As an inside sales rep, the rental folio is your primary tool for working a lead. It shows the customer's contact information, rental dates, and a full pricing breakdown. This article explains how to request a folio and what you can do with it.
What Is a Rental Folio?
A rental folio is a rental record linked to a lead. It contains everything about the potential booking: the customer, the vehicle, check-in and check-out dates, pricing, taxes, and deposit. Think of it as a quote sheet that you and the garage team work on together.
Requesting a Folio
- Open the Pocket Drives app in Commission Mode
- Go to the Leads tab
- Tap a lead to open its detail screen
- On the Lead Detail screen, tap Request Folio
- The system will find or create a rental folio for this lead
- You'll be taken to the Folio View automatically
What Happens Behind the Scenes
When you tap Request Folio, the system does the following:
- Checks for an existing folio — if this lead already has a rental linked to it, that rental is used
- Searches for a matching rental — if no direct link exists, the system looks for a rental that matches the same customer and vehicle
- Creates a new rental — if no existing rental is found, a brand-new rental folio is created for the lead's customer and vehicle
Once linked, the lead will show a "FOLIO" tag in the Leads list, indicating a folio exists.
The Folio View
The folio screen shows:
Status Banner
At the top, you'll see the folio status:
- Quoting — the folio is a draft/quote and can be edited
- Approved — the rental has been accepted and the folio is locked (read-only)
The vehicle name and folio number are displayed below the status.
Customer Information
The renter's name, email address, and phone number. Tap the phone or email to contact them directly.
Rental Dates
- Check-In — when the rental starts
- Check-Out — when the rental ends
If the folio is in Quoting status, you'll see a pencil icon next to each date. Tap it to change the date and time.
Pricing Breakdown
A detailed breakdown including:
- Line items — daily rate calculations (e.g., "3 days × $150/day")
- Subtotal
- Sales/Rental tax — percentage-based tax applied by the organization
- Fixed taxes — flat-rate taxes or fees (e.g., airport surcharge, tourism tax)
- Discount — if any discount code or manual discount is applied
- Total
- Security deposit — if the vehicle requires a deposit hold
Editing Folio Dates
You can change the check-in and check-out dates only while the folio is in Quoting status:
- On the Folio View, tap the pencil icon next to Check-In or Check-Out
- A date/time picker will appear
- Select the new date and time
- Tap Confirm
- The system will recalculate pricing automatically based on the new dates
- You'll see a brief "Updating pricing..." overlay while the recalculation runs
- The pricing breakdown updates to reflect the new dates
Note: If the folio status is Approved (or any status other than Quoting), the dates cannot be changed. A banner at the top will indicate the folio is locked.
Viewing a Folio for an Existing Lead
If a lead already has a folio (shown by the "FOLIO" tag in the Leads list), the Lead Detail screen will show View Folio instead of "Request Folio." Tap it to go directly to the folio.
Frequently Asked Questions
Q: Can I change the vehicle on a folio?
A: No. The vehicle is determined by the lead. If the customer wants a different vehicle, the admin should create a new lead for the other vehicle.
Q: Can I add extras or add-ons to the folio?
A: Not from the mobile app. Add-ons, discounts, and custom line items are managed by the garage team from the web app's rental detail page.
Q: What if the pricing looks wrong?
A: Pricing is calculated from the vehicle's configured rates, organization tax settings, and the rental duration. If something looks off, use Chat with Garage to ask the team to review it.
Q: Can I request a folio for a lead that isn't assigned to me?
A: No. You can only request folios for leads where you are the assigned rep.