How to create a booking

Bookings are created from a four-step form. Each step is checked before it lets you continue, so you cannot reach the end with something important missing.

Open Bookings from the sidebar and choose New booking.

Step 1 — Customer

Search for the customer this booking is for. If they are not in your records yet, create the customer first, then come back.

Picked a blacklisted customer? A red panel appears with the reason recorded against them. You are not blocked. When you save, Rentrovia asks you to confirm with Create anyway.

This is deliberate. The decision stays with you. But nobody can hand a vehicle to a blacklisted customer without seeing the warning first.

Step 2 — Dates and vehicle

Choose the Pricing unit first: Daily or Hourly. It changes the fields below it, so set it before you enter any dates.

• Daily gives you Pickup (date & time) and Drop (date & time). Both default to 10:00.
• Hourly gives you a plain Start and End.

Now pick the Vehicle. The list only shows vehicles that are free for the window you entered. That is why the dates come first.

If a vehicle you expected is missing, it is already booked across those dates.

Recording a rental that already happened

Switch on Backdated booking — already completed to enter a past rental. Two fields appear: Actual pickup and Actual return. Neither can be in the future.

The booking saves straight to completed. The total you type is kept exactly as you entered it, not recalculated.

This toggle only appears when you create a booking. It is not available when editing one.

Step 3 — Pricing

A banner shows what you are billing for, such as Billed for 3 rental days. Daily pricing counts 24-hour periods from pickup time to drop time. Hourly pricing counts the time between start and end.

Rate and total are linked. Type a rate and the total is worked out for you. Type a total instead and the rate is worked back from it. Whichever you typed last is the one Rentrovia trusts, so you can work from either direction.

The other fields:

• Currency — NPR by default.
• Security deposit (refundable, optional) — held against the rental. It is not rental income.
• Discount — a flat amount or a percentage. If the vehicle has a default discount, it is filled in for you. You can still change it for this booking.
• Advance payment (optional) — money taken upfront. Enter the amount and a method: Cash, Bank transfer, Cheque, Card or Other. It counts toward the total.

Step 4 — Note

Everything here is optional: Pickup point, Drop point, Notes, and uploads for Photos and Documents.

Handover photos are worth the extra minute. They are the record you will want if a customer later disputes the vehicle's condition.

Choose Create booking. Rentrovia confirms with Booking created and opens the new booking.

What happens next

A new booking starts as Pending. From its page you can confirm it, then start the rental when the customer collects the vehicle.

See booking statuses and what you can do in each for the full sequence.

Once the rental is running, you can extend it, swap the vehicle, or end it when the vehicle comes back.