Rental Management in Odoo 18

The Rentals module in Odoo is a comprehensive solution created to streamline and automate the entire rental process, from making rental agreements to managing asset returns and billing. 

Odoo Rental Management helps businesses easily handle the complete process of renting out products, equipment or assets. From creating rental orders, scheduling pick-ups and returns, to managing contracts and invoicing, everything is done in one system. It makes sure customers get the right product at the right time, while the business keeps track of availability, pricing and rental periods. In simple words, it makes renting as easy as selling.

Features

• Configure and manage rental products and orders from a single platform
• Send quotations, confirm rental orders and schedule rental periods easily
• Register products when they are picked up and returned to track rental status
• Generate invoices directly from rental orders for seamless billing
• Manage refundable deposits for rental products to secure transactions
• Use the Rental Orders dashboard with kanban view to track all rental statuses at a glance
• Filter rental orders by status and invoice state using sidebar options for quick access
• Configure default delay costs for late returns and padding time between rentals
• Enable rental transfers to handle stock deliveries and receipts within rental orders
• Upload and manage digital documents for customer signatures prior to rental confirmation
• Set minimum rental durations and designate days when rentals cannot be picked up or returned
• Create rental products with customizable pricing periods and multiple price tiers
• Apply additional fines for extra hours or days and set security times between rentals
• Automatically calculate rental prices by selecting the cheapest applicable pricing option
• Create, update and confirm rental orders with dynamic rental period and pricing adjustments
• Request and manage customer signatures electronically through integrated digital documents
• Track product pickups and returns with validation steps to update rental statuses
• Print pickup and return receipts for customer records and transparency
• Create and manage rental products with pricing rules (daily, weekly, monthly)
• Track product availability in real-time to avoid double bookings
• Allow flexible rental periods with start and end dates
• Extend or shorten rental periods and automatically update billing
• Manage deposits and penalties for late returns or damages
• Integration with Inventory to manage stock levels and availability
• Integration with Accounting for invoicing, payments and deposits
• Calendar view for planning deliveries, pickups and returns
• Customer portal access for viewing rental history and invoices
• Support for multi-company and multi-currency rental operations
• Track damages, maintenance,and related costs of rented items
• Create reports on rental revenue, utilization and profitability

Business Rules

• Allows users to create, manage and track rental orders from quotation to return
• Supports flexible rental periods with automatic pricing based on duration
• Enables pickup and return tracking with status updates and late return penalties
• Offers digital document signing for rental agreements through the Sign app

Rental Management Workflow

Rental Master Management

• Rental Periods
• Rental Quotation Templates
• Rental Products
• Rental Customers

Rental Periods

Overview

In Odoo Rentals, Rental Periods define the duration for which a product is rented, such as hours, days, weeks or months. They allow flexible pricing based on the length of the rental. Users select rental start and end dates in the rental order and the system automatically calculates the rental duration and price based on predefined rental periods and rates. Rental periods also help manage availability, scheduling and billing accurately throughout the rental life cycle.

Process Flow

Business Rules / Features

• Rental Periods must have a Name and a Unit selected 
• Rental periods must be set with a clear unit such as hourly, daily, weekly, monthly and yearly
• Each rental period corresponds to a fixed duration (Ex, 1 day = 24 hours, 1 week = 7 days)
• Businesses can create and name custom rental periods that fit their rental strategies (Ex, half-day, weekend
• Assign rental periods to each rental product or category
• Automatically calculate rental price based on the defined period
• Allow overlapping or multiple rental periods for the same product (Ex: daily and weekly)
• Handle partial periods by prorating charges where applicable
• Integrate with availability checks to ensure product is free during selected rental period

Screenshot

Rental Periods Tree View

Rental Periods Form View

Rental Quotation Templates

Overview

Rental Quotation Templates in Odoo allow businesses to create standardized, reusable quotation formats for rental products and services. These templates streamline the process of sending consistent and professional rental quotes to customers by predefining products, prices, rental periods and terms. Using templates saves time, reduces errors and ensures clear communication throughout the rental sales process.The Quotation Templates feature allows businesses to create ready-made templates for rental quotations. This ensures consistency across quotations, improves efficiency and helps businesses respond faster to customer requests

