Checking Out a Space
Walk through the complete checkout process — renting a space to a customer from start to finish.
What is checkout?
“Checking out” a space means renting it to a customer — like checking out a book from a library. After checkout:
- The space changes from Available to Checked-Out
- A rental record is created linking the renter to the space
- The first invoice is generated (rent + deposit)
- Recurring billing is set up automatically
Don’t confuse checkout with check-in. Checkout = start renting. Check-in = stop renting.
Starting a checkout
From the Spaces page:
- Go to Spaces and make sure you’re on the Available tab
- Find the space you want to rent out
- Click the checkbox next to it
- Click Space Check-Out
From a space detail page:
- Click any available space’s Space-ID
- Click Check Out Space
The checkout process
The checkout screen has two columns — rental details on the left, pricing summary on the right. Here’s each step:
1. Verify the space
At the top you’ll see the Space ID, category, and status. Make sure it’s the right one.
2. Select a renter
Start typing in the search box to find the renter by name, ID, email, phone, or business name. Click to select them.
Renter not in the system yet? You’ll need to add them first, then come back to checkout.
3. Choose a billing interval
Pick how often this renter will be billed:
| Interval | Best for |
|---|---|
| Monthly | Most residential renters |
| Quarterly | Business accounts, longer commitments |
| Annual | Long-term storage (often offered at a discount) |
Once you select an interval, you’ll see the daily rate, the calculated interval cost, and the billing frequency.
4. Set the start date
This determines when the rental period begins and when future invoices are due. Defaults to today. You can set a future date but can’t backdate.
5. Configure the security deposit
Two options:
| Option | When to use |
|---|---|
| Standard Deposit | Uses the amount configured for this space (from the category or space override) |
| Custom Deposit | Enter any amount — good for promotions, high-value items, or special arrangements |
6. Apply discounts (optional)
You can apply percentage-based discounts:
- One-time discount — Applies to the first billing period only. Good for move-in specials or promotions.
- Recurring discount — Applies to every billing period. Good for employee discounts or long-term pricing.
Example: A $100/month space with a 25% one-time discount and 10% recurring discount → first month is $67.50, then $90/month after.
If you enter a discount, add a reason (like “New customer promotion”) for the audit trail.
7. Review the pricing summary
The right column shows a complete breakdown:
Today’s charges:
- Billing period rent
- One-time discount (if any)
- Security deposit
- Tax
- Total due today
Future billing preview:
- Standard rate per period
- Recurring discount (if any)
- Tax
- Next invoice amount
Double-check these numbers before proceeding.
8. Select payment method
Choose how the renter will pay from the dropdown:
- Credit/Debit card — Stored card, charged immediately
- Cash/Check — Creates an invoice with “Payment Due” status; collect and record the payment manually
If the renter has a default payment method, it’s pre-selected.
No payment methods showing? The renter needs a card on file or manual payment authorization first. See Payment Methods.
9. Add notes (optional)
Document anything special — arrangements, access instructions, move-in timing. These notes are saved with the rental record.
Completing checkout
Click Complete Check-Out when everything looks right.
Card payment: The card is charged immediately. On success, you’re redirected to the renter’s Active Rentals page with a confirmation message.
Manual payment (cash/check): An invoice is created with “Payment Due” status. Collect the payment and record it on the invoice.
If payment fails
You’ll see an error explaining what happened:
- Card declined — try a different payment method
- Insufficient funds — the renter needs another card
- Expired card — update the card and try again
Strong Customer Authentication (SCA)
Some cards (especially international) require extra verification. A modal will appear asking the renter to approve the charge via their banking app or a verification code. Once approved, checkout completes automatically.
What happens after checkout
| What changes | Details |
|---|---|
| Space status | Moves from Available to Checked-Out |
| Rental record | Created with all pricing, discount, and term details |
| Invoice | Generated for rent + deposit + tax |
| Recurring billing | Next invoice date calculated and auto-billing set up |
Common questions
What if I made a mistake? If checkout completed, you can void the invoice (if no payment was collected), process a refund (if it was), or check the renter back in and start over with correct terms.
Can I change the terms after checkout? You can update notes and the next billing date on the rental record. For other changes (rate, interval, deposit), check the renter in and redo the checkout with new terms.
Can I apply both a one-time and recurring discount? Yes — enter both percentages. The one-time discount applies only to the first invoice. The recurring discount applies to every invoice, including the first.
When is the next payment due? It’s calculated as: rental start date + billing interval. For example, a monthly rental starting January 1 bills next on January 31.
The checkout button is disabled — why? You need all three: a selected renter, a billing interval, and a payment method.
What to read next
| I want to… | Read this |
|---|---|
| End a rental | Checking In a Space |
| Add a new renter first | Managing Renters |
| Set up a renter’s payment method | Payment Methods |
| See the invoice that was created | Invoice Details & Actions |