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A sub-rental is a record that you let another production (or person) use one or more pieces of your owned gear for a specific time window, for a specific price. The transaction is the source of truth for income tracking, gear availability, and the documents you generate (quote, delivery note, return note, invoice).

• Sub-rentals live at /subrentals — top-level sidebar route.
• A transaction holds: items (typically from your Owned Gear), the renter's contact info, dates, pricing, deposit, status, notes, and attached documents.
• Sub-rental days block out the rented items in the global Gear Calendar so you don't accidentally promise the same kit to two productions.
• Income totals (per transaction, in aggregate, outstanding) feed the dashboard cards at the top of the page and the Own Gear ROI dashboard.
• For German B2B clients: the invoice you create from a sub-rental in Accounting is a ZUGFeRD/Factur-X compliant E-Rechnung — see the dedicated section below.
• Gear History — the second view on the page, beside Rentals. It shows the timeline of your owned gear: rentals, maintenance, repairs and the other events recorded on an item, and you can add an event there. Opening it from a sub-rental shows only that rental's events.

Each sub-rental on the list shows as a tile carrying the current status, a preview row of generated documents, badges for return-condition issues, and a three-group action toolbar.

• Document preview row — six slots: Gear List, Quote, Delivery, Return, Invoice and Carnet. Gear List and Carnet generate their file on a click, and a filled slot shows the cached page-1 PNG. Delivery and Return open the delivery or return note. Quote opens this sub-rental's quote in Accounting, or a new quote draft when there is none yet; Invoice opens this sub-rental's invoice in Accounting, or a new invoice draft when there is none yet. Both drafts are pre-filled from the sub-rental.
• Locked controls explain themselves — Delivery and Invoice slots unlock at Accepted and Return at Active, so on a Draft rental they are greyed out. Hover any greyed-out control (a document slot, a finalized note's ticks, a locked item row, a button waiting for input) to see why it is locked and how to unlock it. On a phone or tablet, tap the greyed-out control and the reason appears just below it for a few seconds.
• Status pill — change the transaction's pipeline state directly from the tile (no need to open the detail view for a quick state change).
• Utility group on the right action bar — Scan (opens the manifest scanner), Export (downloads the sub-rental as a Factur-X e-invoice XML, the structured-data side-channel of an E-Rechnung) and, on an Accepted or Active rental, Extend (moves the end date).
• Manipulate group — Edit / Duplicate / Delete. Duplicate opens the form pre-filled with the items, pricing and notes as a new Draft; nothing is saved until you save, and the project link, the quote and invoice numbers and the handover notes are not copied. Delete asks first, then offers Undo for 10 seconds.
• Return-condition + unavailability badges appear once a transaction has reached Returned, its return note is finalized, or a partial return is finalized: damaged-count, missing-count, and 'Was Unavailable' chips surface what came back off, missing, or what was promised but didn't end up going out.
• A 'Linked costs' line appears under the document slots once an expense or a supplier's bill names this sub-rental in its 'Sub-rental' field (Accounting → Expenses). It shows how many costs are linked, their net total and the margin: the sub-rental's net amount less those costs, in red when it is negative. Click the line to list the single costs; a click on one opens that expense or bill. No margin is shown for a cancelled sub-rental or while the used days are still open.
• Order confirmations and delivery notes linked to the sub-rental in Accounting are listed under the document slots, for example 'Order confirmation AB-2026-0004' and 'Delivery note LS-2026-0007'. A click opens the order confirmation, or the delivery notes list. You set the link in the order confirmation's editor ('Sub-rental') and in the 'Sub-rental' column of the delivery notes list.
• A 'Changed since invoiced' notice appears under the document slots when the sub-rental's net amount no longer matches its invoice, for example after an extension or a price change. It names both amounts. While the invoice is a draft, 'Update draft' takes the sub-rental's lines over into it and keeps lines you added by hand. Once the invoice has a number, 'Create supplementary invoice' starts a draft for the difference; if the sub-rental is now worth less, open the invoice and issue a credit note.

From the Sub-Rentals page, the 'New Sub-Rental' button opens the transaction form. New since v0.204: you can also seed a transaction by importing a Factur-X / ZUGFeRD .xml file (see 'E-Rechnung & ZUGFeRD invoicing' below for the round-trip). Since v0.486.0 the form is a stepped flow with a tappable step bar; every field is still there, Save works from any step, and a save that is missing something jumps to the step that can fix it. Since v0.544.0 there are five steps and Pricing comes AFTER Items — the subtotal, the tax and the deposit ceiling are all built from the item lines, so being asked for a deposit before the gear was entered meant being judged against a total of 0.00.

