Requiply 1.2.4: Deposits & Refunds, Custom Statuses, and Booking QR Passes

Q: Do I have to use custom statuses, or can I keep the defaults?

You can keep the defaults. Custom statuses and progressions are opt-in — until you choose "Customize progressions", your organization stays on the standard Requiply flow. If you do customize and change your mind, "Reset to defaults" reverts everything in one click.

Q: Will a Change Booking Status workflow action cause an endless loop of automations?

No. The action is loop-safe by design: a status change made by a workflow cannot trigger another status-change action. Other automations (like emails or push notifications) still fire as expected, but status changes never spiral into each other.

Q: Can I issue a partial refund on a deposit?

Yes. Both deposit and payment refunds support partial amounts. Each refund is written as its own payment record and the reservation tracks the running refunded total, so you can refund part now and the rest later while the totals always reconcile.

Q: Does the booking QR work with a normal phone camera, or only the Requiply app?

Both. The QR resolves to Requiply's canonical scan URL, so the Requiply mobile app scanner, a stock phone camera, and the web resolver all open the same booking. The attached PDF is one page, so it prints cleanly too.

Q: If I change the payment method on a booking, does it lose its history?

No. Changing the method updates how the booking is paid going forward; existing charges and refunds stay on the record. For online providers a new payment link is generated, which you can copy, open, or regenerate as needed.

Q: When I start a booking from dates, how is availability calculated?

Dates-first booking uses the same availability engine as your public booking page. Once you pick a window, only items that are genuinely free for that window appear — internal and online bookings resolve availability identically, so staff can't double-book inventory.

Requiply 1.2.4 brings security deposits and refunds to reservations, custom statuses with editable progressions, a Change Booking Status workflow action, a scannable booking QR pass in reservation emails, on-the-fly payment method changes, and a new book-from-items-or-dates creation flow.

What's New in Requiply 1.2.4?

This release is about modelling the way your rental business actually operates — money, workflow, and the moment of pickup. Reservations now carry a full security deposit lifecycle with partial and full refunds. You can define your own statuses and the transitions between them instead of living with the defaults, and a new Change Booking Status workflow action lets automations move bookings for you. Confirmation emails can now attach a scannable QR pass that ties straight into the mobile app scanner, staff can change the payment method on an existing booking (and regenerate a payment link on the fly), and creating a reservation now starts from items or from dates — whichever matches how your team thinks.

1. Booking QR in Reservation Emails

Requiply email template editor with the new Attach booking QR toggle next to the attach invoice option

Reservation email templates can now attach a one-page PDF with a large booking QR code. The code resolves to Requiply's canonical scan URL, so the very same pass is read by the Requiply mobile app scanner, a stock phone camera, and the web resolver — letting staff pull up a booking instantly at pickup and return.

What Changed

New Attach booking QR toggle on the email template editor, right next to the existing Attach invoice option

Generates a one-page PDF with a large, high-contrast QR code, a localized caption, and your organization name

The QR resolves to the same scan URL used everywhere — read it with the Requiply app, a phone camera, or the web resolver

Attached automatically to every confirmation or reminder sent from a template that has the toggle on

Where to Configure

Open Settings → Reservations → Email Templates, add or edit a template, and switch on Attach booking QR. From then on, every email sent from that template carries the scannable pass.

Practical Use Cases:

Bike rental: The confirmation email doubles as the pickup ticket — staff scan the customer's phone and the booking opens instantly, no name search
Equipment yard: At return, scan the QR from the reminder email to jump straight to the reservation and mark items back in
Event rental: Attach the QR to the reminder so on-site crew can verify each booking at the door without a laptop

2. Custom Statuses & Progressions

Requiply status flow editor showing custom reservation statuses with colors and editable transitions between them

Until now every organization shared the same fixed set of reservation statuses. In 1.2.4 you can define your own statuses — name and color — and customize the allowed transitions between them, so the flow matches your real-world process instead of the other way around.

What Changed

Create your own reservation statuses with a custom name and color, complete with a live preview

Customize progressions forks the default flow into an editable, organization-owned copy

A visual flow diagram shows exactly which status moves are allowed

Changed your mind? Reset to defaults reverts to the standard Requiply flow at any time

Where to Configure

Open Settings → Reservations → Statuses. Use Add status to create a status (name plus color picker with live preview), and Customize progressions to fork the default flow into your own editable copy. The visual diagram makes the valid transitions obvious at a glance.

Practical Use Cases:

Car rental: Add an intermediate Inspecting on return status between Active and Completed so damage checks are a visible step
Costume rental: Insert a Cleaning status after return, so an item is never re-rented before it's been laundered
Equipment hire: Restrict progressions so a booking can never jump from Reserved straight to Completed without passing through Picked up

3. Workflow Action — Change Booking Status

Requiply workflow editor with the new Change Booking Status action selected alongside the existing email and push actions

The automation engine gains a new action type: Change Booking Status. A workflow — triggered by a status reached, a payment status reached, or a booking being created — can now automatically move a reservation to another status, with no manual clicks.

