Rental Inventory: Adding a New Item (Basic & Advanced)
Use this guide to add new rental items to your Inventory so they display on your website and can be quoted/Booked. It covers the essential fields and commonly used advanced options.
Video: Adding Inventory (Basic)
Prerequisites
- Access to Settings → Inventory.
- At least one Category to assign items to (recommended). Manage at Settings → Categories.
- A pricing approach decided (hourly, daily, or mixed).
- Optional: Images and a short description ready for the item.
Add a New Inventory Item
- Go to Settings → Inventory.
- Click “Add Inventory.”
- Name: Enter the item name (displayed on your quote page). For tracking multiple identical units, see Serial Numbers and Items with the Same Name.
- Quantity: Leave blank to auto-fill “1” on save, enter a number, or select “Unlimited.”
- Category: Assign at least one Category so the item shows on your website. Use “Primary” for the main breadcrumb when multiple categories are selected. Learn more: Categories.
- Images (optional): Add one or more images and reorder as needed. This improves customer engagement. More info about images.
- Description (optional): Add a short, clear description. You can insert a video via the description toolbar. Helpful for SEO: SEO resource.
- Setup/Tear-down time (optional): Enter minutes (e.g., 15/30/45/60). Defaults to 15 if left blank.
- Price: Add pricing. For details see Pricing.
- Click “Save.”
Advanced Options (Common Settings)
- Time Instead of Quantity: Rent the item for a set time window inside the event (e.g., character from 2–4 PM).
- Additional Deposits: Require extra deposits per item (fixed $ or %).
- Allow Discounts: Allow All, Admin-only, or No discounts for the item.
- Recovery Time: Add buffer hours to prevent back-to-back bookings for cleaning/turnover.
- Display on Pages/Documents: Choose where the item appears (website, quote page, packing list, etc.).
- Mark Inactive: Hide from new bookings and remove from your subscription count.
- Replacement Cost: Store for use in templates and internal references.
- Availability Buffer: Get warned when stock is getting low (highlights in yellow on leads).
For more detail, see: Rental Inventory: Advanced Settings.
Related Features You May Use Next
- Accessories (Add-ons): Attach choices like banners, servings, or add-on tables/chairs to a rental. Overview: Accessories.
- Packages: Bundle multiple items into one product with clear pricing and availability. Creating Packages.
- Serial Numbers & Same-Name Items: Track identical units individually and group them on your website. Learn how.
Use Cases
- Simple rental: Add a standard bounce house with images, a short description, and price. Assign to “Bounce Houses” category.
- Choice-based bundles: Create a package with required tables/chairs and a “Choose Your Bounce House” accessory.
Troubleshooting & FAQs
- The item doesn’t appear on my website. Make sure it has at least one Category assigned and is set to display on customer pages in Advanced Settings.
- The price isn’t showing as expected. Confirm you’ve set a price and that any accessory/package overrides are configured correctly. See Pricing.
- Quantity confusion. If left blank, quantity becomes “1” on save. Select “Unlimited” when availability shouldn’t be limited by stock.
- I have multiple of the same item. Create identical items and track with serial numbers; they’ll group on the customer page. See Serial Numbers.
- Need a quick quote. You can get pricing/availability fast by creating a new Lead and adding event time. See Quick Quote.
Video: Adding Inventory (Advanced)