Equipment Rental Agreement Flow Checklist

Create these six records before running the rental equipment process flow. Setting them up in advance keeps billing, tracking, and recovery consistent across clients.

• Rental configuration type
• Rental agreement type
• Agreement class product
• Inventory class product
• Rental expiration tracking workflow rule
• Ticket template for rental recovery

Setup checklist

Create the rental configuration type

1. Go to System > Setup Tables.
2. Select the Configuration Setup table.
3. Use Questions + to add custom questions that capture important details about each rented device.

Note: Configuration records include these fields by default: install date, expiration date, vendor, manufacturer, model, serial number, and friendly name. Use custom questions only for fields not already covered.

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Create the rental agreement type

1. Go to System > Setup Tables.
2. Create a new agreement type named Equipment Rental.
3. In the Covered Work Roles and Work Types pod, use the double arrows to move all options to the Not covered boxes.

This agreement type bills for rented hardware only — it’s separate from any managed service agreement, so covering work roles and work types is rarely appropriate.

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Create the agreement class product for billing

1. Go to Procurement > Product Catalog.
2. Create a new product record to use when quoting and billing for the rental.
3. Set the product class to Agreement.
4. Enter the hardware rental agreement details, including any text you want to appear on the agreement invoice, and set the unit price to your monthly billing amount.

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Create the inventory class product

1. Go to Procurement > Product Catalog.
2. Locate or create the inventory (or non-inventory) product record that represents the hardware during the sale.

Note: This product is typically sourced from a vendor through CPQ and added to the PSA product catalog when the quote is won. It updates the opportunity record at that point. For information on tracking inventory or updating your accounting package for rental equipment, refer to the ConnectWise documentation on HAAS and SAAS when using QuickBooks.

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Create the rental expiration tracking workflow rule

1. Go to System > Setup Tables > Workflow Rules.
2. Create a new workflow rule to track rental equipment expiration dates.
3. Add the following triggers joined by AND:
   • Configuration Type is {value} — select Rental Equipment or your configuration type name.
   • {value} days before Configuration expiration date — enter 14 or more days.
4. Select Actions + > Create an Activity.
5. Set the Create for field to the service manager or the appropriate team role.
6. Add any instructions needed to guide your team through the follow-up task.

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Create a ticket template for rental equipment recovery

1. Go to System > Setup Tables > Ticket Templates.
2. Create a new record.
3. Enter Rental Equipment Recovery in both the Template and Ticket Summary fields.
4. Fill in the task list with each step your team must take to recover the rented hardware.

Include budget hours, helpful notes, and links to internal procedures. The task list is what makes this template useful — don’t leave it empty.