Creating a Booking

There are two ways to create a booking in FlexiRent — from the Calendar or from the Order Management page.

Method 1 — From the Calendar

1. Go to Bookings → Calendar
2. Find the inventory item and date you want
3. Click on the date cell for that item
4. A Create New Booking modal will appear with the date and vehicle pre-filled

From the modal you can either:

• Click Start Booking to proceed with creating a booking
• Check Block Vehicle to mark the vehicle as unavailable for those dates without creating a booking — useful for maintenance, servicing, or other non-rental periods

Method 2 — From Order Management

Click the + Add Order button on the Order Management page to start a new booking without pre-selecting a vehicle or date.

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The booking process

Creating a booking follows a four step process shown at the top of the page: Customer → Rental Item → Payment → Confirmation

Step 1 — Customer

Enter the customer's details:

Field	Required	Description
Full Name	✅ Yes	Start typing to search existing customers and auto-fill their details
Email	✅ Yes	Customer's email address
Phone	No	Customer's phone number
Street Address	No	Customer's address
City, State, ZIP	No	Customer's location
Billing Address	No	Defaults to same as customer address

tip

Start typing a customer's name in the Full Name field and FlexiRent will show matching customers already in your system. Select one to auto-fill all their details instantly.

Click Next to proceed to Rental Item.

Step 2 — Rental Item

Select the vehicle or inventory item for the booking:

• Set the Start Date and End Date — the rental duration is calculated automatically
• Filter by Location and Category if needed
• All items available for your selected date range are shown
• If you started from the Calendar, your pre-selected vehicle will already be highlighted
• Click an item to select it — a tick confirms your selection
• The Order Summary on the right updates in real time showing the rental cost, tax rate, and transaction fee

Click Next to proceed to Payment.

Step 3 — Payment

Configure how the booking will be paid:

• Bill to Invoice — sets the customer into an invoice relationship where outstanding balances are billed via invoice
• Payment Method — select Credit Card or other available methods
• Collect payment now — check this to take payment immediately, or uncheck to book the vehicle without collecting payment (useful when you want to reserve the vehicle and collect payment later)
• Cardholder Name, Card Number, Expiration, CVV — enter card details if collecting payment now
• Deposit Amount — enter a partial amount to collect as a deposit, or leave blank to collect the full amount
• Order Notes — add any special instructions or notes for this order
• Order Status — set the initial status of the order (e.g. Pending, Confirmed)

Click Next to proceed to Confirmation.

Step 4 — Review & Confirm

Review the full order summary before submitting:

• Customer details
• Rental item and location
• Rental period
• Payment method
• Order total including tax and fees

Send Booking Confirmation — choose how to notify the customer:

• Send via Email — sends a confirmation to the customer's email
• Send via SMS — sends a confirmation text to the customer's phone

Click Confirm Order to complete the booking.

tip

You can uncheck Collect payment now on the Payment step if you want to reserve the vehicle for a customer and collect payment in person or at a later time.