🚀 New Features

Line Item Discounts

You can now apply a discount to any line item on an order. In the Edit Billing drawer, set the total manually or apply a percentage discount, and the line item total updates automatically.

This makes it easier to handle negotiated pricing, promotional rates, or one-off adjustments without needing to create a custom line item or manually calculate reduced amounts.

📄 Read the full Help Center article

Simple Cycle Billing

Orders now support a second cycle billing mode: Simple Period Billing. When enabled on an order, each cycle bills rental items at their current rates for that period, without adjusting for previous invoices or changes to the order. Only the final cycle does a true-up to reconcile the full order total.

This is useful for customers who want predictable, straightforward cycle invoices where each bill reflects the rates for that billing period. One-time charges like delivery, pickup, and sale items appear on the first cycle, while the final cycle reconciles any remaining balance for fees and tax.

Admins can set Simple Period Billing as the default for all new orders in Settings. It can also be overridden per order in the Settings > Edit Billing drawer.

📄 Read the full Help Center article

📢 Heads Up

Driver Logistics on the Field app: "Deliveries" and "Pickups" are now combined into a single "Driver Logistics" entry in the mobile side nav and on the field overview page. The pages themselves haven't changed. You'll see a tooltip for a couple weeks pointing out the change.

Void invoice permission change: General Members and Drivers/Yard Workers can no longer void invoices.

💡 Improvements

• More payment details in the order timeline: The timeline now shows which staff member collected each payment, and deposit refunds display which card was refunded. No more cross-referencing to trace transactions.

• Job number and description on Statements and invoice PDFs: Statements and invoice PDFs now include PO number, job number, and job description.

• Date range filters on Delivery and Pickup pages: On mobile, you can now filter the Deliveries and Pickups pages by date range to narrow down logistics tasks.

• Format Date on the Ledger: Click any date column header on the Ledger, then select "Format Date" at the bottom of the menu to group entries by Day, Month, Quarter, or Year. Useful for building monthly or quarterly summaries without exporting.

• Payment amount filters on the Payments table: Filter by Min Total and Max Total on the Payments page, and sort by the Total column, to quickly find transactions in a specific range.

• Invoice Period and Order Date columns on the Ledger: Two new columns on the Ledger table make it easier to filter and sort entries by when the invoice covers vs. when the order was placed.

• Revenue and Expense accounts on Work Order custom line items: When adding custom line items on Work Orders, you can now choose Revenue and Expense ledger accounts. Accountants and Admins can select accounts; others see them as read-only.

• Starting Cash column in Cash Drawer History: The Cash Drawer History table now shows the starting cash amount for each session, making it easier to reconcile drawer counts.

• Profit and Profit Margin % on the Re-Rental Report: The old "Profit Margin" column (which was just revenue minus cost) is now correctly labeled "Profit." A new "Profit Margin %" column shows the actual percentage.

• External Inventory details on the Maintenance table: For service work orders with External Inventory attached, the Item column now shows the External Inventory item name, so you can quickly identify which customer-owned equipment the work order is for.

🛠 Bug Fixes

• Quote PDFs now show rates correctly: When a contract had "show rates" enabled, the quote PDF was ignoring the setting. Rates now appear as expected.

• Custom Categories now appear in Analytics reports: Custom Categories weren't pulling into ThoughtSpot reports. They now sync correctly.

🔜 Upcoming

• Employee Time Tracking on Work Orders: Track technician hours with start/stop timers and convert logged time into billable labor.
• Trackunit Telematics Integration: Connect your Trackunit devices to Renterra for live equipment status, location tracking, and utilization data directly from your inventory pages.

🚀 New Features

Tracking Expenses on Internal Work Orders

Parts on work orders now have an Expense Account field so you can control where costs post in your ledger.

Internal work orders default to Repairs & Maintenance Expenses, while service work orders default to Cost of Goods Sold, so your P&L separates maintenance spend from job costs automatically. You can override the account on any line item until it's consumed.

If you have Track Labor COGS enabled, the expense account field also appears on labor line items. The expense account is visible when adding or editing line items on any work order.

📄 Read the full Help Center article

View Payout Details

If you've ever wondered what's inside a payout from your payment processor, you no longer need to leave Renterra to figure it out. You can now click any Payout Summary link on the Payments page to open a detailed breakdown.