1. Work through the five steps: Details (name, project link, renter) → Period → Items → Pricing → Review. Tap any step in the bar to jump straight to it.
2. A step holding a missing required field is marked in red after you try to save.
3. Click 'New Sub-Rental'.
4. Pick the items being rented out. The picker prefers items from your Owned Gear inventory (for full tracking) but accepts manually-typed entries as 'generic' items.
5. Enter the renter's contact information. For B2B/E-Rechnung compliance, include VAT ID and (for public sector) Leitweg-ID.
6. Set the rental dates: start and end. These drive Gear Calendar availability blocks and rental-day billing.
7. Set the pricing. Choose the basis first: Per item (each line × the booked days, or × the days used if you enter them; half days such as 4.5 count too), Daily rate (one rate for the whole package), Daily · days used (the rate now, the day count later), or Fixed price (one figure for the job). Then the deposit, the tax rate and any discount on the deal.
8. Add notes for condition, included accessories, special terms.
9. Save. The transaction starts in 'Draft' state.

Items are added from your own gear, through the search field at the top of the Items step and the quick-add of each category.

• Search adds gear from Owned Gear, or a gear set, or free text as a custom item.
• A line that already came from a rental house on an older sub-rental keeps showing that house.
• Add multiple items is still there on partial notes, for gear that joins a rental on an additional delivery.

A gear set from Owned Gear can be added to a sub-rental as a whole. It expands into one real, gear-linked line per member — so scanning, delivery and return notes, insurance checks and availability warnings all work exactly as if you had picked each item by hand — and the lines stay tagged as belonging to that set.

• Inline search: type the set's name, a tag, or any member's name into the add field. Sets appear above individual gear, badged 'Gear set' with the member count and the day rate.
• Into a category: the add field inside each category section offers sets too — the whole set lands in that category.
• Pricing follows the set's own pricing mode: 'Sum of items' keeps each item's day rate; 'Percentage discount' puts that discount on every line; 'Fixed price' spreads the package rate across the lines so they add up to it exactly. On screen a fixed-price run shows its package rate once, on its first line ('<price> / day · package price'), and the other lines read 'Included in package'; the ⋯ menu's 'Price each item of this set individually' gives every line its own price field again, and 'Use the package price for this set' switches back.
• Members that cannot be rented on their own are skipped — an item whose every unit is linked as a component of another item travels with its parent, and the message tells you how many were skipped.
• Leaving items out: on the set row in the add box, use Choose items to tick only what this job needs. All items are ticked by default.
• Changing your mind later — including while checking a delivery: open any set line's ⋯ menu and choose Set items. It opens with the members currently on the sub-rental ticked; unticking removes those lines, re-ticking brings them back at the set's price. Lines you leave alone are never rebuilt, so their per-unit delivery and scan state survives.
• A partial add prices what you actually get: with a fixed-price set, leaving an item out bills the package's rate on what remains — not the full package price for less kit.

The Items step has a toolbar above the list. Tiles and List both edit the same lines.

• Find searches item names and notes.
• Filter opens chips: category, with a discount, no price, with a note, in a gear set, custom item, from a rental house, managed by project, parts left out. Each chip shows how many lines it matches, and every chip you turn on must hold.
• Sort orders by category, name, price, line total or rental house.
• Reorder works like the Gear List: categories fold so you can drag them, and each category opens to drag its items.
• List shows one row per item with category rows between. You can change quantity, price, discount, target total and note in the row, and the row menu has the rest. Columns lets you resize, move and hide columns, and the layout is saved.
• A row you are editing stays where it is, even if it no longer matches; the view updates when you change Find, a filter or the sort. Dragging, the + insert points and bulk actions only ever touch rows on screen, and adding a line clears Find and the filters so it is never hidden.

A quote can create its sub-rental; the two stay linked.

• On a quote, Create sub-rental builds a draft sub-rental with the quote’s customer, dates, prices and gear positions.
• A gear set from the quote is listed item by item here, grouped under the set’s name, so delivery and return notes show what is in it.
• The quote appears in the sub-rental’s Linked quotes panel, and the Quote button on the tile opens it.

Each transaction moves through the eight-stage Rental Pipeline shown on the page. The current stage drives the dashboard counters, the available actions in the detail view, and the visual indicators on the list. A new, imported, or duplicated sub-rental starts in 'Draft' (the legacy 'pending' value maps to Draft).

