere on the row, or click the eye icon at the end of the row. Both open the same screen, headed with the list's name and holding ten tiles.
3. Rename a list. Click the cog icon at the end of the row. A small window headed Edit Custom Price opens over the table:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| Default? | Whatever the list already is | Marks this as the list the app falls back on. Shown for information only — you cannot change it here or anywhere else | Nothing; it is locked |
| Dynamic pricing | Off | Has no effect on prices. Leave it alone unless your administrator tells you otherwise | A yes/no choice |
| Name | The current name | What the list is called everywhere in the app | Any text up to 200 characters, and it must not match another list in your company |
Click Save. You do not come back to the table — the app takes you into that list's ten tiles, so use Back if you only wanted to rename it. Cancel closes the window and keeps the old name.
4. Create a new list. Click New, above the table. The same Edit Custom Price window opens, empty. Type a Name and click Save. The app takes you straight into the new list's ten tiles.
What a new list starts with. Saving copies three things across from your default price list: its Periods, its Global rules and its Fuel prices. Nothing else is copied. The new list has no vehicle class rates, no seasons, no option prices, no cancellation fees, no promotion codes and no last-minute deals until you add them, so every quote it produces comes back at zero until you fill in Asset gr. pricing.
5. Delete a list. Click the bin icon at the end of the row. Two things stop the deletion, and you get a message instead:
| What you see | Why |
|---|---|
| "You can't delete the default price list." | The list is marked Default? |
| "You can't delete this price list because it's linked to a booking." | At least one booking is priced from this list |
Key details
What each tile covers
Skim this once; you will come back to a particular row when you have a rate to change:
| Tile | What you set behind it |
|---|---|
| Asset gr. pricing | The daily rate and the included mileage for each vehicle class |
| Global rules | Rental-length bands, plus pickup and return cut-off hours |
| Periods | Dated windows the rates hang off, such as Summer 2026 |
| Seasons | An uplift or a fixed price over a date range, on top of the base rate |
| Option pricing | Prices for extras, insurance and mileage packages |
| Fuel | The price you charge per litre, per fuel type |
| Promotion codes | Discount codes and the classes they apply to |
| Cancellation fees | The percentage charged, by how close to pickup the cancellation is |
| Last minute deal | A discount for bookings made close to the pickup date |
| Settings | The same Edit Custom Price window as the cog icon on the table |
Which list a booking is priced from
Every booking carries its own price list. The app picks it in this order:
- If the customer on the booking has a price list on their record, the booking uses that one, and the price is recalculated the moment you select the customer.
- Otherwise the booking uses the list marked Default?.
An example. Your default list charges €80 a day for a compact car. You build a second list called Corporate 2026 at €65 a day and attach it to Van Dijk Logistics. A walk-in customer books a compact car for three days and pays 3 × €80 = €240. Select Van Dijk Logistics on a booking of the same three days and the total drops to 3 × €65 = €195 as soon as you pick them. A booking you made for Van Dijk last week, before you attached the list, stays at €240 — the change is not applied backwards.
What to do next
If you have just created a list, go to Asset gr. pricing first — until that is filled in the list prices everything at zero, so it is the one tile that has to be done before the list is usable. Periods and Global rules are already there, copied from your default list, so check them rather than build them. Everything else can wait until you need it.
Q&A
Why does a brand-new price list quote everything at zero? Only the Periods, Global rules and Fuel prices are copied from your default list when you save a new one. The daily rates are not. Open the list, click Asset gr. pricing, and enter a rate for each vehicle class you rent.
Why has a list vanished the moment I clicked the bin icon? The bin icon does not ask Are you sure? — it deletes on the first click. There is no undo and no archive, so the list and the rates inside it are gone. Only the two cases in step 5 are protected. Before deleting anything, use the cog icon to rename it to something like OLD - do not use and leave it a week; if you have already lost one, it has to be rebuilt by hand from Asset gr. pricing onwards.
Why won't the Save button accept my price list? Two messages can appear in the Edit Custom Price window. "Name is empty" means the Name box is blank. "This Name already exist." means another list in your company already uses that name — spaces at the start and end are trimmed before the check, so adding a space will not get around it. Pick a different name.
Why can't I tick Default? to make another list the standard one? The Default? setting is locked on every screen that shows it, including the Edit Custom Price window. Which list is the standard one was decided when your company was set up and cannot be changed from anywhere in the app. If it needs to move, ask your administrator.
Why is a customer still getting the standard prices after I built them their own list? Check two things. First, open the customer's record from Customers and confirm the Price list box actually holds the list you meant — an empty box means standard prices. Second, check when the booking was made: the swap happens at the moment you select the customer on a booking, so a booking that already existed before you attached the list keeps its old prices, as the example above shows. Rebuild it as a new booking if the new rates have to apply.
Why does the Dynamic pricing switch on the Settings window do nothing? It has no effect on any price. The last-minute discounting that does work is set up per list under the Last minute deal tile. Leave Dynamic pricing as it is.
Can I copy a whole price list, rates and all? Not from this screen. Creating a list copies only periods, global rules and fuel prices. To carry rates across, open the new list's Periods tile — the indexation option there copies a period's rates into a new period and applies a percentage increase while it does it.
Related pages:
- Create a booking — where the price a list produces first shows up
- Search for an available vehicle — the indicative price in search results also comes from a price list