The Payout Details drawer shows every transaction that made up that payout — payments, refunds, and processing fees — with links to the associated order and invoice. A summary row at the bottom shows gross, fees, and net totals so you can reconcile at a glance. A link to your payment processor portal is still available at the top if you need it.

Find it on Invoices & Bills > Payments, then click any payout amount in the Payout Summary column.

📄 Read the full Help Center article

💡 Improvements

• Send Logistics Summary via email or SMS: Share the logistics summary PDF directly from the Logistics page, useful for sending delivery/pickup details to drivers or customers.
• Decimal quantities on Purchase Orders: PO line items now accept up to 2 decimal places for items sold by weight or partial units (e.g., road salt by the ton).
• Fractional quantities for Bulk Items: Bulk items can now be added to orders in decimal quantities, including when splitting on deliveries, call-offs, and check-ins.
• Categories on Parts: Parts can now be assigned a Category, Class, and Group on the item Info card, just like serial and bulk items.
• Alphabetical sorting in Accounting Tax reports: Ledger accounts and related dropdowns in the Accounting section now sort alphabetically.
• PO number, job number, and job description on invoice emails: These fields now appear in automated invoice emails so customers see the project context without opening the PDF.

🛠 Bug Fixes

• Email preview formatting: Email previews now correctly preserve spacing and formatting from the editor.
• Storefront listing editor: Fixed formatting buttons on storefront listing descriptions not responding to clicks.
• Date range filters: Fixed a bug where date filters could shift by a day due to timezone handling.

🔜 Upcoming

• Employee Time Tracking on Work Orders: Track technician hours with start/stop timers and convert logged time into billable labor.

🚀 New Features

Cash Drawer

If your business handles cash payments, you've probably been tracking them on paper or in a separate system. Cash Drawer lets you open a drawer at the start of a shift and every cash payment and refund is automatically recorded against it.

For cash movements outside of Renterra (bank deposits, petty cash), use paid-in and paid-out entries to keep the drawer accurate. At the end of a shift, close out and reconcile expected vs. actual cash.

Each location gets its own drawer, and full drawer history is available for review.

Admins can enable this in Admin > Features. Once on, Cash Drawer is accessible through Invoices & Bills.

📄 Read the full Help Center article

Custom Categories

Renterra's default inventory categories follow the ARA standard, but not every rental business organizes equipment the same way. Custom Categories lets you create your own so your dropdowns match how you actually think about your inventory.

Categories still use the three-level hierarchy (Category > Class > Group), and everything you create shows up when adding or editing items. You can hide default ARA categories you don't use, and edit or delete custom ones anytime. If items are assigned to a category you're removing, you'll be prompted to reassign them first.

Access this in Admin Settings > Inventory Categories.

📄 Read the full Help Center article

💡 Improvements

• Cancel a sale on an order: Made a sale by mistake? You can now cancel it directly from the order instead of needing support to undo it.

• Simplified statements: Toggle in the Statements table for a more concise statement format that condenses line-item detail into a cleaner layout when sending statements to customers.

• Scheduled maintenance for External Inventory: External inventory items can now have calendar-based maintenance schedules. Renterra will auto-generate work orders on schedule.

• Prospective customers auto-marked active: When you create a reservation for a prospective customer, they're automatically updated to "active" status.

• Acquisition cost on purchase orders: Add acquisition costs to POs so they're factored into your cost tracking.

• Weekend skip explained in billing tooltip: When weekend days are skipped for the cheapest rate, the tooltip now shows exactly which days were skipped. No more confusion about why a 3-day rental billed for 2.

• Outstanding Deposits column on Orders: See deposit balances at a glance from the Orders list without clicking into each order.

• View system accounts for Logistics and Damage Waiver : Logistics and damage waiver accounts are now visible on their respective admin pages, so you don't have to guess which account is mapped.

• Dispatch search improved: Order number search in Dispatch now does "contains" instead of requiring an exact match.

• Quick sale & item status tooltips: Hover over quick sales in order history to see line items, and hover over the item summary column on the Orders table to see each item's status.

