April 8th, 2025
October 22nd Toolbox Talk Recap: Setting Up Categories & Products in Quipli
New Features
Category Setup
Found under Inventory > Categories. Hit Add Category. Set up categories before products so you have somewhere to assign them.
Category Name is the only required field. You can also generate aliases for the category if you want it searchable under other terms.
Featured Categories: if checked, the category appears on your e-commerce homepage.
Driver's License Required: set per category. If checked, every product in that category requires a driver's license upload to rent. If unchecked, the field still appears at checkout but isn't mandatory.
Buffer Period Before/After Rentals: a set number of hours during which a unit can't be requested again after a scheduled return. For example, a two hour buffer after a noon return means the unit can't be requested until 2pm. Most commonly used on the "after" side.
Checkout/Check In Inspection Workflow: if you're using the inspection checklist feature, assign a workflow here to apply to every product in the category.
Navigation Icon: upload an image to replace the default placeholder icon on the homepage tile.
Module Top Text / Module Bottom Text: controls the text above and below the product listing when a customer clicks into the category. There's also a non location version used when no store location has been selected.
SEO/Metadata is available at the bottom of the category setup page if needed.
Categories can be dragged and dropped in the categories table to reorder how they display. Refresh the page to see the update.
A category will not appear on the e-commerce site until it contains at least one active product.
Product Setup
Found under Inventory > Products. Hit Add Product.
Choose For Rent, For Sale, or Both first.
Product Name is required. URL Keywords shows as mandatory but can be left blank, Quipli auto generates it.
Security Deposit is required even if you don't charge one, enter 0 if not applicable.
Quantity auto fills based on tracking type.
Assign a Product Category.
Photos can only be uploaded after the product is created and saved once. Fill out general settings and hit Save Changes first, then return to upload photos.
Locations: select which store locations the product is available at, auto fills if you only have one.
Delivery: uncheck delivery if pickup only, or uncheck pickup if delivery only. If custom delivery rates are enabled, set a base cost, miles or minutes included in that base cost, and an additional per mile or per minute rate beyond that.
Tracking Type is one of the most important settings on the page:
By Serial Units, recommended for larger equipment, tracks individual units, purchase price, and machine hours.
By Quantity, best for smaller items without unit level tracking needs, entered as a raw stock number.
Non Inventory, similar to quantity but represents unlimited stock with no number to manage.
Once general fields are filled out, hit Save to create the product. This alone isn't enough to make it available for rent or sale, product units and pricing are still needed.
Photos & AI Description Generator
Upload photos via Upload Photo, JPEG or PNG work best. Drag to reorder, use the trash can icon to remove.
Type a product name or make and model (for example "John Deere 317G") into the description field, then hit Generate Description with AI. It scrapes the web for specs and auto fills the description. Avoid including the year for best results.
Product Units and Pricing
A product will not show up on the e-commerce site or be addable to an order until it has at least one unit (if tracked by serial units) and at least one price.
Product Units tab (serial unit tracking): hit Add to create a unit. Fields include for rent/for sale status, unit number, serial number, make, model, year, purchase price, purchase date, and machine hours (editable manually). Assign a location if applicable. Use the three dot menu to edit or delete a unit. To pull a unit out of rotation without deleting it (for example during service and repair), click the check mark to gray it out, hiding just that unit from the e-commerce site. There's also a dedicated Service and Repair section for marking units hard down.
Quantity tracked products use a raw stock number instead of individual units. If for rent and for sale, separate rental stock and sale stock fields appear.
Pricing tab: sections appear based on for rent/for sale status.
Rental Price: hit Add Rental Price. The name field is optional, internal tracking only. Core fields are Unit (time increment, like day or week), Quantity (number of that increment, for example 3 for a three day rate), and Rental Price (dollar amount). Choose Daily for Repeat Price on all standard rates, or Weekly with specific days for more complex pricing. Check the box to show the rate on the e-commerce site, then Save.
Sale Price: enter the price and optionally a date range for when it applies.
Additional Product Settings
Product Aliases: alternate search terms, or use Generate Aliases with AI to pull suggestions from the web.