Draft

— Default starting state. Transaction created but nothing committed — edit freely; the renter hasn't received anything.

Requested

— The renter has asked for the gear; you're working up the offer.

Quoted

— A quote has gone out. Waiting on the renter to respond.

Negotiating

— Terms are being worked back and forth — price, dates, or scope are still moving.

Accepted

— Terms are agreed. The rental is confirmed and ready to go out.

Active

— Gear is currently with the renter. Delivery note has been generated (typically). Availability is blocked.

Returned

— Gear is physically back. Return note has been generated. Pricing is final but payment may still be open.

Archived

— The transaction is wrapped up and out of the active pipeline. Kept for records.

Since v0.544.0 the Pricing step starts with a basis, and the rest of the panel follows from it: Per item (each line × the booked days — the original behaviour, and still the default; enter Days used and every line is billed on that many days instead, in the totals, the quote, the invoice and the PDF, while Full period empties the field again; switching to or from a package basis empties it too, since there it holds the days agreed for the package), Daily rate (one rate for the whole package × the booked days), Daily · days used (agree the rate now and the day count later — until you fill the count in, the sub-rental bills nothing and every total says the days are still to be agreed, with a one-tap 'Full period' button when they turn out to be all of them), and Fixed price (one figure for the job, whatever the duration turns out to be). A discount on the whole deal — a percentage or a fixed amount — applies to any of the four, comes off before tax, and is printed as its own line so the concession stays visible. In a package basis the item lines stay fully editable and stay on the documents as the manifest; they are simply not what the total is built from, and the PDF drops the money columns rather than printing figures that do not add up to the total beneath them. A quote or invoice created from a package lists each item as its own line, with the agreed price split across them so the lines add up to exactly that price; the quote and the invoice for the same deal show the same lines. On an invoice the sentence naming the agreed day rate goes into Notes visible to the customer. While the used days of a Daily · days used deal are still open, the invoice keeps one line at 0 rental days and says on it, in as many words, that the position is billed once the count is confirmed. A rental period that ends before it starts is a different case, not the same one: it counts as 0 days everywhere — the totals panel, the PDF and the reports — and Create invoice / Create quote decline until you correct the dates, rather than quietly billing a single day. There is no enforced pricing model — set whatever you want. A few patterns that tend to hold up: Since v0.711.0 you can also work the discount backwards: 'Discount to a target total' takes the figure you actually want to charge — 300 when the deal prices at 400 — and fills in the percentage that gets there (25%). It reads the deal's pre-discount subtotal, lands on your figure to the cent (€2,857.50 down to €2,800 is 2.0122 %, because 2.01 % would leave €2,800.06), shows the total it reaches before you commit to it, and then writes an ordinary percentage discount. The same helper sits on each item line, and the bulk bar has a 'To total' action that spreads one percentage across every selected line so the SELECTION lands on your number.

• Daily rate that covers depreciation + a margin (look at rental-house rates for comparable items as a ceiling).
• Multi-day discount: e.g. 3-day rate ≈ 2.5× day rate. Encourages longer rentals and matches industry norms.
• Deposit for high-value items. The amount is meaningful (a few hundred euros, not symbolic) and covers minor damage.
• Bundle pricing for kits (body + lenses + cage + batteries) tends to outperform itemising — both for you and the renter.

The Sub-Rentals page header carries four dashboard cards summarising your activity.

• Total Revenue — the total of every committed sub-rental: Accepted onwards, including Invoiced, Completed and Archived, never Cancelled. It covers all of them, not a period. A rental house's Dashboard shows revenue net of VAT for a chosen period, so its figure can be lower.
• Active Rentals — number of transactions currently in 'Active' state.
• Fleet Utilization — the share of days your owned gear was in use over the last 12 months, out of the days it was available. Days on your own projects count as well as days rented out. It is the same figure as on the Production Dashboard.
• Outstanding — the unpaid balance of the invoices in Accounting that are linked to a sub-rental and have been issued (finalized, sent, overdue or partly paid).
• The cards are read-only summaries — they don't filter the list. To narrow the transactions, use the stage bar: Open, All, or one pipeline stage.
• Revenue data is also routed to the Own Gear ROI dashboard for per-item return calculations.

Speed up pickup and return by scanning physical items into the transaction's manifest. The scanner cross-references scanned codes against your Owned Gear inventory.

