Losing $514K on Manual Quotes? Configure Rental Quotation Templates in Odoo 18

Equipment rental company gets inquiry: "Need 5 projectors + meeting room for conference." Sales rep opens blank quotation. Manually types: Projector × 5, Meeting Room × 1. Forgets to add HDMI cables (always needed with projectors). Forgets damage waiver clause in terms. Sends quote. Customer accepts. Day of rental: Customer: "Where are HDMI cables?" Rep: "Not in quote, extra $200." Customer angry. Next inquiry: Different rep creates quote. Adds projectors, forgets insurance. Third rep includes insurance but wrong pricing. No consistency. Each quote takes 23 minutes to create manually. 847 quotes yearly × 23 min = 325 hours wasted. Lost deals: 12% abandon due to slow quote turnaround (47 hours to send quote = competitor wins). Annual cost: $127K admin time + $387K lost deals.

Odoo 18 Rental Quotation Templates fixes this: Create template once with standard packages (Projector Package: 5 projectors + HDMI cables + insurance + damage waiver terms). Apply template to new quote = instant population. 23 min → 30 sec. All reps use same template = 100% consistency. No forgotten items. Terms always included. Here's how to configure rental quotation templates so you stop losing $514K annually to manual quote chaos.

What Rental Quotation Templates Do

Pre-configured quote packages: Create template → Add products + pricing + terms → Apply to new quotes → Instant population → Send in 30 seconds.

Step 1: Enable Quotation Templates

1. Go to Sales → Configuration → Settings
2. Under Quotations & Orders section
3. Enable Quotation Templates checkbox
4. Optional: Enable Online Signature (customers sign digitally)
5. Optional: Enable Online Payment (customers pay immediately)
6. Click Save

Step 2: Create Rental Quotation Template

1. Sales → Configuration → Quotation Templates
2. Click New
3. Fill template basics:
   • Template Name: "Conference Equipment Package"
   • Quotation Expiration: 7 days (quote validity)
   • Default Terms & Conditions: Standard rental policies

Step 3: Add Rental Products to Template

1. Go to Lines tab in template
2. Click Add a line
3. Add rental products:
   • Projector × 5 - $200/day each
   • Meeting Room × 1 - $500/day
   • HDMI Cable × 5 - $20/day each
   • Damage Waiver Insurance - $150 flat
4. Set default quantities (customers can adjust when ordering)
5. Pricing pulled automatically from product settings

Step 4: Add Optional Products (Upsells)

1. Go to Optional Products tab
2. Add upsell items customers can select:
   • Laser Pointer - $30/day
   • Wireless Microphone - $80/day
   • Laptop - $150/day
   • Printer - $100/day
3. When customer views quote online, sees checkboxes to add these
4. Increases average order value (upsell without sales call)

Step 5: Configure Terms & Conditions

1. Go to Terms & Conditions tab
2. Add rental policies:
   • Cancellation: 48 hours notice required or forfeit deposit
   • Damage charges: Customer liable for equipment damage
   • Return timeline: Equipment must be returned by 9 AM next business day
   • Security deposit: $500 refundable deposit required
   • Late fees: $100/day for late returns
3. Always included in quotes = legal protection

Step 6: Customize Quote Design

1. Go to Quote Builder tab
2. Structure layout sections:
   • Header: Company logo, quote number, date
   • Customer info: Name, address, contact
   • Product table: Items, quantities, pricing
   • Optional products: Upsell section
   • Terms: Rental policies
   • Signature block: Digital signature field
3. Branded, professional appearance every time

Step 7: Apply Template to Rental Order

1. Go to Rental → Rental Orders
2. Click New
3. Select Customer
4. In Quotation Template field, select "Conference Equipment Package"
5. Template instantly populates:
   • All products with quantities/pricing
   • Optional products ready for selection
   • Terms & conditions included
   • Professional layout applied
6. Adjust quantities if needed (customer wants 3 projectors instead of 5)
7. Click Send by Email
8. Time elapsed: 30 seconds (vs 23 minutes manual)

Step 8: Customer Online Experience

1. Customer receives email with quote link
2. Opens quote in browser (no login required)
3. Sees equipment package with pricing
4. Optional products shown with checkboxes (can add upsells)
5. Reviews terms & conditions
6. If Online Signature enabled: Signs digitally
7. If Online Payment enabled: Pays deposit immediately
8. Quote auto-converts to rental order in Odoo
9. Instant confirmation vs waiting for manual processing

Advanced: Multiple Templates for Different Packages

Create templates for common rental scenarios.

Real-World Impact

FAQs