How to rent out equipment and track returns
Hiring items out — tools, equipment, gear — doesn’t fit a normal sale, and most POS software can’t do it. RushFlow’s Rentals handle the whole cycle: rent an item out for a period, take a refundable deposit, flag overdue returns, and bill by the actual duration when the item comes back.
Step by step
- Create a rental agreementWeb: Rentals → New. Choose the customer and item, the rate type (daily / weekly / monthly) and rate, the deposit, and the start and expected-return dates. The item is now Out.
- Watch for overdueThe Overdue toggle flags items still out past their expected return, so late kit is chased, not forgotten.
- Check the item back inOn Return, RushFlow recomputes the charge from the real duration and settles the deposit — refund it, or forfeit it (e.g. for damage).
How the money is handled
The deposit is recorded as a refundable deposit (a liability), not income — so it never inflates your revenue. The rental charge is recognised as rental income when the item returns; the deposit is then refunded or forfeited. Because the item comes back, a rental does not relieve inventory as a sale would.
Frequently asked questions
Can RushFlow handle rentals or equipment hire?
Yes. You rent an item out for a period with a refundable deposit, flag overdue returns, and bill by actual duration on return — refunding or forfeiting the deposit.
Is the rental deposit treated as income?
No. It’s recorded as a refundable deposit (a liability). It’s only refunded or forfeited on return; the rental charge is the income.
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