Process Flow

Business Rules / Features

• Each rental quotation template must have a unique and descriptive name
• A quotation validity period (in days) must be specified for the template
• Confirmation emails can be automatically sent upon quotation creation
• An invoicing journal must be selected to manage accounting entries properly
• The quote calculator can be enabled to dynamically update prices
• Recurring plans can be included for rentals with periodic billing
• Online signature and online payment options can be activated for faster processing
• Templates must include predefined rental products or services with quantities and units
• Terms and conditions should be included to clarify rental policies
• The quote builder allows easy customization of quotation templates before sending
• Include rental periods (hourly, daily, weekly, monthly) in templates
• Templates can be reused across multiple customers and rental contracts
• Integrates seamlessly with rental orders and invoicing workflow

Screenshot

Rental Quotation Templates Tree View

Rental Quotation Templates Form View

Rental Products

Overview

Rental Products in Odoo are items configured specifically for rental purposes. These products are marked as “Can be Rented” and have customizable rental prices based on different rental periods. The module allows easy management of product availability, pricing tiers and deposits, enabling businesses to efficiently offer equipment, tools or assets for rent.

In Odoo Rental, Products represent the items or equipment that can be rented out to customers for a specific period. These could be physical items like vehicles, machinery, furniture or electronics or even services offered on a rental basis. Each product record contains details such as rental pricing, availability, accessories and applicable rental periods. Managing products properly ensures accurate pricing, scheduling and smooth rental operations

Process Flow

Business Rules / Features

• Each product must have a unique name and reference code (SKU) for identification
• Rental products must have the “Can be Rented” checkbox enabled to be available for rental
• Rental products can be viewed and managed under Rentals app 
• Rental pricing is customizable with multiple pricing lines for different rental periods
• Custom rental prices can be assigned to specific pricelists for targeted pricing strategies
• Additional fines can be configured for extra hours or extra days if customers return products late
• A Security Time can be set to make rental products unavailable between orders for maintenance or cleaning
• Maintain availability calendar to avoid double booking of the same product
• Maintain stock levels for rental items, with proper tracking of items rented out vs returned
• Products can have different rental units of measure (Ex, per day, per week)
• Enable bundle or kit rental products where multiple items are rented together
• Supports multi-company and multi-warehouse rental operations

Screenshot

Rental Products View



Rental Customers

Overview

Rental Customers in Odoo are the clients who rent products or assets through the Rentals module. The system manages customer information, rental history and communication in one place, enabling businesses to track orders, deposits and payments efficiently. It also supports sending quotations, managing contracts and collecting electronic signatures for streamlined rental processes.Customer records are linked with rental orders, quotations, invoices and return processes. Proper customer management ensures accurate contracts, timely returns, payment tracking and long-term business relationships.

Process Flow

Business Rules / Features

• Unique Name of the Customer
• Address details: Street, City, Zip, State, Country
• Phone and Email of the Customer for communication
• Customer type: Company or Individual (supports both organizations and persons)
• GSTN and PAN number for tax purposes
• Default settings for fiscal position, payment terms, pricelist and payment method
• Ability to map single or multiple Bank Accounts for payment processing
• Multiple addresses supported: Shipping, Invoice and Other sub-addresses
• Customers can receive and confirm rental quotations via email
• Customer information is centralized for easy management of rental orders and history
• Customers can sign rental agreements electronically if Digital Documents are enabled
• Customers’ rental statuses and invoice statuses are visible on the Rental Orders dashboard
• Track requested signatures in the rental customers
• Customers have access to a self-service portal to view contracts, invoices and returns
• Maintain customer tags (Ex, VIP, corporate, recurring) for rental segmentation

Screenshot

Rental Customers View

Rental Management

• Rental Quotation to Orders
• Request Customer Signature
• Rental Product Pickup
• Rental Invoices
• Rental Product Return
• Credit Note For Refund deposits
• Rental Dashboard

Rental Quotation to Orders

Overview

Rental quotations in Odoo allow users to draft and send rental proposals to customers before confirming the order. Users can define the rental duration add rental products, automatically calculate pricing and send the quotation for approval or signature via email or customer portal. Once the customer approves the quotation, it can be converted into a confirmed Rental Sale Order to begin the rental process, including product pickup and invoicing.

