Your first booking end to end

Follow one booking through its whole life in Requiply, from the moment a customer asks for equipment until it is back on the shelf and paid for. Each step links to the page that covers it in detail. The steps use the statuses every organization starts with: New, Confirmed, In progress, and Completed. If you renamed them or added your own, the flow is the same with your names.

Before the pickup

1. Create the booking

Open Bookings → Add booking, or press Cmd/Ctrl + Shift + B anywhere in the app.

1. Pick the items under Booking items and set the quantity.
2. Pick the pickup and the return on the Booking dates calendar. Fully booked days are struck through in red.
3. Leave Payment method on Pay on pickup, or pick a connected payment provider to get an online payment link.
4. Pick the client under Client, or click Create client to add one.
5. Check the total in the preview on the right and click Create booking.

The booking gets your Default status for new bookings, New unless you changed it under Booking creation, and you land on its page. Its items are now held for those dates, so the calendar and every other booking see them as taken. See Add booking for every option on the form.

2. Confirm it with the client

Once the customer agrees, click the arrow next to the status tag on the booking page and pick Confirmed. Only the moves allowed under Booking statuses are offered.

A workflow can tell the client for you: with a Status reached → Confirmed workflow, the client gets your confirmation email or message the moment the booking is confirmed. See Workflow recipes.

3. Send the invoice or the agreement

Click Export on the booking page, pick PDF Invoice or one of your export templates, such as a rental agreement, and click Save. The PDF is stored in the booking's Documents card, ready to print, email, or send for signing.

4. Take the payment

The booking page has a payment ledger: Paid, one row per charge, and Amount due. When the customer pays in person, click the pending row and change its status in the payment popover. For an online payment, click Copy payment link or Create payment link next to the amount due and send the link to the customer. See Money on a booking.

Pickup, return, and after

5. Hand the equipment over

When the customer collects the gear, move the booking to In progress with the status arrow. With pickup and return checklists on, the arrow opens the pickup checklist first: tick or scan every unit as it leaves, then click Confirm. Without checklists, the status changes at once.

The day's pickups and returns are also listed on the Dashboard, with the same status arrow.

6. Take it back

When the equipment comes back, move the booking to Completed. With checklists on, the return checklist lists what went out: tick what came back and click Confirm. A unit that did not come back, or came back broken, gets Still with the client, Returned damaged, or Lost. See Returns and partial returns.

7. Return the deposit

If the booking had a security deposit, give it back once the equipment has been checked: click Refund deposit in the booking's deposit section, or in the actions menu next to Export. You can keep part of it for damage and note why. See Refunding a deposit.

8. See it in your reports

A completed booking counts as revenue: its payments show up in Analytics and Reports, and the deposit never does. A booking that is still active after its return date shows as overdue on the Dashboard, and an unpaid balance counts toward Outstanding.

Doing it from your phone

Every step above also works in the Requiply mobile app: create the booking with New booking, change the status on the booking screen, and work through the checklists with the camera scanner. See Bookings in the mobile app.