Minimum/Maximum Rental Duration: entered in hours, minimum is the shortest allowed rental, maximum optionally caps the longest.
Minimum Quantity, Recommended Quantity, Increment Quantity: mainly for bundled items. Minimum forces a floor on requested quantity, recommended sets the default shown, increment controls how much quantity increases per click (useful for items sold in sets).
SKU: makes the product searchable by that value in the admin console.
Status (Active/Inactive): active shows on the e-commerce site, inactive hides it there but keeps it addable to orders from the admin console. Toggleable from the green check mark on the products list too.
Hour Tracking: recommended to leave on for most serial unit tracked products.
Daily Hour Limit and Overage Rate: set a daily hour limit in hours and an overage rate charged per hour beyond it. A common approach is dividing the day rate by 8 for the overage rate.
Fuel Charging Configuration: requires a separate product tracked by quantity, marked as a sale product, with a large sale stock number, named something like "Fuel per Gallon," priced at your per unit fuel rate. Select that product in the Fuel Charging Configuration field. At return, staff enter gallons used and Quipli automatically calculates and adds the charge to the invoice.
Proof of Insurance Required and Damage Waiver: toggled per product, if unchecked the fields still appear but aren't mandatory.
Taxable: toggle off for tax exempt products. Custom tax rates can be set up in Accounting > Tax Categories, including separate rates for the sale portion versus the rental portion.
Do Not Show Sale Price / Do Not Show Rental Price: displays "Contact for Pricing" instead of an amount, and pulls up an inquiry form instead of normal checkout.
Delivery Quote Text: hides the calculated delivery cost and shows text indicating delivery will be quoted after the order request.
Per Product Inspection Workflow: overrides the category level workflow for that specific product.
YouTube Video URL: found on the Data tab, adds a video below the product description.
Availability Start Date: lets you add inventory before it's ready to rent, by specifying a future availability date.
Sort Order: controls display order within a category. A common approach is numbering by category block (for example Earth Moving Equipment starting at 101, the next category starting at 201) to keep values organized.
Add On Products: lets customers optionally add related products (like attachments), updating the order total as they're checked. Pre-Selected Add-Ons is generally not recommended since customers can be charged for add-ons they didn't intentionally select.
Related Products: displays a related/similar products section at the bottom of the product page.
Meta Tag Title: customizable for SEO, controls how the product appears in web search results. Reach out to support for bulk updates.
GL Account Mapping: assign a Rental General Ledger account and a Sale General Ledger account at the top of the product page so revenue routes correctly. If integrated with QuickBooks Online, the same mapping is available for QBO accounts, and can be split between rental and sale.
Bug Fixes & Improvements
Bug Fix: Duplicate unit count on combined rent/sale products. When a product tracked by units is set to both for rent and for sale, entering one machine currently creates two units in total stock instead of one. Engineering is aware and a fix is expected.
Common Questions
Why isn't my new category showing up on the e-commerce site?
A category needs at least one active product assigned to it before it will appear. An empty category stays hidden.
Why can't I upload photos when I'm setting up a new product?
Photos can only be added after the product has been created. Fill out the general settings and hit Save Changes first, then return to the product to upload photos.
What's the difference between tracking by serial units, quantity, and non inventory?
Serial units let you track individual machines with purchase price, serial number, and machine hours, best for larger equipment. Quantity tracking uses a simple stock number for items you don't need unit level detail on. Non inventory is similar to quantity but represents unlimited stock with no number to manage.
Why isn't my product showing up for rent or for sale even though I created it?
It also needs at least one unit (if tracked by serial units) and at least one price under the Pricing tab. Without both, it won't appear on the e-commerce site or be available to add to an order.
How do I take a specific unit out of rotation without deleting it, like for service and repair?
Click the check mark next to that unit in the Product Units tab to gray it out. This hides just that unit from the e-commerce site while keeping the record intact. There's also a dedicated Service and Repair section for marking units hard down.
I entered one machine that's for rent and for sale, but it created two units. Is this a known issue?
Yes, this is a known bug when a unit tracked product is set to both for rent and for sale. Engineering is aware and a fix is expected.