PRODUCT

Rental Inventory and Sales Manager Excel Template

PURPOSE

This Excel template can be used to manage inventory and orders in a rental business. If you are renting assets to your customers for a duration and charging for the rental, this template can help. You can manage all your assets, customers and orders in this template. Determining availability of assets at any given point of time is instant. You can also create invoices that can be printed or exported as PDF. In addition, you can quickly view and analyze sales performance in the built-in Sales report. The Rental Business Manager can be used regardless of the items being rented in your business. Some of the examples are equipment rental, furniture rental to parties or events, renting wedding items to weddings, construction equipment rental, audio video equipment rental, bike rental, sports equipment rental and book rental.

REQUIREMENTS

Microsoft Excel 2010, 2013, 2016 for Windows; Microsoft Excel 2011 or above for Mac.

PRODUCT TOUR VIDEO

FEATURES

  • Know current availability of assets in your inventory to rent
  • Know availability of assets for any date in the future
  • Create invoices instantly. Print or export as PDF and e-mail.
  • Customize invoices easily as per your need
  • Apply discounts
  • Customize tax rates at product level
  • Manage all assets (active and retired) in one place
  • Readily available Sales Report (Revenue by month, Top 10 Asset Categories, Top 10 Assets)

 

BENEFITS

  • Improved Business Management
  • Save time
  • Save Money compared to costly software
  • All within Microsoft Excel

 

LIMITATIONS

  • Supports businesses with only 1 warehouse location
  • Not supporting bar code scanning

 

 

 

HIGHLIGHTS

HIGHLIGHTS OF RENTAL BUSINESS MANAGER

The following are the key features of the Rental Business Manager.

ORDER MANAGEMENT

Easy to enter rental orders

Enter order number, Order Date, Customer Name, Rate Type, Rent Out and Return Dates.

Entering Rental Orders in Template - Basic Information
Entering Rental Orders in Template – Basic Information

 

Then, enter specific Assets/products to be rented. Customize quantity & unit price.

Based  on user feedback, the template now can support renting multiple units of an asset. For example, 10 Chairs or 5 tables.

Rental Business - Order Details- full Sample entry
Rental Business – Order Details- full Sample entry

CHECK AVAILABILITY OF RENTAL ASSETS

In the rental business, one of the most critical needs is to know how many units of an asset will be available for a specific duration that the customer is needing. We can check availability in two ways.

Before entering the order details, we can use the simple availability checker to view available units of an asset for a specific date range (90 day max).

Check Availability of a product for specific date range
Check Availability of a product for specific date range

 

We can also use the Availability calendar to see the number of available assets. This view reflects the overall availability considering all the orders that we have entered in the template.

Rental Availability Calendar - Easy to Customize
Rental Availability Calendar – Easy to Customize

 

Rental Availability Calendar - View rented quantity of assets
Rental Availability Calendar – View rented quantity of assets

 

VIEW AND PRINT INVOICE

After we enter all the order details, the invoice sheet can populate the invoice automatically for us. We can come to this sheet anytime and just enter an order number to instantly create the invoice.

Rental Business Invoice - Customize Invoice easily - Ready to print or export to PDF
Rental Business Invoice – Customize Invoice easily – Ready to print or export to PDF

 

We can easily print the invoice or export to PDF. The invoice can handle up to 65 line items. The first page displays 20 line items and the second page 40 line items.

 

ACCOUNTING / FINANCE MANAGEMENT

The template has several accounting features built-in.

We can track payments made by customers. The template then calculates the due amounts.

Accounting - Accounts Receivable - Tracking Payments Due
Accounting – Accounts Receivable – Tracking Payments Due

 

We can filter to all unpaid invoices easily.

Identifying unpaid invoices
Identifying unpaid invoices

 

We can handle tax rates at Order level and also choose which products are taxable at product level. Similary, discounts can be product level discounts as well as Order level discounts. The calculations are automatically done by the template.

Invoice shows order subtotal, tax, discounts and total order amount
Invoice shows order subtotal, tax, discounts and total order amount

 

We can also track operational expenses in our business. This will be summarized in the Report.

Enter Business Operational Expenses in the template
Enter Business Operational Expenses in the template

 

EFFECTIVE DATA MANAGEMENT

We can manage all the customer data, order data and product data in one workbook. Data management is simple and easy.

Enter list of Rental Assets or Products
Enter list of Rental Assets or Products

 

Enter list of customers and their data
Enter list of customers and their data

 

PERFORMANCE REPORTING

The template provides an interactive 5 page report sheet that is automated.

We can view the current inventory levels in stock and quantity rented out.

Report - Current Status of Inventory and Finance (money)
Report – Current Status of Inventory and Finance (money)

 

We can view summary metrics for any date range.

Business Summary Metrics in Report Sheet for any date range
Business Summary Metrics in Report Sheet for any date range

 

Monthly metrics are shown as table and a chart.

Monthly Metrics in table format - Rental Quantity, Revenue, Charges, Discounts and Expenses
Monthly Metrics in table format – Rental Quantity, Revenue, Charges, Discounts and Expenses

 

Monthly Metrics in Chart format - Showing monthly trends
Monthly Metrics in Chart format – Showing monthly trends

 

One of the critical insights needed is to know which products are performing well and which are not. We can view top or bottom performing asset categories and assets.

Top and Bottom Performing Asset Categories
Top and Bottom Performing Asset Categories

 

Top and Bottom Performing Assets
Top and Bottom Performing Assets

 

We may want to drill down into specific product/asset and see the performance in more detail.

Product Performance - View current inventory levels as well as monthly metrics
Product Performance – View current inventory levels as well as monthly metrics

 

Understanding which customers are contributing the most to the business is helpful in nurturing those business relationships as well as focusing on how to improve business from other customers.

Top Customers in terms of Rental Revenue
Top Customers in terms of Rental Revenue
Metrics for specific customer - Inventory, Sales, Accounting
Metrics for specific customer – Inventory, Sales, Accounting

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