🛠 Bug Fixes

• Available items showing as unavailable: Some items with "available" status couldn't be added to orders. Fixed.
• Storefront "Page Not Found": Items and featured categories on the storefront no longer show a broken page when clicked.
• Invoices sending despite automation disabled: Invoices were going out even when automated invoicing was turned off.
• Mobile contracts missing second page: Contracts printed or downloaded from mobile now include all pages.

Headed to the ARA Show next week? Come say hi — we'd love to walk you through any of these updates in person. Here's what's new:

🚀 New Features

Re-Rentals

When a customer needs something you don't own, you rent it from another vendor and pass it along. Until now, there was no clean way to track those items, their vendor costs, or your margins.

Re-Rentals are a new line item type you can add to any order. Set the description, vendor, vendor cost, and your rental rates — these items stay separate from your own inventory. Attach vendor invoices or contracts directly to each re-rental item for future reference.

A new Re-Rental Report (Inventory > options menu) gives you a centralized view of all re-rental activity with revenue, vendor cost, and profit margins.

📄 Learn how re-rentals work →

Multi-Branding Support

If your business operates under more than one name, documents can now reflect the right brand automatically, each with its own logo, business name, and contact info.

Set up multiple brands in Admin > Account, and then assign a brand to each location — invoices, contracts, emails, and PDFs will pull the correct branding automatically. You can also override the brand on individual orders, invoices, work orders, and purchase orders.

📄 Learn how to customize branding per location→

💡 Improvements

• Edit Tax Rate on Invoices: You can now edit the tax rate directly on an existing invoice instead of voiding and recreating it.

• Maintenance Details Report: Export a detailed breakdown of work order line items — costs, parts, labor, and more. Find it under the three dots menu on the Maintenance tab.

• Unarchive Inventory Items: Accidentally archived something? There's now an "Unarchive" button on the item detail page to restore it.

• Meter Hours for External Inventory: Track meter type and current meter reading on external (subcontracted) inventory items, just like you can on your own serial items.

• Slot Calendar Filters: The Slot Calendar page now has the same filtering options you're used to on the Item Calendar.

• Inventory Media on Orders: Photos and files saved on an inventory item are now viewable from the order when that item is selected.

• Storefront Damage Waiver Cleanup: The Damage Waiver line no longer shows on your storefront when the waiver amount is $0.00.

• See Item Status on Orders table: Hover over the item summary on the Orders table to see each item's current status without opening the order.

• Customer Table Revenue Columns: See total revenue, year-to-date revenue, and average days to pay directly on the Customers table.

• QuickBooks Journal Entry Dates: Journal entries now sync to QBO with the actual transaction date, not the day after. Your end-of-month reporting in QBO will match Renterra.

🛠 Bug Fixes

• Various fixes to table sorting, ledger display, and accounting sync

🔜 Upcoming

• Custom Categories: Define your own category system for organizing inventory beyond the built-in types.

• Cash Drawer: Track cash transactions with open/close drawer workflows and paid-in/paid-out tracking.

🚀 New Features

Enhanced Scheduled Maintenance

View all your maintenance schedules in one place instead of checking each item individually.

• Create reusable templates
• Apply templates to multiple items at once
• Add parts and labor to templates, which auto-populate line items on each work order the schedule creates

📄 Learn how scheduled maintenance works ->

Depreciation Tracking (Now Available to Everyone)

Track depreciation on your equipment directly in Renterra. Set up straight-line depreciation that runs monthly, view accumulated depreciation, and get a clearer picture of asset ROI and values over time.

📄 Learn how depreciation tracking works →

💡 Improvements

• Saved Table Views: Save your own filtered views on Customers, Inventory, Maintenance, and Bills tables. Date range presets like "Last 30 days" now update dynamically, so your saved views stay current. We've also added helpful defaults like "With Balance" for Customers and "On Rent" for Inventory.

• Invoice Period in Invoice List: See the billing period for each invoice directly in the Order > Document History.

• Clickable Contact Info: Email and phone numbers on customer contact cards are now clickable on both mobile and desktop.

• Addresses on Dispatch Cards: Delivery and pickup addresses now appear on dispatch cards, so drivers and dispatchers can see job locations at a glance.

