Booking
Booking is where teams create, manage, and visualize every booking in the organization. It is the operational core of Requiply — inventory becomes revenue here, and the rest of the product (invoices, payments, calendars, notifications, workflows, reports) reads from the bookings created in this section.
Pages in this section
- Manage bookings — the central list view of every booking. Search, filter, expand rows to inspect items and services, progress statuses through rule-based transitions, reassign clients inline, and run per-row actions like export, edit dates, send email, view comments, refund, or delete. Columns and custom booking fields are driven by the org's saved table layout.
- Calendar — the visual, time-based view of the same booking data. Switch between Month, Week, and Day layouts, see overlaps stacked into lanes, and click any booking bar to open its detail page. Bookings are color-coded by booking status, and the current
modeanddateare reflected in the URL so any view can be deep-linked. - Add booking — the manual entry point for creating a booking: pick inventory items (with quantity), optional services (with editable price for Quote types), pickup and return dates, payment method, and an optional client. A live preview shows totals — including any client pricing discount — before submitting.
- Edit booking dates — move, extend, or shorten an existing booking without rebuilding it. A live check confirms availability (reassigning physical units automatically when needed), recalculates the total and deposit while preserving discounts, and adjusts the pending payment balance or online payment link to match.
- Edit booking items adds, removes, or requantifies the products on an existing booking. Availability is checked against the booking's dates, the total is recalculated, and the preview says exactly which physical units are released, reassigned, or left for pickup.
- Edit booking services adds or removes services such as delivery or setup on an existing booking and sets the agreed price of quote services. The total moves by the difference, and the deposit stays as it is.
- Booking cost adjustment gives one booking a discount or a surcharge: fewer or more days or months than its dates produce, a percentage, or a flat amount. The reason is printed on the invoice, and the adjustment is kept through later date, item, and service changes. The security deposit can be lowered, raised, or waived the same way, see Adjusting the deposit on one booking.
- Sell items on a booking adds goods for sale, such as memory cards or batteries, to a booking so the client pays for the rental and the goods in one combined invoice, and records returns of those goods.
- Pickup and return checklists — confirm each unit as it is handed over and as it comes back, before the booking changes status. Progress is saved so a checklist can be resumed, a return can be partial (units still with the client, returned damaged, or lost), and every confirmation lands on the booking timeline.
- Subrentals — add supplier-sourced catalog products or one-off procurement lines to a booking, move them through a controlled status workflow, and track supplier spend, client revenue, and profit.
- Money on a booking explains how the total, the deposit, the payments, and the amount due of a booking fit together, and how to adjust or refund the deposit on one booking.
- Invoice groups — organize owned products, services, and subrentals into named sections on one client invoice without splitting the booking or its payment.
- Booking documents — save generated invoices and export-template PDFs onto the booking instead of only downloading them, then send them for electronic signing and follow the signing status without leaving Requiply.
How booking connects to the rest of Requiply
| Area | How it relates to bookings |
|---|---|
| Inventory | The prerequisite. Without item groups the manage list, calendar, and add page all show the empty-inventory placeholder. Booked items have their availability decremented for the date range. |
| Clients | Selected on a booking, or created inline from the add page. A pricing discount on the client flows into the total automatically. |
| Services | Added alongside items. Quote-priced services can have their unit price edited at booking time. |
| Subrentals | When enabled, supplier-sourced products sit alongside owned inventory, tracked separately from physical units you own. |
| Documents and signing | Any generated PDF can be stored on the booking and, with a signing provider connected, sent for a qualified electronic signature. |
| Payments and invoices | Driven by the payment method chosen at creation. Active integrations appear next to Pay on pickup when the organization currency is supported. |
| Invoice groups | Control the order and headings of invoice lines, while keeping one booking, one discount, one deposit calculation, and one total. |
| Booking statuses | Drive the status popover on the manage table and the bar colors on the calendar. Each status carries a lifecycle that decides whether a booking counts as a pickup, return, or overdue item on the Dashboard. |
| Sales | When enabled, goods for sale can be sold on a booking. Their total is part of the booking total, never discounted, and taken off the stock. |
| Checklists | When enabled, a status flagged as pickup or return opens a per-unit checklist that has to be confirmed before the status changes. |
| Booking cost adjustment | When enabled, gives a single booking a discount or surcharge in periods, percent, or money, on the total, the deposit, and the invoice. The deposit has its own adjustment too. |
| Date & time settings | Working hours and holidays decide which days and times can be a pickup or a return on Add booking, Edit booking dates, and the client portal. |
| Workflows | Fire on booking creation and status changes, configured once at organization level and consumed by every page here. |
| Custom fields | Fields defined at the Booking level become extra columns and filters on the manage page once added to the table layout. |
Access and permissions
Every page in this section requires the Bookings permission. Users without it are redirected to /access-denied. None of these pages are admin-only — staff with the bookings permission can create bookings, change statuses, and run row-level actions even if they cannot manage other organization settings.
A few actions inside these pages also need a permission from the Booking creation section of the member's permission group:
| Permission | What it adds | Also needs |
|---|---|---|
| Allow booking outside of working hours | Picking pickup and return times outside the working schedule on Add booking and Edit booking dates, after a confirmation. | Nothing else. |
| Allow booking cost adjustments | Setting and editing the booking cost adjustment and the deposit adjustment. | Enable booking cost adjustments under Features. |
| Allow assigning units on booking creation | Scanning or typing unit codes on Add booking to pin specific units. | Allow assigning units on creation under Booking creation. |
Selling goods on a booking needs a permission from the Sales section instead: Allow selling items for Sell items and Return items, and Allow viewing sales to see the Sold items row. See Sell items on a booking.
Which actions a booking offers
The Actions menu of a booking, its row pencils, and the same menu in the mobile app only offer what the booking's state and your permissions allow right now. The server decides this for every booking, so the web and the mobile app always agree. In short:
| Booking state | Edit dates | Edit items | Edit services | Sell items |
|---|---|---|---|---|
| Active, not handed out yet | Yes | Yes | Yes | Yes |
| Active, handed out | Yes | No | Yes | Yes |
| Completed lifecycle | Yes | No | No | No |
| Cancelled lifecycle | No | No | No | No |
Return items, the refunds, Send email, Comments, Edit additional fields, and Delete follow their own rules. The full list is under Per-row actions.
Warnings on the booking page
When a unit the booking needs goes on maintenance or is lost, the booking page shows Some items can't be handed over until the pickup, with one line per product:
- {product}: assigned unit {units} is not available. A unit already assigned to this booking is out of service.
- {product}: needs {needed}, available {available}. Out of service: {units}. The booking has no specific unit yet, but there are not enough available units of the product for its dates.
Each unit is listed with its SKU and status, for example CAM-004 (On Maintenance). Take a unit off maintenance, mark a lost one as found, or change the booking. See Unit shortages.
Signing in and resetting your password
How to log in to Requiply on the web and in the mobile app, switch to another account when you are already signed in, reset a forgotten password, and why the reset email may not arrive.
Manage bookings
The bookings list: search by booking number, client name, phone, or email, filter by status, start and end dates, payment, origin, and cost, move bookings through their statuses, take payments, and open any booking.