• Open the Scanner with the Scan button on the sub-rental's tile.
• Supports HID-style barcode scanners (the kind that 'type' the code into the focused input) and the device camera (QR / Code 128 / EAN).
• Recognised codes are auto-matched to manifest items and marked checked-in with a green indicator.
• Unrecognised codes open an 'Unrecognized Barcode' prompt: pick the item the code belongs to and it is checked in on that line, so the same code scanned again on this rental reads as already scanned.
• Duplicate scans are detected and rejected so you can't accidentally double-check-in.
• A progress bar counts the items scanned against the total, and each line shows its own count, so you know what's left.
• The delivery and return notes have their own scan bar that ticks the handover checklist directly — use that when you are doing a handover, and this manifest scanner when you are only counting stock in and out.

1. On the sub-rental's tile, click Scan.
2. Scan with hardware (USB/Bluetooth HID barcode scanner, easiest) or tap 'Open camera scanner' for QR scanning.
3. Each match is logged against the manifest item.
4. If the code isn't known, the prompt lets you map it on the fly.
5. Close the scanner when done. Each check-in is saved to the transaction as it happens.

The app records the transaction; the insurance situation is yours to handle. A few practical patterns:

• Require proof of insurance from the renter for high-value items (cameras, primes, monitors). Production policies usually cover rented equipment — usually.
• Document gear condition with photos at handover and return. Attach to the transaction.
• Spell out damage liability in the notes field, even for friend-rentals. 'You break it, you fix it' is a contract.
• Deposit covers minor damage. For major damage, the formal insurance side kicks in — that's why proof matters.
• Keep serial numbers recorded on each owned-gear item — the insurer will ask.

Generate handover documents directly from the transaction. Both delivery and return notes pull the item manifest, render a per-item checklist, and accept two signatures.

