Issuing Equipment and Charging Rental Fees

Issuing equipment records where an item went and, for rentable items, bills for it automatically. This article covers checkout, overdue tracking, rental billing, and how equipment ties into the Jobs marketplace.

Before You Begin

• The item must exist in Equipment Management with a status of Available.
• To charge for an item, it must be marked Is Rentable with a rate set. See Adding Equipment and Scheduling Service.
• Decide whether you are issuing to a class, an instructor or a location before you start.

Step-by-Step Instructions

Step 1: Issue an Item

1. Go to Equipment.
2. Open the action menu (⋮) on the item and choose Issue.
3. Pick a destination under Issue To. The strapline sums up the model: “One destination · one due date · one invoice for anything rentable.”
4. Complete the Invoice panel if the item is rentable.
5. Click Issue Equipment.

The item’s status changes to Checked Out and the row shows where it went. Batch checkouts let you issue several items at once while keeping a complete audit trail.

If the item is rentable, an Invoice panel appears inside the same form:

• Invoice # — auto-assigned on save.
• Bill To (required) — choose the client to bill.
• The line item and Total at the item’s checkout rate.
• Send Invoice Now — a toggle deciding whether the client is emailed the invoice immediately.

✔ Send Invoice Now is decided here, not later. Issuing the item always creates the invoice; this toggle only controls whether it goes out straight away. Leave it off if you want to check the invoice before the client sees it.

The item’s status changes to Checked Out and the row shows where it went. Batch checkouts let you issue several items at once while keeping a complete audit trail.

Overdue Returns

If an item passes its expected return date it is flagged Overdue, and the count appears beneath the Checked Out summary card.

Rental Billing

Mark an item Is Rentable and give it a rate. When a rentable item is issued, CPR Enroll automatically generates the invoice item and the rental invoice.

• Rental income over the trailing 30 days is shown on the Rental Revenue card.
• Rental invoices appear in Payments > Invoices alongside your other invoices. They arrive as Coming due — a live invoice with a due date and a Send request action — not as a draft you finish later.

✔ Check older equipment invoices. The 17 August 2025 release corrected the Price and Amount columns on equipment invoices. If you have older equipment invoices that looked wrong, re-check them now.

Equipment and Jobs

When you post a job in the Jobs marketplace, one of the required fields is Equipment Provided By. Deciding this up front prevents the most common dispatch dispute — an instructor arriving without manikins.

Best Practices

• Issue to the class rather than the instructor when the equipment is for a specific session. It makes the audit trail easier to read later.
• Use batch checkout for kit that always travels together, so nothing is left behind.
• Review the overdue count weekly. Overdue equipment is the most common source of missing kit at the next class.
• Check Payments > Invoices after issuing a rentable item. The invoice is already live, so an unnoticed mistake is a mistake your client can see.
• Always set Equipment Provided By when posting a job, even for local instructors who usually bring their own.

Frequently Asked Questions

✔ That completes the Equipment set. You now have the overview, inventory and service, and issuing and billing covered end to end.