Keep a good relationship with your customers and see all their interactions
We help you handle your customers with complete CRM tools. Track repeat bookings, save email and phone numbers, keep customers updated, store all customer documents, conversations, notes, discounts and more.
Sarah Mitchell
555-012-3456
Recent rentals
- Skid steer · 3 days · Jan 2025
- Mini excavator · 1 week · Dec 2024
Notes & documents
Contracts, conversations, discounts
Complete Customer Management Tools
Complete Customer Profiles
Save email and phone numbers, track rental history, preferences, and keep detailed notes on every customer interaction.
Repeat Booking Management
Easily identify repeat customers, track their rental patterns, and offer personalized service to keep them coming back.
Customer Documents Storage
Store all customer documents, contracts, photos, and files in one secure location for easy access.
Conversation History
Keep track of all conversations, emails, calls, and messages with each customer in one organized timeline.
Customer Updates & Notifications
Keep customers updated with automated notifications about their rentals, reminders, and important information.
Notes & Discounts Management
Add detailed notes, special discounts, and custom pricing for individual customers to provide personalized service.
How It Works
One place for every customer. See who they are, what they’ve rented, and how to keep them coming back.
Customer Data in One Place
Contact details, documents, and history sync from bookings and sign-ups. Every customer gets a profile you can build on with notes, contracts, and preferences.
See the Full Picture
Rental history, conversation timeline, notes, and discounts live in one view. No digging through spreadsheets or old emails — one place per customer.
Repeat Customers & Better Service
Spot return renters, apply notes and discounts, and keep them updated with notifications. Build relationships that drive repeat bookings.
Examples of How Partners Use Customer CRM
You decide how much to track and how to use it. These are just a few ways partners use CRM to manage relationships and grow repeat business.
Profiles & History
- Contact details in one place
- Rental history & preferences
- Notes on every customer
- Sync from bookings and sign-ups
Documents & Conversations
- Contracts and documents
- Emails, calls, messages
- Timeline per customer
- Easy access when you need it
Repeat Customers & Loyalty
- Identify return renters
- Notes and custom discounts
- Personalized service
- Keep them coming back
Notifications & Follow-Up
- Rental updates and reminders
- Automated notifications
- Follow-up and check-ins
- Stay top of mind
Common questions
Answers to frequent questions about this feature.
Can customers save payment methods for future rentals?
Yes! With customer consent, HQRent securely stores payment methods using tokenization through Stripe and PayPal. This allows returning customers to book faster without re-entering payment details, while maintaining full PCI compliance and security standards.
What customer management features are included?
Every customer has a complete profile with booking history, signed contracts, payment history, saved cards, and all communication in one place. When you require document uploads, those are stored here too (for example driver's license and insurance). You can track notes, store documents, and view full booking history. The system supports loyalty tiers and customer experience levels if your business uses them. Documents can be printed, downloaded, or emailed.
If a customer pays cash at pickup, can I still save their card on file?
Yes. You can add a customer to the system and save a card on file without charging it. This allows you to accept cash payment while still keeping a card secured for the security deposit or potential damage charges. All transactions are tracked in the billing section regardless of payment method.
How do I process a refund?
To process a refund, go to the booking you want to work on, open the billing section, and find the transaction you want to refund. Click the 'Refund' button. You can refund the full amount or a partial amount. Add a reason and click 'Process Refund'. The refund is processed through the original payment method. For an authorization hold, you can cancel it instead to remove the hold from the customer's statement.
How do I modify existing bookings?
To modify an existing booking, open the booking details from the 'Bookings' section. You can change dates, equipment, customer information, or pricing. If a customer wants to extend their rental, adjust the dates and the billing updates automatically. The customer's card is saved on file so you can charge any balance directly. You review and approve all additional charges manually so you stay in control. The customer will be automatically notified of any changes via email.
What happens when a payment fails?
When payments fail, HQRent automatically notifies both you and the customer with clear next steps. The system can retry failed payments based on your settings, send dunning emails, and temporarily suspend rental access until payment is resolved. You can also manually retry payments or update payment methods.
Start Managing Customer Relationships Like a Pro
Transform how you handle customers with comprehensive CRM tools that help you build lasting business relationships.