• Both notes are a five-step wizard: Items → Condition → Notes & scans → Signatures → Finish. A return note adds a sixth step, Request, before Finish while anything is flagged damaged or missing. Only one step is on screen at a time, and the rail across the top jumps straight to any of them — nothing is more than one tap away.
• The Condition step only appears when the rental actually carries audit-eligible gear, so a note made up entirely of items that have no scratch sheet — cases, cables, batteries — is a four-step wizard.
• A custom line — one you typed in yourself rather than picking from your gear — can be condition-audited too. Open the line's ⋯ menu and switch on "Condition-audit this item"; it then appears on the Condition step like any other. By default the checks are matched from what you named the line, and "Audit as" overrides that when the name does not give it away. The switch is off until you turn it on, so no existing sub-rental changes shape, and it is only offered on custom lines — a line linked to your own gear already takes its audit settings from that gear record.
• The rail says what is left: a green tick means that step has nothing outstanding, an amber triangle means something is still open but you can finalize anyway, and red means finalizing is blocked (a condition audit still awaiting review).
• The Condition step has one step bar with Print sheets, and it says what blocks finalizing. A failed bulk sheet run shows a message. A rejected audit offers 'Audit again →', so it can be audited again.
• The Finish step lists what is still open — unconfirmed items, missing signatures, pending audits — each with a button that jumps to the step that fixes it. Finalize stays reachable from every step: the wizard guides, it never gates.
• Finalizing a delivery note sets the sub-rental to Active. Signing off a handover means the gear left the building, so the same write moves the status to Active, creates the rental_out timeline events, counts the deal toward Own Gear ROI and Total Revenue, and raises the "rental is active" notification — the confirm dialog says so before you commit. It only moves forward and only from a stage before Active (Draft, Requested, Quoted, Negotiating, Accepted): a Returned, Invoiced, Completed, Archived or Cancelled rental stays put, unlocking a note never demotes it, and a status you set yourself in the same action wins. An additional delivery promotes a pre-active rental the same way.
• A finalized note opens on Finish, where Download PDF and Send via email live; Quick edit, Edit items and Unlock sit beside them.
• The per-item note you wrote in the sub-rental's item list (the ⋯ menu → Add note) now shows under that item on both notes, quoted in grey, exactly as it prints on the PDF. It is read-only here — it belongs to the sub-rental, not to this note.
• Open the Delivery Note or Return Note from the Delivery or Return slot on the sub-rental's tile.
• The big title on the Gear List, Delivery Note and Return Note is the sub-rental's own name — the same one the tile shows. A linked project appears one line below as 'Project:', and the renter keeps its meta row; neither is used as the headline any more.
• The checklist is auto-populated from the transaction's items.
• Condition scratch-sheets (from Owned Gear) are appended automatically to BOTH the delivery and the return PDF. The return note carries the return audits, so a pickup audit still awaiting review never prints there in their place. Every category that supports condition tracking is covered — lenses, monitors, cameras, gimbals, focus/iris/zoom (FIZ) units, viewfinders and director's monitors — and each sheet carries the surfaces that matter for that kind of gear: front and rear for a lens, body, mount and sensor for a camera, the screen for a monitor. A device in the catalog, or a single owned-gear unit, can override which surfaces it gets. Each scratch sheet is versioned — you can compare two versions to see what was on the item at last handover vs. this one.
• Tick each item as it physically changes hands.
• Capture two signatures on the page — draw on canvas (touch / mouse) or upload signature images.
• Notes are stored on the transaction for the audit trail.
• Return-note flow now records a per-item return-condition audit: was it returned, was it damaged, was the original 'unavailable' promise actually delivered. The output flows into the tile's badges and the sub-rental detail view.
• Scan items off the checklist: the 'Scan items' bar above the item list opens the camera (or accepts a hardware/keyboard-wedge scanner) and ticks the matching line. A switch decides whether a scan fills the Rental House column, the Renter column, or both.
• Scanning a serial number also records which specific unit went out, exactly as tapping the serial chip would.
• How many serial chips you may pick follows the item's Quantity in Owned Gear. Several identical units (three cameras, one serial each) → pick as many serials as the line's quantity, the rest grey out. A set — one item carrying more serials than units, like a Tentacle SYNC E MK2 Standard Set with two bodies — keeps every serial selectable and pre-selects all of them, because the whole set goes out on that one line. Record a set by leaving Quantity at the number of sets you own and using 'Add serial number' per body.
• Full-screen signing: the expand button on a signature field fills the screen — who is signing and what they are signing on top, the signature field alone in the bottom third — so the iPad can be turned around and handed over.
• Every checkbox, serial chip, condition pill and expand arrow meets the 44-pixel touch minimum on touch devices, including tablets.
• A delivery note has two tick columns — Rental House and Renter — because a pickup is a two-party handover. A return note has one: the gear is checked back in by the rental house, so there is a single column to tick and the return PDF prints six columns instead of seven.
• On a return, each line's condition is a three-way choice — OK, Damaged, Missing — and you tap the one you mean. It used to cycle through them in order, which meant the only way to reach Missing was to pass through Damaged, and passing through Damaged files a damage report against the gear that stays on its wear log until you explicitly undo it.
• Any line with more than one unit can come back partly wrong: mark it Damaged or Missing and two counters appear, so a quantity of five can be recorded as two missing and one damaged with the rest fine. The note shows how many came back OK, and the PDF prints the split as '2/5 missing'. Leave the counters alone and the whole line counts, which is what every note written before this behaved like.
• Undoing a flag is named after what it removes — 'Undo missing report' under a missing component, 'Undo damage report' under a damaged one.
• When a return ends with items flagged missing or damaged, a Request step appears between Signatures and Finish. It lists what did not come back — with the quantities — so you can ask the renter what happens to it.
• Untick any line you do not want to raise. The notice states what is missing and asks for nothing in particular — whether you want an item back or paid for is settled afterwards. Preview notice shows the PDF; Send notice from there emails the renter a link to their own page (see 'Telling the renter what did not come back' below).
• The renter answers per item — Bringing it back or It is lost — and can add a note; for a damaged item they must say what happened. Their answer appears on the Request step; use the refresh button beside the link to check for it.
• A request never blocks finalizing. It shows on the Finish list as outstanding, the same as an unsigned signature — a rental settled by phone should not be held open by a link nobody clicked.
• You can revoke a link while it is unanswered, which invalidates it immediately; sending again issues a fresh one. Links expire after 60 days.
• The condition audit on the Condition step is signed by whoever is actually there: the renter signs on delivery, attesting to the condition they take the gear away in; the rental house signs on return, recording what came back. If both are present, both signatures are kept.
• Each audit starts from the last approved sheet, with its markers shown faded underneath — so scratches recorded on one rental appear as the existing condition on the next sub-rental's delivery scratch sheet, and only genuinely new marks are added on top.
• The audit can be worked on paper. Print sheets on the Condition step renders the same sheets the note PDF appends — filled with the last approved condition, or with this note's audit once one is submitted — and sends them to the printer. That is the sheet to carry to the trolley and mark up by hand.
• Upload scan inside an audit puts the marked-up paper back into the record: photograph or scan the signed sheet, align it over the diagram with the four corner handles, and it is stored with the audit you submit. Available while recording a pickup or a return audit, not while reviewing one — a reviewer signs off on the finding, they do not re-shoot the evidence.
• A finalized partial return takes its items off the final return. The Final return pill then lists only what is still out: a line that already came back is gone from the checklist, a line that came back in part shows just its remaining units, and a banner above the list says how many units were returned earlier. Download, Print and Send via email produce the same scoped document, with a 'This document covers' line naming the split — so nobody is asked to check in gear that is already on the shelf.
• Once the final return is signed the document lists the whole rental again — a signed return note is never scoped down to nothing. The lines that came back on an earlier partial return now print with the tick, condition and notes that partial note recorded, instead of an empty box that read as “this never came back”. Anything you recorded on the final return itself always wins, and a line that is only partly back is still checked in here. The Final return checklist on screen shows the same: those lines appear ticked, with the condition and notes the partial return recorded, marked “Back on partial return #1” and its date — and they are read-only there. To change one, open that partial return from its pill; its damage report is never filed a second time.
• A second partial return only lists what is still out. A line that came back on an earlier return note is gone from the picker — not greyed out, gone — with a count of how many were hidden above the list, so the same unit cannot be returned twice. A line that came back only in part stays, with its remaining units as the suggested quantity.
• An additional delivery can bring gear that was never on the rental. Open the Delivery Note, tap Additional delivery, and search your own gear or type any name under “Add equipment to this rental” — the line is added to the sub-rental and listed on that delivery note in one step. This is the difference from a partial return, which only moves units already on the rental. The rental's total is recalculated on the spot (a package or fixed price is left alone), and on a project-linked sub-rental the new line is seeded into the project gear list. A rental that is already returned, invoiced or archived keeps its agreed figures: the search box is not offered.

