Core concepts

These are the words Requiply uses across the app and throughout this documentation. Each one links to the page that explains it in full.

Item group

An item group represents one type of product you rent out. It can hold a single physical thing or many identical ones that customers think of as the same product.

For example, Rode PSA-1 is an item group. If your warehouse has three Rode PSA-1 microphone arms, all three belong to that one group, because a customer booking "a Rode PSA-1" does not care which of the three they get.

Item groups keep the catalog clean: you publish one product rather than three near-identical listings, and Requiply works out how many are free on any given date. See Add item.

Item, unit, and SKU

An item is one physical thing in your warehouse: a single microphone arm, one van, one cabin. The documentation and the app also call this a unit, especially in pickup and return checklists and when scanning barcodes. Item and unit mean the same thing.

Every item belongs to an item group, and each one is tracked separately. That is what lets Requiply say one Rode PSA-1 is out on a booking while another is available and a third is under maintenance, each with its own status, serial number, and repair history.

Both levels carry a SKU, and they are different identifiers:

Requiply generates both automatically and you can edit either. A serial number is different again: that is the manufacturer's own number for the unit, stored alongside the item SKU and never used to identify it inside Requiply. See Manage inventory.

Booking

A booking is one rental: a client, a pickup date and a return date, the items and services they are taking, and what they owe for it. Creating a booking is what reserves the stock, so nobody else can take the same units for overlapping dates.

Your team creates bookings inside Requiply on Add booking, and customers can create them for themselves on the client portal. In the API and in some older screens a booking is still called a reservation; it is the same record.

Booking status

A status is the stage a booking has reached, such as New, In Progress, or Completed. Statuses decide whether a booking holds stock, whether a checklist has to be completed first, and whether it counts as active, completed, or cancelled in reports. Every organization starts with seven statuses and can rename, recolor, add, and delete them, and decide the transitions between them. See Booking statuses.

Client

A client is one of your customers: their contact details, rental history, what they owe, any discount they get, and any custom fields you have added. See Clients.

Service

A service is something chargeable that is not a physical rental item, such as delivery, collection, setup, cleaning, or an operator's time. Services are added to a booking alongside items and appear on the invoice. See Services.

Deposit

A deposit is a refundable amount you hold against damage, loss, or late return. It is charged with the booking, kept separate from revenue in reports, and refunded in full or in part once the equipment is back. See Deposits.

Subrental

A subrental is equipment you do not own, hired in from a supplier to fulfil a booking. Requiply tracks what the supplier charges you and what you charge the customer, so the profit on hired-in gear is visible. See Subrentals.

Sale and equipment for sale

Equipment for sale is a product you sell instead of renting, such as a memory card or a battery pack. It has a flat price and a stock count instead of units, and never appears in availability. A sale records goods sold, either on its own with its own payment or on a booking, where the booking's invoice collects it. Both need Sales switched on.

Pricing tier

A pricing tier makes an item cheaper per day the longer it is rented, by charging a percentage of the base price for each duration range. It reacts to the length of the rental only, not to the calendar. See Pricing tiers.

Pricing discount

A pricing discount is a percentage attached to one client, so that customer automatically pays less on every booking. There are no voucher or coupon codes in Requiply. See Pricing discounts.

Custom field

A custom field stores something Requiply does not track by default, such as a passport number on a client or a purchase date on an item. You create the field, then choose which records it applies to. See Entity fields.

Workflow

A workflow is an automation: when something happens to a booking, and your conditions match, Requiply sends an email or message or updates the booking, without anyone remembering to do it. See Workflows.

Permission group

A permission group is a named set of permissions that you assign people to, rather than ticking the same boxes for every new hire. It decides which pages and actions each team member can reach. See Permission groups.

Location

A location is a place you operate from: a branch, warehouse, shop, pickup point, or service area. Locations supply the address and directions shown on bookings, invoices, and to customers. See Locations.

Client portal

The client portal is your customer-facing rental website at portal.requiply.com/<your code>. It uses your organization details, catalog, pricing, and booking rules so customers can browse what you offer, book it themselves, and sign in afterwards to follow, pay for, or cancel a booking. See Client portal.

Organization

An organization is your workspace: one business, with its own catalog, clients, bookings, team, currency, and subscription. Everything you create lives inside it, and the people you invite all work in the same one.