• Pending and Outstanding on Maintenance List: See pending and outstanding amounts directly in the maintenance table.

• Driver Logistics Filters: The Field Logistics page now has a full filter drawer with date range, assigned driver, and actionable/inactionable filters.

• Reservation Created Notification: Get notified when reservations are created in your system—configure in notification settings.

• Email Column on Statements: Statements table now shows customer email for quick reference.

• QuickBooks Transaction Sync: Sync payouts alongside your transactions, and payment sync is no longer blocked by invoice errors.

• QuickBooks Journal Entry Sync: Ability to split out ledger entries by customer and/or location for more detailed reporting in QuickBooks.

• Archived Ledger Accounts: Archived ledger accounts now display in their own section, and you can unarchive them when needed.

• 4-Week Billing Cycle Duration Input: For organizations using 4-week billing cycles, typing "m" (month) in duration inputs is now disabled to prevent confusion.

🛠 Bug Fixes

• QuickBooks Transactions Sync Item Creation: Fixed an issue where items synced with "Auto-Create Inventory on Sync" were using the Sale Ledger Account even when the item was rented. This is corrected going forward. If you previously synced items, you may want to verify the account mapping in QuickBooks.
• Bulk Item Availability: Fixed an issue where bulk items were incorrectly blocked from checkout when a hard-down work order existed. The system now checks actual available stock at the checkout location.
• Slot Item Location Filter: Location filter now applies correctly when searching slot items.

🔜 Upcoming

• Multi-brand support: Set up different logos and branding per location.
• Enhanced re-rentals: Track re-rental items separately from your inventory, view profit margins, and generate a re-rental report anytime

🚀 New Features

Depreciation Tracking (Early Access)

Track depreciation on your equipment directly in Renterra. Set up straight-line depreciation that runs monthly, view accumulated depreciation, and get a clearer picture of asset ROI and values over time.

This feature is available in early access. Reach out to support if you'd like it enabled for your account.

📄 Learn how depreciation tracking works →

CC, BCC, and Attachments on Emails

Add CC and BCC recipients when sending invoices, statements, quotes, work orders, and other emails to your customers. You can also attach files from your document library to any outgoing email.

This gives you more control over what your customers see and who's kept in the loop, right from Renterra.

💡 Improvements

• Edit work order line items: Adjust quantities, pricing, and ledger accounts on work orders after creation.
• Parts sales history: See where your parts are going—view order sales and work order usage from the three-dot menu on any part.
• Mobile order sorting: Sort your orders list on mobile.
• Order count on customer list: See total orders per customer directly from the customers table.
• Invoice date filtering: Filter Invoices by created date to suit your reporting needs.
• Statement PDF filenames: Now include the customer name for easier organization.

🛠 Bug Fixes

• Sales person no longer changes unexpectedly when sending quotes.
• Resolved issues with adding line items and late fees to invoices.

🔜 Upcoming

• Enhanced scheduled maintenance: View all your maintenance schedules in one place instead of checking each item individually. Plus, create reusable templates and apply them across inventory in bulk.

• Multi-brand support: Set up different logos and branding per location.

Happy New Year! Here's what we've been working on over the past few weeks, plus a preview of a big feature coming January 5th.

🔜 Coming January 5: Customizable Notifications

You may have noticed the banner in the app. On January 5th, we're rolling out a complete notification overhaul.

What's new:

• Three delivery channels: In-App/Push, SMS, and Email. Choose which channel(s) you want for each notification type.
• New notification types: Including dispatch assignments, item check-ins and call-offs, POs, drivers license expirations, and more.
• Scope controls: Get notified about everything, just your branch, only your own activity, or turn specific notifications off entirely.
• Role-based defaults: Admins can set defaults by role, then override for specific team members.

Want SMS alerts? Add your phone number now in Manage Account so you're ready on launch day.

📄 Customize Notification Preferences

📄 Managing Notifications for Team Members: includes the default scope settings for each role

🚀 New Features

Saved Filter Views on General Ledger

Save your most-used table configurations on the General Ledger and access them with one click.

• Views save everything: filters, which columns are visible, column order, and sort settings.
• Views are shared across your team so everyone has quick access to the same reports.

This feature is currently only on the General Ledger, but will be coming to other tables soon.