When a return note has anything flagged damaged or missing, the wizard grows a sixth step — Request — between Signatures and Finish. It sends a NOTICE: a statement of what is missing, not a demand for payment. What happens about each item is recorded afterwards, once the renter has answered.

• The step appears only while something is flagged. Clear every line back to OK and it disappears again.
• You curate the list first. Each flagged line has a tick box, so a component you already know about can be left off the notice without un-flagging it on the return note.
• A flagged component is asked about by its own name, with the item it came off named underneath — a missing tophandle reaches the renter as a tophandle, not as the camera body.
• Nothing leaves the app except through Preview notice. The preview is the actual PDF, not a summary of it, so what you approve is exactly what the renter receives. Dismissing it sends nothing.
• Three routes lead out of the preview. Send notice emails the renter a link they can answer per item, and notifies them in the app if they use Cine Power Planner. Draft mail with PDF hands the document to your own mail app. Download PDF just saves the file.
• Send needs a renter email on the rental, an internet connection and a signed-in account. The two PDF routes need none of those and are never withheld — if the app cannot send the notice itself, it says which of those is missing rather than blaming the service.
• Draft mail with PDF lands in one of two places depending on your device, and says which one you got. Where a share sheet exists the PDF is genuinely attached, but the sheet has no To: field — the app shows the renter's address with a Copy address button. Everywhere else it opens an addressed mail draft and downloads the PDF for you to attach.
• Once the notice is sent, the link is shown with a Copy button, a refresh to check for an answer, and Revoke — which kills the link in the renter's inbox. Re-sending also revokes the previous link, so only one is ever live.
• The renter's answer arrives per item: bringing it back, or reporting it lost. You then record what you actually did about each line under Settled as. That ladder is yours, not theirs.
• An unanswered notice never blocks Finalize. It shows on the Finish review as a warning, like any other outstanding item.
• 'Send notice' emails the renter address stored on the sub-rental. A sub-rental created or changed a moment ago must finish syncing first; the step tells you when that is the reason, and 'Retry' sends it. Up to 20 notices per hour; the PDF always works.

Items added to a sub-rental that came from quick free-text entry rather than the Owned Gear inventory show up as 'generic' items. They render but don't carry a serial number, condition history, or availability data. The swap mechanism replaces them with a verified Owned Gear entry.

• Generic items show an amber 'Custom Item' hint and a pencil/edit icon on the row.
• Click the row (the pencil icon) → fleet-gear picker opens. Search or browse Owned Gear.
• Selecting a verified item replaces the generic one. The transaction now carries the verified item's serial number, specs, and condition data.
• If the sub-rental was created from a project gear list, the swap propagates back to the project — the provider assignment is updated everywhere.
• After the swap, the item is treated as a real Owned Gear booking: availability is blocked, condition is tracked, the item can be scanned.

For B2B transactions in Germany (mandatory from 2025), invoices must be issued in a machine-readable electronic format. The app generates ZUGFeRD (Factur-X) invoices — a single PDF that embeds an XML payload the recipient's accounting system can ingest automatically.

