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Rental Agreements for Lightning


Learn how to create and manage Rental Agreements on selected vehicles in-stock.


There are two prerequisites that need to be completed prior to writing a rental agreement: 

  1. The Record Type for a vehicle needs to be set to Rental and the In-Stock checkbox needs to be checked. 
  2. Rental Rate needs to be determined to apply the Daily Rate, Weekly Rate, and Mileage Allowed for different vehicle types.


In addition, a System Admin should setup the dealership Location and CRM Rental Settings. If this has not been completed the system will prompt an error. For technical assistance regarding this issue, contact 


Step One:  Navigate to Rental Agreements 

From the DealerTeam Rentals app, click Rental Agreements 

then click New

Click New, Rental Agreements v4.png


Step Two: Start a New Rental Agreement

The edit modal for New Rental Agreement will display lookup fields for Contact, Rental Vehicle, and Rental Rate Code to initialize the Rental Agreement.  

Fields Defined

Field Name Definition 
Contact Search by Persons Account, Business Account or Contact. Selecting a contact will pre-populate the Driver's Tab when driver's license information is available on the contact record.  
Rental Vehicle Search by Stock #, Year, Make, and Model.
Date Out and Date Due In Select the desired dates and times to rent the vehicle.
Rental Rate Code Select a Rental Rate by typing Rate Code or description of Rate Code.
Store Location Store Location will pre-populate based on the user location. 


Click Create New from Modal Jon Snow, Rental Agreements v4.png

Click Create New to continue.


Before you can complete a successful Rental Agreement you also need to complete the following: 

  • Details Tab 
  • Insurance Tab
  • Fees Tab (when applicable)  


Step Three: Complete the Details Tab 

The Details Tab is selected by default. All required fields are indicated with red asterisks and may differ based on requirements set by your Organization. Once a Rental Agreement is created the Agreement Status is set to Open.

The following fields are pre-populated based on the Rental Rates selected upon creation. 

  • Daily Mileage Limit 
  • Excess Miles Fee 
  • Fuel Charge Per Gallon


Complete the following fields in the Details Tab:

  1.  Select desired rental dates using Date Out and Date DUE IN  
  2.  Enter the vehicle mileage upon checkout using Mileage Out.
  3.  Select the percentage of Fuel Level on Checkout.
  4.  Apply discounts to the following fields (select one):  Days Free, Discount, Discount Percentage. Discounts fields are correlated so when selecting an appropriate discount field the other fields will calculate. 
  5. If the Rental Agreement is Tax Exempt, click the checkbox.


Note: Before clicking Start Rental complete the Insurance Tab (Step Six).

Create Rental Agreement 2, Rental Agreements v4.png


Step Four: Drivers Tab

The main driver and their driver's license information will pre-populate fields based on the selected Contact (second step). 

To change the main driver, click the Drivers Tab. Click X to delete the current Driver. Enter the customer name in the Customer Contact field. Multiple accounts may appear in the search results with additional contact information (Address and Email) to help differentiate between similar accounts.  


Note: The Customer Contact field is a look-up to existing Accounts. In order to add a customer to a Rental Agreement ensure the customer has an Account or Sales Up created.

Rental Agreements V3, drivers tab.png


Click Add Driver to include additional drivers. Enter the New Driver information then click Save

Rental Agreements 2, add driver info filled.png


The Drivers Tab will include the driver's information along with the additional driver.

Rental Agreements V3, drivers tab.png


Step Five: Vehicle Tab

Click the Vehicle Tab. Click the X to delete the rental vehicle.  Click in the Rental Vehicle field to search for by lookup using a Stock # or Description of the vehicle. Only Rental Vehicles display. If the desired vehicle is not displaying ensure the vehicle record type is set to Rental.


Vehicles Tab, Rental Agreements v4.png

Step Six: Insurance Tab

Click the Insurance Tab. Enter the customer's insurance information.  After completing the Insurance information,

click Save.

Rental Agreements V3, insurance tab.png


Step Seven: Confirm and Start the Rental Agreement 

After completing all the necessary information click Start Rental to confirm the Rental Agreement.

After starting a rental the Agreement Status is now set to Rented

Rental Agreements 2, click Start Rental.png


Fields are locked when you click Start Rental. To Edit the Rental Agreement click Update Agreement.

To begin a Return click Start Return

Completed Rental Contract click Process Return 2, Rental Agreement v4 .png


Print Rental Agreement Contract

To print the Rental Agreement, click Print Contract

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After clicking Print Contract. You will see a window pop including a PDF copy of the Rental Agreement. To print from your computer click File then scroll down and click Print.

Printed Rental Agreement Contract, Rental Agreements v4.png


What's Next

The next step is to Process a Rental Return