Subrentals

Subrentals are how you rent out equipment you do not own. When a customer asks for something you do not have, or you are short a few units on a busy weekend, you hire the gear in from another rental company or a supplier and put it on the booking next to your own stock. The customer sees one normal rental line at your price; Requiply remembers what the supplier charged you, so you can see the profit on hired-in equipment.

Requiply tracks procurement status and internal costs while presenting the client with a normal rental line at the marked-up rate. Subrented gear is not added to your inventory and is not tracked as units you own.

An organization admin must first enable the feature under Settings → Organization → Features. Then set the default margin and your suppliers under Settings → Bookings → Subrentals, see Subrental settings.

Catalog products and one-off subrentals

There are two ways to add supplier-sourced stock:

• Catalog-backed subrental — create a reusable inventory product with Stock source: Subrental. Store its supplier, supplier rate, hourly/daily/monthly billing unit, and optional margin override. It keeps the normal SKU, category, images, pricing tiers, archive behavior, and catalog presentation.
• One-off subrental — add a custom line directly to a booking and enter a free-text name. It does not create a reusable inventory product.

Subrental catalog products are elastically available. They do not create individually tracked units or reduce an owned quantity. Confirm real supplier availability outside Requiply before committing to the client.

Subrental settings

Subrental settings define the default client markup and the suppliers available to supplier-sourced catalog products and booking procurement lines.

The page is under Settings → Bookings → Subrentals and appears once the feature is on.

Set the default margin

Enter a non-negative Default margin percentage and click Save changes. Requiply uses this value when a subrental product or one-off booking subrental does not provide its own margin.

The preview lets you select a catalog product and compare:

• the supplier price;
• the margin being applied; and
• the resulting client price.

The client rate is calculated as:

supplier rate × (1 + margin ÷ 100)

For example, a supplier rate of 100 with a 25% margin produces a client rate of 125. A margin saved directly on a subrental catalog product overrides this organization default.

Margin and pricing tier discounts

The subrental margin is not added on top of pricing tier discounts. Only the base rate carries the margin. When the product has a pricing tier group, the tier percentage is applied to the client rate as it is: with the rate above and a 90% tier for longer rentals, the client pays 90% of 125 per day, 112.50.

Manage suppliers

Open the Suppliers tab to list, add, edit, or delete suppliers. Each supplier has:

• a required name;
• an optional logo for light mode; and
• an optional logo for dark mode.

Suppliers can also be created without leaving the Add item or Add subrental dialog.

Changing the default margin or a supplier-sourced catalog product does not recalculate subrentals already added to bookings. The supplier rate and resolved margin are copied to each booking line when it is created.

Add a subrental to a booking

Open a booking and find Subrentals, then select Add subrental.

1. Choose Inventory for a catalog product or Custom for a one-off line.
2. Select or create a supplier.
3. Set quantity, supplier price, billing unit, margin, and procurement start and end dates.
4. Review the client-rate preview and save.

Catalog-backed lines prefill the product's supplier, rate, billing unit, and margin. One-off lines start with the organization's default margin. The saved booking line snapshots the supplier rate and margin, so later catalog or settings changes do not rewrite its economics.

Procurement status

New subrentals start at Planned and move forward through this workflow:

Planned → Ordered → Confirmed → Received → Returned

You can cancel from Planned, Ordered, or Confirmed. Returned and cancelled lines have no next status.

Cancelled subrentals are excluded from booking financial totals, analytics, and invoice output.

Costs, revenue, and profit

The booking shows each subrental's procurement period, billable units, supplier spend, client revenue, and profit.

• Client rate = supplier rate × (1 + margin ÷ 100).
• Supplier spend = supplier rate × quantity × billable units.
• Client revenue = client rate × quantity × billable units.
• Profit = client revenue − supplier spend.

Billing always uses at least one unit. Hourly and monthly billing count completed elapsed units; daily billing rounds elapsed time up to 24-hour periods, counted on your organization's local clock so a daylight-saving change does not add a day.

For a catalog subrental product with a pricing tier group, the tier percentage applies to the marked-up client rate. The tier itself is not marked up: a 90% tier on a product with a 20% margin charges 90% of the client rate, never 108%.

Add subrentals to invoice groups

If the booking has invoice groups, use the Invoice group selector on a subrental line. Leave it blank to keep the line in the ungrouped section. Cancelled lines never appear on the invoice.

If the feature is later disabled

Historical subrentals remain visible and can still appear on invoices. Adding, editing, advancing status, and changing invoice-group assignments are disabled until an admin enables the feature again. Historical lines can still be deleted.