In 15 minutes you'll have your yard set up, your units in Rental Manager and your first rental on the books, with Billing tracking every payment from then on.
What you need
- The email you signed up with, and the sign-in email we sent to it
- Your list of units, ideally a spreadsheet you can save as a CSV file: a unit number and size or type, plus the customer, rate, billing day and start date for anything already out on rent
- The details of one current rental: customer, phone, address, rate and billing day
Your first 15 minutes
Four steps, in this order. The welcome page walks you through them, and each one is saved as you go.
1. Sign in and pick what you rent
Open the link in your sign-in email. It takes you to your company's address, like yourcompany.nvisin.app, and asks you to Choose a password (at least 10 characters). If the link has expired, click Forgot password, or first time here? and we'll email a new one.
The first time you sign in, you see Let's get [your company] ready for its first rental. If you're asked to Pick what you rent, click the closest match, for example Portable toilets or Equipment & tools. It sets the words and fields Rental Manager uses. Pick Something else to type your own word. You can change it later under Settings & import → What you rent.
2. Add your yard
Give your yard a name, like "Main yard", and its address. Click Save and continue. This is where your units sit when they aren't out on rent.
3. Bring in your units
To add a few, click Add (it shows your own word, like Add a unit) and fill in the number and size.
To bring in a whole list, click Import a spreadsheet. First save your list as a CSV file: in Excel use Save as → CSV, and in Google Sheets use File → Download → Comma-separated values. Then open that file in Notepad (on a Mac, TextEdit), select everything, copy it, and paste it into the box. Don't copy the cells straight from Excel or Sheets, because the import can't read that. Click Import rows.
The first row needs column names, in any order. The import recognises the usual ones: unit number, size or type, colour, customer, contact, phone, email, site address, monthly rate, billing day, start date, payment method and notes. Rows without a customer are added as units in your yard. Rows with a customer and a rate become rentals too. A unit number that's already there isn't added twice. When it's done, check the start dates on Rentals, because spreadsheets often leave out the year.
4. Start your first rental
If your import didn't already create one, click New rental. Type the customer, for example "Fernhill Landscaping", their phone and the delivery address. Pick the unit, then set the Rate ($), how it's Charged (by the month, week or day, or one price) and the Billing day of month. Check the Delivery charge ($) and Also schedule the delivery, which start filled in, and change them if they don't fit. Click save.
That's your first result: the Dashboard now shows what's rented, your monthly rent roll, what's due this week and what's overdue, and Billing tracks the rental every month from here on.
Reference
Billing and payments
Billing shows each rental with a column per month. Monthly rentals are due on their billing day, weekly ones every 7 days, day rentals when they come back, and one-price rentals on their start date. Click a month to mark what's due in it paid, and click again to undo. On the Dashboard, Needs payment has a Mark paid button for each charge. Unpaid charges turn red once they're past the overdue days you set under Settings & import → Company. Rental Manager keeps track of what's paid. It doesn't send invoices or charge cards.
Deliveries and pickups
On Deliveries & pickups, click Schedule a move to book a delivery, pickup, swap or yard move with one of your haulers. Add your haulers under Settings & import → Company, separated by commas. Upcoming moves also show under Coming up on the Dashboard. To end a rental, open it and click End rental & schedule pickup. The unit shows as "Coming back" until the pickup is marked done.
Contracts signed online
On Contracts, click New signing link, fill in the customer and rental details, and click Create link. Then Copy, Email it or Text it to the customer. The link works once and lasts 30 days. It's only shown once, so if you lose it, cancel it and make a new one. The customer reads the agreement, initials the key terms, enters the card type and last 4 digits only, adds a photo of their ID and signs. They can then download the signed PDF. On your side it moves from Waiting for signature to Signed, ready to set up, where Create rental turns it into a rental.
Every company gets a standard rental agreement, set up for what you rent when you sign up. To change its wording, click Help & support. For paper contracts and ID photos, use Upload contracts and link each file to its rental.
Profit
Profit shows what each unit has earned against what it cost. Add the purchase price, and any repair or upgrade costs, when you open a unit on Inventory. Until you do, its profit is overstated.
Settings
Open Settings & import with the gear icon. Here you'll find your company name, yards, overdue days and haulers, What you rent, the fields shown when you add a unit, your logo and Look (colours and fonts; owners only), Import from a spreadsheet, Export my data and My password. The Standard plan includes one yard, up to 150 units (sold ones don't count) and 3 users.
Your team
Owners invite people under Settings & import → Users. Enter their email, pick their access and click Invite user. Staff can add and edit. View only can only look. Owner can also manage users and billing. Each person gets an email to set their password.
Getting your data out
Under Export my data, click Download ZIP for spreadsheets (CSV, which open in Excel or Google Sheets) of your units, costs, rentals, payments, deliveries and documents. Tick Also include contract and ID files to add the files too.
When your plan ends
You can still sign in and see everything, but not change anything. An owner restarts it under Settings & import → Plan & billing.
Help
Click Take the tour at the bottom of the menu for a quick guide to the page you're on. For anything else, click Help & support inside the tool.
Common questions
The import says it couldn't find the header row. What's wrong?
Usually the rows were copied straight from Excel or Google Sheets. Save the sheet as a CSV file, open it in Notepad or TextEdit, copy everything from there and paste again. Also check that the first row has the column names, including one for the unit number or size.
Can I try it without touching my real data?
Yes. Add ?sample=1 to the end of your address, like yourcompany.nvisin.app/?sample=1, to open a made-up company. Changes there stay in your browser, and Start over resets it.
Does Rental Manager store card numbers?
No. Only the card type and last 4 digits are kept. Take full card details through your usual card machine or payment processor.