Deliveries & deposits

Delivery vs will-call

Most rental companies offer two fulfillment options, and you can use either or both:

• Delivery — you drop off and pick up at the customer's address. You charge a delivery fee, usually based on distance or zone.
• Will-call (pickup) — the customer collects from you and returns the items. Often free, and great for small or local orders.

On a booking, the renter tells you which they want and (for delivery) provides the address, so you can plan your routes and schedule.

Pricing delivery

• Zones — group your service area into tiers (e.g. 0–10 mi, 10–25 mi, 25 mi+) with a flat fee for each. Simple for customers, predictable for you.
• Minimums — many owners set a minimum order value for delivery so it's worth the trip.
• Setup/teardown — if you set up tents or staging, price that separately from drop-off.
• Out-of-area — quote special pricing for events beyond your normal zones rather than turning them away.

Security deposits

A security deposit is a refundable amount that covers loss or damage. Set deposits per item in Inventory. Good candidates: tents, linens, specialty decor, and anything expensive to replace. Two common approaches:

• Flat per item — a fixed amount on high-value gear.
• Percentage of total — e.g. 20–30% of the order, held until items come back in good shape.

In cash mode you collect and return deposits yourself; once you connect Stripe you can take them on a card. For a deeper dive, see our guide on how much to charge for a rental deposit.

Damage waiver

Some owners offer an optional damage waiver — a small non-refundable fee (often a percentage of the rental) that covers normal, accidental wear so the customer isn't on the hook for minor damage. It's a convenience for the customer and predictable revenue for you. A waiver typically does not cover loss, theft, or gross negligence — spell that out in your rental agreement.

Put it in writing

Whatever your delivery, deposit and waiver terms, get them in your rental agreement so there's no confusion. Renterra can attach your rental-policy agreement to every confirmed booking. Start from our rental contract template and free agreement.