Process Flow


Business Rules / Features

• Customer selection is mandatory to create a rental quotation
• Rental period (start and end date) must be defined to calculate duration and pricing
• Quotation Template can be selected to auto-fill products, terms and pricing
• Invoice and Delivery Addresses should be specified for accurate processing
• Pricelist and Payment Terms are set per customer or quotation for proper billing
• Order Lines must include at least one rentable product for a valid quotation
• Optional: Referrer, Recurring Plan and File Upload fields may be used for additional context or attachments
• Digital Signature can be collected from the customer if the “Digital Documents” feature is enabled
• Terms & Conditions can be added or linked via a URL for contractual clarity
• Quotation Expiration Date is set to define its validity period
• Notes and Other Info sections allow for internal or external communication on the order
• Quotation must be confirmed to become an active rental order and initiate the pickup/return process
• The system tracks quotation and order status separately for clear workflow management
• A deposit service product must be created for each rental product that requires a deposit
• The deposit product is configured as a Service type with invoicing based on delivered quantities
• Deposit amounts and applicable taxes are defined on the deposit product
• The deposit and rental product are added together to the customer’s cart and invoiced accordingly

Screenshot

Rental Quotation View

Rental orders view

Deposit product view

Request Customer Signature

Overview

Odoo’s Rental module allows businesses to collect digital signatures from customers on rental agreements before product pickup. This ensures clarity of terms and legal protection for both parties. The signature workflow is streamlined using the Sign Documents feature integrated with Odoo’s Sign app.

Process Flow

Business Rules / Features

• Customer signatures can only be requested after the rental order is confirmed
• The Sign Documents button appears if the Digital Documents option is activated in Rental settings
• The Sign app must be installed Odoo installs it automatically if not already present
• Users can select a predefined document template for the rental agreement
• The customer signs via the customer portal using an electronic signature
• The signed document can be validated and emailed and is available for download and record-keeping
• Signatures ensure agreement on terms such as return condition, responsibility and timing
• Supports multi-language documents and company branding on templates
• Signature records are logged and accessible from the rental order for audit purposes

Screenshots

Rental Documents sign button view

Rental Documents selection view

Rental Documents sign request view
Rental Documents signing view

Rental Products Pickup

Overview

In Odoo Rental module, once a rental order is confirmed, the pickup process allows businesses to mark the products as collected by the customer. This step ensures inventory accuracy, triggers delivery operations if needed and updates the rental order status to “Picked-up.”

Process Flow

Business Rules / Features

• A confirmed rental order is required before pickup can be performed
• Click the “Pickup” button on the rental order to initiate the pickup process
• Partial pickup is allowed by adjusting the quantity in the validation form
• A “Validate Pickup” pop-up appears for confirmation, this must be validated to proceed
• Upon validation, the rental order is updated to “Picked-up” status
• Inventory is adjusted accordingly (if Rental Transfers are enabled)
• A pickup receipt can be printed from the order for customer acknowledgment
• The system ensures that pickup cannot occur if the rental order has not been confirmed

Screenshots

Rental Products Pickup button view

Rental Products Pickup validate view

Rental Products Pickup status view

Rental Invoices 

Overview

In Odoo’s Rental module, invoices are manually generated based on the rental order’s configuration. Invoicing can be done at different stages on confirmation, pickup, return or completion depending on the rental agreement and business needs. It ensures accurate billing, tax application and financial tracking for rental services.

Process Flow
 Business Rules / Features

• Invoices can be created manually based on the rental workflow
• Invoicing policies can be set per product (Ex, Order quantities for services like deposits).
• Supports partial invoicing based on items picked up or returned
• Tax rules are applied based on the customer’s fiscal position
• Invoices are linked to rental orders for full traceability
• Integrated with Accounting, enabling payment tracking, reconciliation and reporting
• Credit notes can be issued for refunds (Ex, deposit return after product return)
• Multi-currency and multi-company support is included
• Invoices can be sent via email or viewed in the customer portal.