• ZUGFeRD invoices look like normal PDFs to the human reader. The XML is embedded as an attachment, invisible until parsed.
• Required fields on the renter's side: VAT ID. For public sector clients: Leitweg-ID also.
• Your side: Tax/VAT ID, IBAN/BIC, and address from Settings → You & Your Company → Billing & Issuer Details. Filled once; every invoice picks them up.
• The Invoice slot on the tile (from Accepted on), or Create invoice draft on the form's Review step, opens an invoice draft in Accounting, pre-filled from the sub-rental. Once the sub-rental has an invoice, the slot opens that one instead of a second draft, and shows a green tick with the invoice number (or Draft); the Quote slot does the same for its quote. You finalize and send it there; the finalized PDF carries the embedded ZUGFeRD / Factur-X XML.
• A line priced per day reaches the invoice as units × days, the same way the quote prints it: two lenses for five days read 2 × 5 days, not 10 pieces. A fixed-price share reads in the unit flat. The amounts do not change, and every pricing basis bills on the invoice and the quote what the sub-rental shows.
• Categories carry over to the invoice draft as they do to the quote: a heading per category with its lines under it, the category's notes as a text line, uncategorized items last. Taking the sub-rental's changes over into the draft keeps the groups and leaves lines you added by hand outside them.
• Export on the tile downloads the sub-rental as a Factur-X XML file on its own, for a party that imports XML rather than a PDF. The first export gives the sub-rental an invoice number.
• Round-trip: the same XML you EXPORT from a sub-rental can be IMPORTED to prefill another sub-rental form. From the Sub-Rentals page header → 'Import' → drop a Factur-X .xml (2 MB cap). The form pre-populates with parties, dates, items, and tax categories.
• Tax category mapping on import: AE → reverse-charge, G → outside-EU, S/E/Z → standard. Each maps to the internal tax-treatment enum.

Editing happens in the same step form you created the sub-rental in; deleting asks first and can be undone for a few seconds.

1. Find the transaction in the list (filter by status tabs, a pipeline stage or the search box to narrow down).
2. Click Edit on its tile to open the form.
3. Update any field across the steps: name, renter, period, items, pricing, notes. The status is changed from the tile's status menu, not the form.
4. Save.
5. Delete is on the tile. It asks for confirmation, then shows an Undo toast for 10 seconds; after that the deletion stands.

An item's component list describes the asset. A sub-rental line or a gear-list row describes one handover — and the two disagree constantly: the rental house is not sending the clamp this time, the camera ships without its matte box because production already has one. Excluding a component records that on the line, without touching the item itself.

• Sub-rental: every line that carries components shows a count chip under its name — '3 components', plus 'N excluded' once you have left something out. Click it to read the parts the line actually hands over; 'Choose components…' inside opens the picker. The row's ⋯ menu still lists 'Components…' as well.
• Sub-components are individually settable. If a linked item brings its own parts — a cage with a top handle and rods — the picker shows them indented beneath it, and you can untick just one. Unticking the parent takes its whole subtree with it; untick only a part below and the parent's box shows a mixed state. To put a single part back, tick the item above it first.
• The chip counts what will print: it resolves through the same rule as the delivery and return notes, so exclusions are already deducted, and a line locked by a finalized note shows the frozen record instead of the current catalogue.
• Gear list: the 'Components' section in the item's edit modal.
• An excluded component disappears from the gear-list row, the gear-list PDF, the pickup list, the sub-rental note, the priced-items table, and the per-unit condition grids on delivery and return notes.
• If the sub-rental is linked to a project gear list, the setting is carried across in both directions.
• Once the delivery note is finalized the selection locks, and the frozen record keeps exactly what was handed over.

When you assign a gear item's provider to a contact who has no Cine Power Planner account, you can still send them a real sub-rental request by email. They get a link to a page that needs no login, showing exactly what you're asking for.

