Your rentals, contracts and maintenance. Together.

Daily hire and annual agreements need different follow-up.

A boat goes out for a few hours, a berth belongs to the same customer for a year, and a chalet welcomes new guests after each stay. Waterwerf runs these activities alongside each other. Rental periods differ, but the same office team handles the questions.

The setup starts with separate collections for boats, berths and properties. Each has suitable arrangements: a collection time for the boat, a contract term for the berth and an arrival time for the chalet. Customer details and documents remain accessible from those agreements.

For staff, the day starts with what needs attention. This example brings together the return check for Luwte Boat, cleaning at Oever Chalet and the renewal proposal for berth A-12. Open an item to see who can take it forward.

Connect different agreements to the same customer.

Iris Meijer has a permanent berth for sailing boat Merel and also hires a boat for Tuesday. When she calls, you need both agreements. A separate customer list for every activity would mean maintaining the same contact details several times.

Iris is one contact in this example. Her berth, annual contract and separate hire agreement are connected to that contact. Move from the customer record to the reservation and from the reservation to the boat. A colleague can see which agreement a question concerns.

Which details belong where?

Keep permanent details with the asset: capacity, location, inventory and maintenance. Put the period, hirer and handover arrangements with the reservation. Record the term and conditions with the contract. The boat's history then remains available when the next hirer arrives.

An empty calendar slot does not mean an asset is ready to hire.

Rental businesses have two schedules to coordinate: when customers use an asset and when the team works on it. Luwte Boat returns at 14:00. Joost then needs to check the battery, inventory and any issues.

Cleaning at Oever Chalet is scheduled from 11:00 to 12:30. Alex and Sam arrive at 16:00. The gap allows time to check the key or resolve a reported problem. Femke still needs to confirm the cleaning appointment in this example.

Define the handover

For each handover, record who is responsible, when work must be complete and what needs checking. When accepting a new reservation, also check maintenance and preparation time. A reserved period alone does not tell you whether an asset is ready to use.

Keep the current agreement. Prepare next year separately.

An annual berth needs different follow-up from an afternoon's hire. The current agreement for A-12 runs until 31 December 2026. For 2027, the office needs to review the period, amount and terms while retaining access to the current agreement.

Show what has been agreed and what remains a proposal. Who checks the new amount? Which document covers the current period? Has the customer approved the next period? These questions belong with the contract record, connected to the berth and customer.

Try the action for A-12: prepare a draft proposal and see it in the overview. Nothing is renewed, signed or invoiced in this demo. You can assess whether the process fits your recurring agreements first.

From rental agreement to approval and invoicing

For a new rental agreement, record the period, terms and extras in the proposal. Connect a document requiring a signature to the agreement through SignIQ. Share the hirer's documents in the customer portal. Email, WhatsApp and call notes give the office context for follow-up questions.

Before invoicing, check the agreed period and charges. An annual berth can use a recurring invoice. Review the term, amount and conditions again at renewal; an invoice series does not establish the customer's approval of a new contract.

Keep maintenance and issues with the asset.

An issue reported on return also matters for the next hire. If a boat's charging connector is faulty, that information must be available to both the workshop and the colleague taking new reservations.

At Waterwerf, Stroom Boat is unavailable for hire while Joost checks its charging connector. The maintenance issue links to the boat. The boat record shows why it is under maintenance. Its availability stays connected to the outstanding work.

Keep more than the initial report

Record who is handling the problem, what was checked and the outcome. Decide who reviews release back into service and updates rental status. When another problem occurs, the team can consult earlier findings even if another colleague handles the hire.

Start with what you rent out and what your team needs to know.

The marina makes the example concrete, but vehicles, bicycles, equipment and storage raise the same questions. The asset changes; you still need to know each customer's agreements, availability and who handles follow-up.

Start with one common rental and follow it through enquiry, agreement, preparation, handover and completion. Decide which details you need. Then add variations such as hourly hire, a longer term or a return inspection. Activities can have different work stages.

In SideIQ, a customised overview is called a collection. In the proposal below, you can change its name, stages and an extra field. Example data shows the effect of your choices. Rio then helps you create a personal example for your business; we agree the final setup together.