What Changed

New Change Booking Status action, alongside the existing email and push notification actions

Combine it with any existing trigger: status reached, payment status reached, or booking created

Each automated change is recorded on the reservation timeline, prefixed with the workflow name for a clear audit trail

Loop-safe by design — a status change made by a workflow cannot trigger another status-change action, so automations never spiral

Where to Configure

Open Settings → Workflows, add or edit a workflow, pick a trigger, then choose the Change Booking Status action and the target status. Save, and the engine handles the rest.

Practical Use Cases:

Online-pay rental: When payment status flips to Paid, automatically move the booking to Confirmed — the customer never waits on a manual step
Studio: When a booking reaches its end time, auto-advance it to Completed so reporting stays accurate without staff touching it
Equipment hire: When a reservation is created from the public site, auto-set it to Pending review so the dispatcher knows it needs a look

4. Deposits & Returns

Requiply reservation actions menu showing Refund deposit and Refund payment options for a booking with a security deposit

Reservations now support a full security deposit lifecycle and refunds of both the deposit and the original online payment — all surfaced from the reservation actions menu, with a complete, auditable payment trail.

What Changed

Charge a security deposit per reservation, with a per-item deposit override and an organization-wide deposit policy

Refund deposit appears whenever a deposit has a remaining, non-refunded balance

Refund payment appears when the online charge is completed and still has a refundable balance

Partial refunds are fully supported — every refund is written as its own payment row, so the running totals always reconcile

How It Works

Online refunds are sent straight to the payment provider; pay-on-pickup and manual refunds are pure bookkeeping (staff flip those by hand). Configure deposits with a per-item override on the inventory item page, or set an organization-wide deposit policy in settings — then charge, partially or fully refund, and keep a clean record of every movement.

Practical Use Cases:

Camera rental: Hold a deposit on each booking; if gear comes back scratched, refund only part of it and keep an auditable note of why
Party equipment: Take a full deposit online, then refund it automatically once items are returned in good condition
Tool hire: Use a per-item deposit override so a high-value power tool carries a bigger hold than a hand tool

5. Change Payment Method on a Booking

Requiply Change Payment Method dialog with provider options and a generated payment link with copy, open, and regenerate controls

Staff can now change the payment method on an existing reservation — and for online providers, generate or regenerate a payment link on the fly, without recreating the booking.

What Changed

Switch a reservation between pay-on-pickup and online providers from a single dialog

Selecting an online provider generates a payment URL with copy, open, and regenerate controls — plus the provider's logo

Central provider catalog covering Plata by mono, LiqPay, and Stripe, each with its own logos, credentials, and supported currencies

Need a fresh link? Regenerate it in one click and resend it to the customer

Where to Configure

On a reservation, open the Change Payment Method dialog and pick a method — the change applies immediately, and for online providers a payment link is generated for you. Provider credentials live under Settings → Integrations → Payments.

Practical Use Cases:

Boutique rental: A customer who chose pay-on-pickup decides to pay online — switch the method and send them a fresh link in seconds
Equipment hire: A payment link expired before the customer paid — regenerate it without touching the rest of the booking
Multi-currency operator: Move a booking to the provider that supports the customer's currency, straight from the reservation

6. Book From Items or From Dates

Creating an internal reservation now supports two entry points via a simple mode toggle — so booking creation matches how your staff actually think about a request.

What Changed

Start from items — pick the items first, then choose the dates, the way it has always worked

Start from dates — choose a date window first, then see only the items available in that window

Date-bound availability uses the same engine as the public booking page, so internal and online bookings resolve availability identically

Switch between the two modes with a single toggle at the top of the Add Booking page

Where to Configure

Open Reservations → Add Booking and use the mode toggle to choose Start from items or Start from dates. In dates-first mode, you'll only ever see inventory that's genuinely free in the window you picked.

Practical Use Cases:

Event rental: A customer asks "what's free next weekend?" — start from dates and the list narrows itself to available items instantly
Camera hire: A regular wants a specific lens — start from items, add it, then pick the dates as usual
Equipment yard: Dates-first means staff never promise a machine that's already out, because unavailable items simply don't appear

Frequently Asked Questions

Do I have to use custom statuses, or can I keep the defaults?

Will a Change Booking Status workflow action cause an endless loop of automations?

Can I issue a partial refund on a deposit?

Does the booking QR work with a normal phone camera, or only the Requiply app?

If I change the payment method on a booking, does it lose its history?

When I start a booking from dates, how is availability calculated?

What's Next?

Version 1.2.4 puts your real-world workflow inside Requiply — deposits and refunds for the money, custom statuses and the Change Booking Status action for the process, and QR passes for the moment of pickup.

Here's what we're building next:

Official TypeScript SDK — a typed client for the public API, so anyone who wants a rental business website can describe it in Lovable, v0, Cursor, or any custom stack and get a working booking experience in hours, not weeks. The hard parts — availability math, payments, deposits, scheduling — stay Requiply's responsibility; the front end becomes yours to shape.

Have questions or suggestions? Write to us at info@requiply.com — we'd especially love to hear how deposits and custom status flows reshape the way you run your rentals.