• Two places to send from: the Rental tab's provider row and the per-item provider menu. Both send one request covering every item marked as that person's that you have not asked for yet — sending from one item no longer leaves the others behind.
• The action only appears for a crew/contact provider who has an email on file. A contact with no email shows a reason telling you to add one.
• The email lists the project, the rental period, and every requested item with quantities, plus a link to /gr/<token>.
• The rental period shown is the block window — prep through return, the days the provider's gear is actually tied up — not just the shoot days. The email and the linked page show the same calendar dates whatever timezone the provider opens them in.
• The link opens a read-only preview. Responding requires a free account — signing up redeems the link, connects the two of you as crew, and drops the request into your normal quote / accept / decline pipeline.
• Once they've claimed it, your contact record is linked to their new account automatically, so next time they show up as connected crew and you skip the invite entirely.
• Once a request has gone out the row shows its LIVE status instead of the button — Requested, Accepted, Quoted, Negotiating, Confirmed or Declined — so you can see where it stands without leaving the tab, and can't ask twice by accident.
• When they accept, the row reads “Accepted” even though no price has been agreed yet. A partial accept shows per item: the ones they took and the ones they declined, side by side.
• Every request and quote email links straight to the request itself — the page scrolls to that card and opens it, rather than dropping you at the top of the sub-rentals list.
• Sending again re-issues the link and retires the previous one, so only the newest link ever works.
• Links expire after 30 days. If one lapses, send a new request.

The “Send sub-rental request” control stays visible and disabled when it can't be used, and says which of three things is in the way.

• No email on file — the person is in your contacts but has no address; add one to the contact.
• No longer in your contacts — the contact this row pointed at has been deleted; reassign the row.
• Not a contact — the row is assigned to a rental house, to your own gear, or to nothing, so there is nobody to ask.
• View-only access — nothing to do with the contact; you cannot send from a project shared with you read-only.

Public gear requests — the ones submitted through your public catalogue links — collect at the bottom of the Sub-Rentals page. Once you've accepted one and emailed the renter, you can archive it so the new asks aren't buried under finished business.

• Archive appears on a request only after it is handled: confirmed, picked up, returned, completed, declined, expired, cancelled or withdrawn by the customer. A request still waiting for an answer has no Archive button, so nothing unanswered can disappear.
• Archived requests move out of the list into an “Archived (n)” disclosure below it. Open it to read them, and Restore puts one back at the top of the list.
• Archiving changes nothing but visibility. The request keeps its status and its history, nobody is emailed, and the sub-rental created when you accepted keeps running through its own pickup → return → invoice pipeline, untouched.
• The archive is stored on the request itself, so it holds across reloads and on your other devices.
• A notification email that deep-links to an archived request opens the Archived section for you instead of landing on an empty page.

Accepting a public gear request — or the requester signing your /gq/ quote — creates a real sub-rental. Its lines are matched back to your actual owned gear, so the rental behaves like one you built by hand rather than a list of names.

• Each line links to the owned-gear item it was requested from, which is what makes its components appear: the count chip on the row, the per-unit sections of the delivery and return notes, and both note PDFs.
• A requested gear set arrives as its member items, not as one line called after the set. They stay grouped under a “Set: <name>” heading on the notes, and the price you agreed for the set is spread across the members — the total does not change.
• A line only links when the match is certain. If two owned-gear items share a name, or the catalogue entry is a manual one with no owned gear behind it, the line arrives as free text — open its name field and pick the right item to link it yourself.
• Linking by hand afterwards is enough: the components, the notes and the insurance status all read the link live, so they fill in as soon as you set it.
• A sub-rental created before this worked keeps whatever it was given. Re-pick the item on each line to bring its components in.
• The agreed total and VAT: for a business the accepted total is net and VAT is added on top, as on your quote PDF. For a private person the accepted total is the final price and already contains the VAT; the sub-rental stores its net as a fixed price, so the invoice ends at exactly the accepted amount. If you charge no VAT as a small business (§ 19 UStG), none is added.

A crew member you share a gear catalogue with can now request from it directly, without a public link. Their ask arrives under Incoming gear requests (not the public inbox) with a “From your shared catalogue” chip, and runs the normal quote round-trip — they are signed in, so you negotiate in the app instead of by email.

• The card's title is the CATALOGUE's name, not a project's — a catalogue request is not necessarily about a project. Their name is shown next to it, and the project appears only if they chose to link one.
• Shared catalogues carry no prices, so the lines arrive unpriced. Use Send quote to price them; the requester accepts, declines or counter-offers in their own My gear requests list.
• Accept without a quote if you would rather settle the price elsewhere — the sub-rental is created either way, just with a zero total until you price it.
• Once the request is confirmed it materialises as a real sub-rental, exactly like an accepted public request: lines matched back to your owned gear, components intact, ready for delivery and return notes.
• From that moment the gear-request card stops offering Mark as picked up / Mark as returned / Mark as invoiced / complete and shows a pointer to the sub-rental instead. One rental advances from one place — the sub-rental, which owns the notes and the invoice.
• Requesting a cancellation stays available on the request card for both parties, because that acts on the agreement rather than on the handover.