Screenshot

Rental Invoices create button view

Rental Invoices confirmation view

Rental Invoices Posted view

Rental Products Return

Overview

In Odoo’s Rental module, once a customer returns the rented items, the return process is used to mark the products as received. This updates the rental order status, adjusts inventory (if applicable) and triggers any necessary invoicing or refund actions, such as deposit returns. Partial returns are also supported for flexible handling.

Process Flow

Business Rules / Features

• Only picked-up rental products can be returned
• The “Return” button becomes active after product pickup
• Clicking “Return” opens a Validate Return pop-up with returnable product lines
• Partial returns are supported by adjusting the returned quantity in the form
• Orders with incomplete returns are marked as “Partially Returned”
• Once all items are returned, the order status updates to “Returned”
• Returned quantities are recorded and reflected in inventory if Rental Transfers are enabled
• Return receipts can be printed to confirm what was returned and when

Screenshots

Rental Products return button view

Rental Products Return validate view

Rental Products Return status view

Credit Note For Refund deposits

Overview

Credit Notes are used in Odoo Rentals to refund security deposits collected alongside rental products. When a rental is returned and inspected, any refundable deposit amount is processed through a credit note, ensuring accurate financial tracking and customer reimbursement. This credit note adjusts the original invoice where the deposit was charged, streamlining the refund process and maintaining clear accounting records.

Process Flow

Business Rules / Features

• Upon product return, the deposit is refunded via a credit note linked to the original invoice
• Delivered quantities for the deposit product are adjusted to zero upon refund to close the transaction
• Deposits are initially invoiced as part of the rental order to secure payment against potential damages or losses.
• Upon return and inspection of the rental product, the refundable deposit amount is calculated
• Credit notes are generated to refund the appropriate deposit amount to the customer.
• Credit notes are linked to the original rental invoice for clear financial reconciliation.
• The system ensures that deposits cannot be refunded before the rental return is confirmed and inspected.
• Partial or full deposit refunds can be issued depending on the product’s condition after return.
• Refund processes via credit notes maintain transparency and traceability in rental transactions.

Screenshots

Rental Credit Note Button View

Rental Credit Note create wizard View

Rental Dashboard

Overview

The Rental Dashboard in Odoo provides a clear and organized kanban view of all rental orders, showing key details such as customer name, rental price, sales order number and rental status. It also offers easy filtering options for rental and invoice statuses to quickly access relevant rental information.

Key Features

• Kanban view displaying all rental orders with essential details
• Shows customer name, rental price, related sales order number and rental status on each card
• Rentals without a status indicate confirmed quotations not yet picked up
• Left sidebar filters for Rental Status and Invoice Status
• Clickable filters to quickly sort and view rentals based on their current state
• Real-time overview for efficient rental management and monitoring

Screenshots

Rental Dashboard View

Rentals Report Management

• Rental Analysis

Rental Analysis

Overview

The Rental Analysis report in Odoo provides comprehensive insights into rental operations. It helps rental businesses monitor key performance metrics such as rental revenue, product utilization, rental duration, and customer activity. This report assists management in making data-driven decisions by analyzing trends and operational efficiency over selected periods.

Key Features

• Confirmed Orders Overview: Displays the total number of confirmed rental orders for the selected period (Ex, year 2025)
• Daily Ordered Quantity: Shows the number of rental products ordered each day, helping track demand patterns
• Daily Picked-Up Quantity: Tracks how many rental products were actually picked up by customers daily, reflecting fulfillment rates
• Daily Returned Quantity: Monitors the number of products returned daily, useful for inventory and availability management
• Daily Rental Amount: Displays the revenue generated daily from rentals, supporting financial analysis
• Date Filtering: Ability to filter and view rental data by specific dates or periods (Ex, daily, monthly, yearly)
• Count Summary: Summarizes key rental quantities and transactions in an easy-to-read format.
• Graph and Pivot views for flexible, visual, and detailed multi-dimensional analysis of rental data.

Screenshot

Rental Analysis Report Graph View