Overview #
Create a rental job when one or more assets need to be temporarily supplied to a customer, project, site, business unit or another authorised recipient.
The rental job brings together the recipient, rental period, destination, responsible users, instructions and allocated assets.
In this guide, you will create the main rental-job record. Assets are added and allocated in the next stage.
Before you begin #
Before creating a rental job, confirm that:
- The rental request has been authorised
- The customer, project or recipient is available in AssetIQ
- The destination or rental location is known
- The planned start and return dates are understood
- The responsible coordinator has been identified
- Required delivery or collection information is available
- Commercial documents are handled through the appropriate process
- You have permission to create rental jobs
You do not necessarily need to know the specific assets before creating a draft, but the job should not be confirmed until its requirements are clear.
Important: Creating a rental job does not by itself confirm asset availability, reserve an asset, authorise dispatch or create an invoice.
Open Rental Management #
- Sign in to AssetIQ.
- From the sidebar, open Rental Management, Rental Jobs or the corresponding module.
- Open the rental-job list.
- Select Create, Add Rental Job or the corresponding new-job action.
The rental-job form opens.
Use the exact module and button names displayed in your AssetIQ environment.
Check for an existing rental job #
Before creating a new record, search for an existing rental using:
- Customer or recipient
- Project
- Job reference
- Rental location
- Planned dates
- Purchase-order or quotation reference
- Another external reference
This helps prevent duplicate rental jobs.
If a record already exists, confirm whether it represents:
- The same rental request
- A previous rental for the same recipient
- A related but separate job
- A cancelled or completed rental
- A job that should be updated instead
Do not create a second rental job for the same request unless your organisation’s process requires separate records.
Enter the rental-job title #
Enter a short, meaningful title that helps users recognise the job.
A useful title may include:
- Customer or project
- Site or location
- Main equipment requirement
- Rental period or month
- Internal job reference
Preferred titles #
- Apex Construction – Melbourne Site Crane Rental
- Project Windfarm North – September Equipment Hire
- East Warehouse – Temporary Forklift Rental
- Customer ACME – Generator Rental September 2026
- Project P-1042 – Lifting Equipment Allocation
Titles to avoid #
- New Rental
- Equipment Hire
- Rental Job
- September Job
- Customer Rental
AssetIQ may generate a separate rental-job number automatically. Do not manually duplicate the system reference in the title unless required by your organisation.
Enter the rental-job reference #
If a reference field is available, enter or confirm the applicable identifier.
The reference might be:
- An automatically generated rental number
- Customer request number
- Project number
- Quotation number
- Purchase-order number
- Sales-order number
- Internal job reference
- Contract reference
Use each reference field for its intended purpose. Do not place several unrelated identifiers into one field when separate fields are available.
If AssetIQ generates the rental-job reference automatically, do not overwrite it.
Select the customer, project or recipient #
Select the party or operational purpose receiving the assets.
Depending on your configuration, this may be:
- Customer
- Customer project
- Internal project
- Business unit
- Site
- Department
- Employee
- Another authorised recipient
After selecting the recipient, confirm:
- Correct name
- Customer or project number
- Legal or trading entity
- Business unit
- Primary contact
- Billing or commercial reference, where applicable
Customers or projects with similar names should be verified using a unique identifier.
If the required recipient is missing, contact the appropriate administrator rather than selecting an unrelated record.
Select the rental location #
Enter or select where the assets will be delivered, collected or used.
The location may be:
- A customer site
- A construction project
- A warehouse
- An office
- An internal operational site
- A temporary job location
- Another configured location
Confirm information such as:
- Site name
- Address
- Access instructions
- On-site contact
- Delivery area
- Working hours
- Safety or induction requirements
Do not assume the customer’s main address is the rental destination.
Enter the rental period #
Enter the planned dates for the rental.
Depending on the available fields, this may include:
- Planned preparation date
- Planned dispatch date
- Rental start date
- Planned return date
- Collection date
- Delivery date and time
- Return time
Rental start date #
Enter when the rental or temporary allocation is expected to begin.
This may be the planned dispatch date or the date the recipient is authorised to begin using the asset, depending on your organisation’s process.
Planned return date #
Enter when the assets are expected to return.
