Note: This is a module for Perfex CRM. Not a standalone script. This module requires the Inventory Management module to be installed.

Brief description

Rental Management module provides a comprehensive solution to streamline every aspect of renting products—from configuration and order processing to returns, maintenance, discounts, reporting, and customer self-service. Built on top of your existing Inventory Management module, it empowers staff with robust back-office controls while offering customers an intuitive portal experience. This unified approach minimizes manual effort, accelerates order cycles, and enhances visibility into rental performance across your organization

Module Features

Dashboard & Analytics. The dashboard provides a real-time overview of rental business performance with visual charts and KPIs:
- Most Popular Products – top rented products by quantity.
- Top Renting Customers & Categories – customer and group-based ranking.
- Revenue Insights – monthly revenue, revenue by product group, and contribution ratio.
- Delay Cost & Return Metrics – visualize total delay cost per customer and track late return rates.
- Utilization & Activity Rates – product availability ratio, average rental duration, retention rate, and order volume trends
Product & Variant Management. Manage all rentable items in detail:
- Create products and variants with rental configurations (hour/day/week/month).
- Define rental pricing tiers (e.g., 1 day = $100, 3 days = $250). The system automatically selects the cheapest valid rate for each rental duration.
- Configure delay cost types: Over Time (per hour/day), Increasing Over Time (tiered), Percentage of Order Value, Percentage of Product Value
- Attach images, SKUs, barcodes, and specify commodity groups for reporting and automatic fee assignments.
Rental Order Management:
- Create, approve, and invoice rental orders via Admin or Customer Portal.
- Support multi-item orders with different rental periods per product.
- Track order states: Draft → Waiting for Approve → Approved → Finished → Returned.
- Customers can sign digitally via portal confirmation.
- Supports both manual and automatic discount application (Before/After Tax).
- Integrates with Inventory for Export Stock creation and warehouse synchronization.
- Notifications for order approval, rejection, and discussions are automated
Return Order Management. Facilitates flexible return workflows from both Admin and Customer Portal:
- Return Partially or Fully rented products.
- Automatically calculate late return fees based on delay cost configurations.
- Process refunds, invoice updates, and stock re-imports directly from the return order.
- Manage different return reasons: Rental period is over (regular completion), Return and get money back (defective/damaged products).
- Automatically generate or cancel related invoices and create import stock vouchers
Maintenance Management & Templates:
- Create and manage maintenance or repair requests linked to rental or return orders.
- Build structured Maintenance Templates with types, forms, and question checklists (e.g., inspection, cleaning, testing).
- Automatically assign maintenance types and prefixes for consistent tracking.
- Record maintenance costs and decide whether the company or customer bears the cost.
- Status workflow: In Progress → Overdue → Completed.
- Generate invoices or expenses directly from maintenance records
Discount & Voucher Management. Two main discount categories:
- Promotions (Auto-apply) – based on: Order value (e.g., 10% off for orders ≥ $500), Rental time (e.g., 5% for 1–3 days, 10% for 4–7 days, 15% for >7 days)
- Vouchers (Manual entry) – customers apply voucher codes during checkout via the portal. Each program can target specific customers, groups, product categories, or durations, with flexible date ranges and minimum order values
Permission Management. Assign feature-level permissions by role or individual staff:
- View (Own/Global), Create, Edit, Delete access for: Products, Orders, Maintenance, Discounts, Reports, and Settings.
- Staff-level permissions override role-based ones for fine-grained control
Reports & Business Intelligence. Comprehensive reports for financial and operational analysis. All reports are filterable by time range, customer, or group and exportable for analysis:
- Revenue Growth Rate Comparison (period-over-period).
- Revenue by Product / Product Group / Customer.
- Delay Cost by Customer.
- Product Utilization and Rental Frequency.
- Daily Quantity & Value Metrics (ordered, picked up, returned).
Client Portal. The client portal provides a full self-service rental experience:
- Product Page: browse items, view details, comments, and availability.
- Add to Cart: select product variant, rental duration, quantity.
- Place Orders: apply voucher codes, calculate taxes and discounts automatically.
- Order Management: view, approve, reject, or create return requests.
- Discussion Section: communicate directly with staff on product or order details.
Modules Integrations:
- Inventory Management module for Perfex CRM

Demo

Rental Management Demo

Set-up

Included documentation will help you upload and activate the module inside Perfex CRM, if you are not aware on how to do it.

Support

Our support team is always around to help. Feel free to raise a support ticket.
Guys from support department will get back to you as soon as possible with a reply, guiding you through any issues.

Changelog

Version 1.0.0 / 2025-11-27

    Initial version

Rental Management module for Perfex CRM