💡 Improvements

• Add Rental Items to Completed Orders: Add more equipment to a completed order. Adding rental items automatically converts it back to an active rental.
• Disable Deposits: Turn off deposit collection entirely if your business doesn't use them. Go to Admin > Features and disable "Deposits."
• See All Availability Conflicts: Yard View, Dispatch, and Order Prep now show all reasons an item's availability is impacted (including maintenance), not just the first one.
• Cleaner Invoice Display: Flat fees now show as line items instead of being listed twice. Percentage-based fees and taxes appear in the summary under Subtotal. Your customers see cleaner, easier-to-understand invoices.
• Fee Maximum Caps: Set a maximum amount for fees regardless of calculation method. Helpful for regions where certain fees/taxes are capped.
• Decimal Quantities on Custom Items: Custom line items now accept decimal quantities for more precise billing.
• Tax Exempt Report PDFs: Print or download directly from the Tax Exempt Reporting page.
• Slots on Storefront: Slots can now be added to Storefront groups.
• Slot Item Status Column: View the status of individual items directly in the slot table.
• Sticky Table Headers: Column headers stay visible when scrolling through long tables.

🛠 Bug Fixes

• Squashed several dispatch-related bugs affecting item visibility, date filtering, and sorting
• Payment fees are now correctly applied when Work Order invoices are paid online

🔜 Upcoming

• Depreciation Tracking: Configure straight-line depreciation for assets directly in Renterra.
• Multi-Brand Support: Set up different logos and branding for multiple business identities.

🚀 New Features

Backdate Payments to Actual Receipt Date

Payments don't always get entered the day they arrive. Now your books can reflect when money actually came in.

Now you can record payments with the date they were actually received, so your AR aging and ledger records will match reality.

When taking a payment, Admins and Accountants will see a new "Advanced Options" section to adjust the payment date. Works for Check, Cash, External Credit Card, and other manually- recorded payment types.

Here's a quick walkthrough:

💡 Improvements

• Invoice Attachments on Payment Reminders: Automated "Invoice Due" and "Invoice Past Due" emails now include the invoice PDF and a Pay button—so customers have everything they need in one email.
• Labor as Cost of Goods Sold: Track labor line items from maintenance work orders as COGS. Enable this in Admin > Accounting by mapping a Labor COGS account.
• Parts Table Shows Stock by Location: The Quantity column on the Parts page now breaks down stock by location, matching how it works on the Inventory table.
• Filters on Kits & Slots Pages: Both pages now have proper filtering—search by description, archived status, and whether items have rental or sale rates. Matches the filtering you're used to on the Inventory page.
• Special Rate Columns: View special rates directly in the Inventory, Slots, and Kits tables without clicking into each item.
• Latest PO Link on Items: The Purchasing Information card on inventory items now shows a direct link to the most recent purchase order.
• 2026 Model Year Available: You can now select 2026 as a model year on inventory items.

🛠 Bug Fixes

• Fixed an issue where late fees were applied to invoices that were already paid

🔜 Upcoming

• Customizable System Notifications: Choose which notifications you and your team receive, and how. Plus, we're adding push notifications.
• Depreciation Tracking: Track asset depreciation directly in Renterra.
• Multi-Brand Support: Set up different logos and branding for multiple business identities.

This release focuses on work that falls outside standard rental orders, with new tools for custom dispatch runs, external equipment service, and more precise fuel and ledger tracking.

🚀 New Features

Custom Dispatch: Create and schedule driver tasks that aren't tied to rental orders, so you can dispatch drivers for tasks like parts pickups, equipment transfers, and standalone service calls.

• Build multi-stop routes with up to 3 stops, each with its own address and notes
• Drivers complete stops individually, with partial completion supported
• Custom dispatches appear alongside regular deliveries and pickups in drivers' All Tasks
• Optionally create invoices to bill customers for the custom dispatch

📄 Read the full Custom Dispatch guide

External Inventory: Track and service customer-owned equipment separately from your rental fleet while keeping a complete service history.

• Create records manually for new customer equipment, or link to items you've sold to preserve historical maintenance
• Attach external inventory to work orders, with service history accumulating automatically
• When you sell a serial item, an external inventory record is created and linked

📄 Read the full External Inventory guide

Fuel Tracking in Gallons or Liters: Switch fuel units on items from percentage to gallons or liters for more precise tracking during check-in and check-out. Configure units per item based on how you measure in the field.

💡 Improvements

• Send Work Order PDFs to Customers: Send maintenance PDFs directly to customers via email. The PDF includes images and notes from the work order. Customize the email in Admin > Communications templates.
• Apply Specific Deposits: When an order has multiple deposits, you can now choose which one to apply to an invoice.
• Improved General Ledger Performance: The ledger table now shows up to 100K entries in a single view instead of stopping around 1,000, with sorting, grouping, and debit/credit totals still calculating quickly.
• Bulk Assign Checklists and Archive Items: Assign checklists to inventory items in bulk, and archive items in bulk (with clear error messages for items that can't be archived).
• Drivers Can View All Tasks: All scheduled deliveries and pickups now appear in the field app. Items that aren't actionable yet (like pickups for equipment that hasn't been called off) show so drivers see the full picture.
• Select Contact on Quick Sales: Select a specific contact for a customer during quick sales instead of defaulting to the primary.
• View COGS on Item Analytics: Serial item pages now show total Cost of Goods Sold in the revenue card tooltip, calculated from all COGS ledger entries.
• Customize SEO Tab Titles for Storefront Listings: Set custom browser tab titles for storefront listings.
• Storefront: Post-Checkout Redirect URL: Set a redirect URL for after storefront checkout, with UTM and other query parameters passed through for marketing tracking.
• Markup Percentage on Parts: Save markup as a percentage on part items instead of only wholesale and retail rates.
• Include Parts in Recommended Items: Parts can now appear in item recommendations alongside rental inventory.

🛠 Bug Fixes

• Mobile Call-Off: Restored the ability to call off orders directly from mobile.
• Analytics Chart Downloads: Fixed an issue that blocked chart downloads in Analytics.
• Late Fees on Negative Invoices: Late fees no longer calculate on negative invoices.

On this Veterans Day, we thank all who have served.

Big news: Purchase Orders & Vendor Management are here! This massive update brings complete procurement management, from creating POs through receiving inventory and tracking your vendor payments.

We're also delivering Customer Rate Sheets for contract pricing and the much-requested AR Aging Report for better receivables visibility.

🚀 New Features

Purchase Orders & Vendor Management: Manage your entire procurement workflow directly in Renterra. Create purchase orders, manage vendor relationships, and automatically update inventory as items arrive.

• Track purchase orders from creation through delivery with automatic stock updates
• Manage all vendor information and open orders in one central location
• Receive partial shipments and track backorders seamlessly
• Set MinStock and MaxStock levels for automatic reorder generation
• Download and email purchase orders as PDFs directly to vendors
• Getting started: Enable Purchase Orders in Admin > Features, then access from your left-hand menu

📄 Read the complete Purchase Orders guide

Bill Payment Tracking: Keep your accounts payable organized with comprehensive bill tracking for vendor payments.

• Record payments made outside Renterra to track what you owe
• Create bills from received purchase orders with automatic line item population
• Process bulk payments for check runs with shared reference numbers
• Maintain complete payment history for vendor reconciliation

🔗 Learn about Bill Payment Tracking

Customer Rate Sheets: Create custom pricing agreements for customers with negotiated contracts.

• Configure customer-specific rates that auto-apply when creating orders
• Set time-bound agreements for seasonal or annual contracts
• Override standard book rates at the item level

🔗 Learn about Customer Rate Sheets

AR Aging Report: The definitive aging report you've been asking for—now your single source of truth for receivables.

• View aged receivables as of any date
• Break down balances by aging buckets
• Access: General Ledger > ellipses menu
• Note: This replaces the Analytics aging reports

💡Improvements

• Custom Line Items in Order Flow: Add custom line items directly in the new order flow, just like in quick sales
• Bulk Items in Work Orders: Bulk and sale items can now be added to maintenance work orders, with bulk items reducing available stock
• Per-Order Call-Off Control: Override call-off requirements on individual orders, while respecting global settings by default
• Photos in Maintenance PDFs: Work order PDFs now include attached photos when sending