The planned return date should:
- Be later than the start date
- Reflect the agreed rental period
- Allow for transport where required
- Consider scheduled maintenance
- Support availability planning
- Reflect an approved commercial or operational commitment
Do not use an arbitrary distant date when the expected return date is known.
Important: Planned dates do not prove that an asset is available. Availability must be checked after assets are selected.
Enter the responsible person #
Select the user responsible for coordinating the rental job.
The rental coordinator may be responsible for:
- Reviewing the rental request
- Allocating assets
- Coordinating asset preparation
- Confirming dispatch
- Monitoring the rental period
- Recording extensions
- Following up on overdue returns
- Coordinating the return
- Ensuring the job is closed
Before assigning responsibility, confirm that the user:
- Is active in AssetIQ
- Can access the customer, project or site
- Has the required rental permissions
- Understands the rental requirements
- Can monitor the job through its lifecycle
Do not leave responsibility unclear when several teams are involved.
Add the primary contact #
Where available, select or enter the person responsible at the customer, project or rental location.
Contact information may include:
- Name
- Organisation
- Job title or role
- Telephone number
- Business email address
- Site contact details
- Preferred communication method
Confirm that contact information is current and appropriate for operational use.
Avoid placing unnecessary personal information in general notes.
Enter delivery or collection details #
Record how the assets will reach the rental location.
Information may include:
- Delivery by your organisation
- Collection by the customer
- Third-party transport
- Planned dispatch time
- Delivery window
- Collection location
- Transport provider
- Vehicle information
- Loading requirements
- Access restrictions
- Site induction requirements
- Handover contact
- Special handling instructions
These details help coordinate preparation and dispatch but do not replace formal transport documentation where required.
Describe the rental requirement #
Use the description or notes field to explain the purpose and requirements of the rental.
Include information such as:
- Work or project being supported
- General equipment requirement
- Expected operating environment
- Required capacity or capability
- Required components and accessories
- Known site restrictions
- Special inspection requirements
- Expected operating hours
- Return expectations
Preferred description #
“Provide one 10-tonne-capacity forklift with charger and fork extensions for temporary warehouse operations at the East Distribution Centre. Delivery required before 8:00 AM on 8 September. Site induction applies.”
Description to avoid #
“Forklift required.”
Do not select a specific asset in the description when allocation has not yet been confirmed.
Add asset requirements #
If AssetIQ provides a requirements section before asset selection, record what is needed.
Requirements might include:
- Asset category
- Asset type
- Required capacity
- Quantity
- Required attachments
- Required certification
- Required operating range
- Site compatibility
- Fuel or power type
- Transport limitations
- Operator requirements
Clear requirements help users select suitable assets during allocation.
Set the job priority #
If a priority field is available, select the level that represents the operational urgency.
Priority may depend on:
- Project start date
- Customer commitment
- Availability of alternative equipment
- Safety or continuity requirements
- Transport lead time
- Preparation effort
- Commercial obligations
Use priority consistently. Do not classify a routine future rental as urgent solely to accelerate processing.
Add commercial references #
Where fields are available, enter relevant references such as:
- Quotation number
- Purchase-order number
- Contract number
- Sales-order number
- Customer request number
- Cost centre
- Project code
A rental job may support operational fulfilment while commercial transactions are managed in another system.
Note: Creating or completing an AssetIQ rental job does not necessarily approve commercial terms or generate customer billing.
Add instructions and notes #
Include operational instructions that users need to prepare, dispatch, monitor or receive the assets.
Examples include:
- Complete a pre-dispatch inspection
- Include two battery chargers
- Photograph all accessories at handover
- Contact the site manager before delivery
- Record the hour-meter reading at dispatch and return
- Asset must be cleaned before site entry
- Return inspection required before future allocation
Do not place passwords, payment details or unnecessary sensitive information in the notes.
Add supporting documents #
Where attachments are available, add relevant documents such as:
- Approved rental request
- Quotation
- Purchase order
- Customer instructions
- Site-access details
- Equipment specification
- Delivery instructions
- Insurance or compliance documents
- Previous correspondence
- Project requirements
Confirm that documents:
- Relate to the correct rental job
- Are current
- Are readable
- Are authorised for storage
- Do not duplicate unnecessary information
- Can be accessed by the responsible users
Review the rental-job details #
Before saving, confirm:
- The title is clear
- The reference is correct
- The correct customer, project or recipient is selected
- The rental location is accurate
- Planned dates are valid
- The responsible coordinator is assigned
- Contact information is correct
- Delivery or collection details are recorded
- Requirements and instructions are clear
- Commercial references are included where required
- Supporting documents are attached
- No duplicate job exists
Correcting these details before asset allocation reduces the risk of scheduling and dispatch errors.
Save the rental job #
After reviewing the information:
- Select Save, Create or the corresponding confirmation action.
- Wait for AssetIQ to confirm that the record was created.
- Open the new rental job.
- Note its rental-job number or reference.
- Confirm that the entered information is displayed correctly.
- Check the initial status.
The rental job may remain in Draft until assets are allocated and the required review is complete.
Add assets after saving #
After creating the main rental record, the next step is to add the required assets.
Before allocation:
- Review the job dates
- Confirm the asset requirements
- Search for suitable assets
- Check each asset’s availability
- Review maintenance or inspection restrictions
- Add required components and accessories
See Add and Allocate Assets to a Rental Job.
Edit a draft rental job #
If information changes before confirmation:
- Open Rental Management.
- Find and open the draft job.
- Select Edit.
- Update the required information.
- Save the changes.
- Review any effect on asset availability.
- Notify affected users where necessary.
Changing dates or locations after assets have been allocated may create conflicts. Recheck availability whenever the rental period changes.
Confirm the rental job #
Depending on your workflow, the rental may require a separate confirmation or submission action.
Before confirming:
- Complete all required fields
- Add the required assets
- Check availability
- Resolve scheduling conflicts
- Confirm approvals
- Review preparation and dispatch requirements
- Confirm commercial authority where required
Then:
- Select Confirm, Submit, Schedule or the corresponding action.
- Review the confirmation message.
- Confirm the action.
- Check that the status has changed.
- Confirm that allocated assets remain linked.
Do not confirm the rental while significant information or availability checks remain incomplete.
Cancel a draft rental job #
If the rental will not proceed:
- Open the correct rental job.
- Confirm that no asset has been dispatched.
- Select Cancel or the corresponding action.
- Enter the cancellation reason.
- Confirm the cancellation.
- Check that reserved assets have been released.
- Notify affected users.
Retain the cancelled record where required for operational and audit history.
Common issues #
The required customer or project is unavailable #
Confirm that you are signed in to the correct organisation and search using a unique identifier.
The record may be inactive or outside your access. Contact the relevant administrator rather than selecting another recipient.
The location is missing #
The required location may not have been configured or may be inactive. Contact your AssetIQ administrator.
The end date cannot be saved #
Confirm that the planned return date is later than the start date and that all required date fields are complete.
The responsible user is unavailable #
The user may be inactive or lack access to Rental Management, the recipient, business unit or location.
The rental job cannot be saved #
Check for:
- Missing mandatory fields
- Invalid dates
- An unavailable recipient
- Missing responsible user
- Invalid reference
- Open validation messages
A duplicate rental was created #
Review both records before further work occurs. Retain the correct job and cancel the duplicate with an explanation if permitted.
The wrong customer or project was selected #
Correct the draft before allocating or dispatching assets. If the job has already progressed, follow your organisation’s authorised correction process.
The status remains Draft #
The job may still require assets, availability confirmation, approval or another workflow action.
Recommended practices #
When creating rental jobs:
- Search for duplicates first
- Use a clear and recognisable title
- Select recipients using a reliable identifier
- Confirm the actual rental location
- Record planned dates accurately
- Assign clear responsibility
- Describe the equipment requirement
- Include relevant delivery instructions
- Enter commercial references in the correct fields
- Attach only current and relevant documents
- Review all information before saving
- Recheck availability when dates change
- Keep cancelled jobs traceable
- Do not treat job creation as dispatch authorisation
Next steps #
After creating the rental job, continue with:
- Add and Allocate Assets to a Rental Job
- Check Asset Availability and Resolve Conflicts
- Dispatch Assets and Start a Rental
For related guidance, see:
